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Introduction
The Notes Engine facilitates to setup different types of predefined Notes Categories for the user. Each Notes Category includes the form template(s) that can be set as In Built Form or External Form. You can View/ Manage Access Permissions for the available Notes Categories as Public, Protected, Private, and Custom 👏 😃.
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The staff/members can add/edit/view/comment on the Notes as per the access permissions provided.
The staff can filter the Case Notes based on Date, Member, Staff, Category, and Shift. The members can filter notes by providing a specific date range.
Members can submit Notes via Member App and staff can also mandate notes for timesheet submission for the member(s).
🔗 Click here to refer to the Customisable Form document.
How to Access Notes Engine?
To access Notes Engine:
Click Masters → Main Masters → Notes Engine and the Notes Engine page opens.
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Notes Engine
The Notes Engine in Masters facilitates to setup different types of predefined Notes Category for the users. In the Notes Engine, the pre-defined Notes Category can be created for each user. The predefined Notes Category in the Notes Engine can be defined for Case Notes, Progress Notes, Medication History, Patient Notes, and General Notes. Each Notes Category will have the attached form template(s) as In Built form or External form with the defined access permissions.
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You can Add New Notes Category, Update Notes Category, and View/Manage Access Permissions of the Notes Category.
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Add New Notes Category
To Add a New Notes Category:
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Field Name | Description | ||
User Type | Type of User. Currently, the available user type is Clients. | ||
Notes Category Name | Category name of the notes. | ||
Category Description | Description of the New Notes Category that can include key points, purpose, examples, etc. | ||
Category Icon | Add Category Icon for the New Notes Category. Click Select File to add the Category Icon.
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Attach Form Template(s) | Click On clicking | ||
Access | Click Users can provide Public, Private, Protected, or Custom access to the New Notes Category. By default, Public is selected. For details, click here. | ||
Default Note Category | Select the Default Note Category checkbox to set the New Notes Category as the default selection. When the user creates a new note, the selected default category will be selected.
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Notify To | The Email Ids of the staff to whom the notifications will be sent when the notes/ comments are added or edited for the selected Notes Category Name. To activate the staff name, type at least three characters of the user name. For details, click here. | ||
Status | Shows the current Status of the User Notes Category and the Status can be Active or Inactive. |
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Attach Form Template(s)
The Attach Form Template(s) in the Add New Notes Category facilitates to attach the form template(s) created in the Customise Forms Masters 🧑💻.
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Once the In Built Form or External Form template(s) are selected, click Add and the form template(s) are added and shown on the top of the screen
Click View and the selected form opens in a new tab
Click the Manage Form Template(s) to open the Customise Forms in the Masters and this option is visible to the users based on their User Authorizations
Click Save and the selected Form Template(s) are shown in the Attach Form Template(s) field and are linked with this New User Notes Category. On selecting this Notes Category in the Add New Case Note, the attached form template(s) will be displayed by default
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Notify To
In the Notify To, the user can search and select the staff names with their Email Ids. To activate the staff name, type at least three characters of the staff name 
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The staff will also receive an email notification for the updated notes/comments added as shown in the figure below. On clicking View Note, an update on the note/comment will open.
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Manage Access
The Manage Access helps to set the access permissions for the creator, staff, member, and client for the Notes Category. To set the access permission for the Notes Category 🔐:
In the Add New Notes Category, click
icon in the Access field, and the Manage Access pop-up window opensBy default, Public access is selected and you can set the access permission to Public, Private, Protected, or Custom
Based on the selected access permission, click Continue, and the Manage Permission pop-up window opens
View/ Manage Access Permission for Staff/ Member/ Client and click Save
The message show ‘Are you sure you want to grant permission?’, click Yes and the access permission is granted successfully for this Notes Category
Public
By default, Public access is selected for the Add New Notes Category. This indicates that this Notes Category is accessible to everyone i.e. Creator, Staff, Member (in Member App), and Client (in Client Portal).
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Users can check/uncheck the checkbox to add or remove the access permissions to Add, View, Edit, Own Edit, Delete, Own Delete, and Comment for the Notes Category.
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Private
The Private access indicates that this Notes Category is accessible to the Creator along with the Staff Email Ids added. Users need to select the name along with the email id to provide access to the selected Notes Category.
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For Staff Access, the user can check/uncheck the checkbox to add or remove the access permissions to Add, View, Edit, Own Edit, Delete, Own Delete, and Comment for the Notes Category.
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Protected
The Protected access includes All and Role options. By default, the All option is selected.
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Field Name | Description |
Access Parameter | Grant permissions for this Notes Category to the Creator and Staff (All) or Creator and Role based Staff (Role). The Access Parameter values are shown as All or based on a Role such as Management. |
Users | Shows the Users having access to the Notes Category. |
Type | Shows the access value as Protected. |
Notes Category | Category name of the note |
Staff Access → This access is defined for all the staff or role based staff (such as management) for the Notes Category | |
Add | Permits the selected staff to add new notes and this checkbox is selected by default. This indicates that the selected staff can add a new note for this Note Category. |
View | Permits the selected staff to view notes and this checkbox is selected by default. This indicates that the selected staff can view notes for this Note Category. |
Edit | Permits the selected staff to edit notes after submission and this checkbox is selected by default. This indicates that the selected staff can edit notes for this Note Category. |
Own Edit | Permits to edit notes created by the selected staff after submission and this checkbox is unselected by default and this indicates that the user cannot edit the notes. To edit notes user has to grant permission by selecting the Own Edit checkbox. The user can either select Edit or Own Edit checkbox. |
Delete | Permits the selected staff to delete notes and this checkbox is selected by default. This indicates that the selected staff can delete notes for this Note Category. |
Own Delete | Permits to delete notes created by the staff and this checkbox is unselected by default and this indicates that the user cannot edit the notes. The user can either select Delete or Own Delete checkbox. |
Comment | Permits the selected staff to comment on the notes and this checkbox is selected by default. This indicates that the selected staff can comment on the notes for this Note Category. |
Member Access → Member Access to Add, View, Own Edit, Own Delete, and Comment is disabled for all users. | |
Client Access → Client Access to Add, View, Own Edit, Own Delete, and Comment is disabled for all the users | |
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Custom
The Custom access includes Industry and Qualification options.
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Only those Staff/Members/Clients will have access to the selected Notes who belong to the selected Industry or who have the selected Qualification.
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View/ Manage Access Permissions
In the Notes Engine page, you can View/ Manage Access Permissions for all the available Notes Categories in case you have access permission for the Notes Engine Masters.
In the Notes Engine landing page, click the View/Manage Access Permissions to manage the access permission (Add, View, Edit, Delete to Comment) for all the available Notes Engine and click Save.
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Update Case Notes Category
To update the existing Case Notes Category:
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| Note |
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Updating the attached forms will have no impact on already filled forms by the users. The updated attached forms will be available to users to fill in for the new notes. |
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Case Notes
The Case Notes display the notes recorded against the Notes Category that are organised month-wise for each year. Each month/year shows the number of available case notes 😌 ⏲️.
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Each Note shows the details of the Category, Related To, Event Date, Access, Status, Note Title, Description, and Last Activity By.
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Add New Case Note
To add a New Case Note:
Click Add New Case Note.
The Add New Case Note pop-up screen opens. Provide all the required details.
Click Save. The newly added Case Note is reflected in the Case Notes page.
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Field Name | Description | ||
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Note Category | Shows the available Note Category in the drop down. The Note Category are fetched from the Notes Engine Masters. | ||
Event Date & Time | Date and Time of the Event. Pick the Date and time from the calendar picker. | ||
Upload File(s) | Select files to be uploaded related to this Case Notes. You can also upload multiple files at a time.
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Access | Sets Access permissions for the Case Note. The available access level permissions are Public, Private, Protected, and Custom. For details, click here.
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Status | The Status of the Case Note can be Active or Inactive. | ||
Related To | The Case Notes can be associated with Delivery, Member, or Professional. The note will be visible for the selected Related To values whether associated with the Delivery, Member, or Professional. Select the Notes Related to Delivery, Member, or Professional and type-in three characters of the name to activate the user name list. For details click here. | ||
Notify to "Related To" member(s) in Member App | Select the checkbox to send the notification to the selected “Related To” member(s) in the Member App. | ||
Note Title | Title of the Case Note. | ||
Note Description | Description of the Case Note. Use the formatting menu to edit text formatting that helps to create an effective and appealing Notes Description. |
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Related To
The New Case Notes can be associated with Delivery, Member, or Professional.
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Click the
sign (as shown in the figure above) and the Related To pop-up window opens.Select Notes Related To as Delivery, Member, or Professional.
Type in three characters of the name to activate the user name list and select the required name.
Click Save. Now, this note will be visible for the selected Related To values whether associated with the Delivery, Member, or Professional.
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Edit Case Notes
You can edit the existing Case Notes. To edit the existing Case Notes:
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| Note |
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In case the selected Note Category includes the Built-in form, you need to fill in all the mandatory fields available in the form to save the existing Case Note and it will also display the progress percentage of Built-in form. |
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Delete Case Notes
You can delete the existing Case Notes. To delete the existing Case Note:
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| Note |
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Delete Note is visible to the users who have access permission to delete the selected Case Note. |
Export to PDF
You can export the existing Case Notes into a PDF file. To export the existing Case Note into a PDF file:
Select the Case Note and click three dots at the top-right corner of the page.
The Actions slider window opens, now click the Export to PDF and the PDF file of the selected Case Note is generated 📤 😌.
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Forms
The Forms include the list of External Forms for the Case Note. In the Form:
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The red alert icon implies that the form is mandatory and incomplete and should be filled out by the user. Hovering on the alert icon will show the message ‘Action Required! Please fill the Mandatory form(s)’
Click the Form icon and the list of available Form(s) is displayed. Click on the edit icon to complete the form
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Attachments
You can view and download the attachments of the Case Notes. To download the attachment, click the download icon shown in the figure below.
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Comments
The Clients/Members can provide comments for a particular Note with access permission to add a comment. For any existing comments on the Note, the total number of comments is displayed beside the Comment icon as shown in the figure below.
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Add Comment
To add a comment for a Note (with access permission):
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| Note |
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The comments can be added/ deleted by the creator of the note or the user who has access permissions. |
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Filters
The Filters are used to retrieve specific Case Notes based on the filter criteria provided. You can Filter the Case Notes based on Date, Member, Staff, Category, and Shift 🎣.
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Filter by Date 📅
To set the Filter by Date for the Case Notes:
Click Filter by Date as shown in the figure above
The Filter by Date pop-up window opens
Select Filter as per - Notes Creation Date or Notes Event Date:
Notes Creation Date - allows to search the notes between the specific period based on when the Case Notes were created/updated
Notes Event Date - allows to search the notes between the specific period based on Notes Event Date
Click the calendar icon to pick the From Date and To Date
Click Apply and the Case Notes are shown between the selected period
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Filter by Member 👨
To set the Filter by Member for the Case Notes:
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Click Apply and the Case Notes are shown for the selected members
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Filter by Staff 🧑⚕️
To set Filter by Staff for the Case Notes:
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Click Apply and the Case Notes are shown for the selected staff
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Filter by Category
The Filter by Category shows the list of all the available categories for which the Case Notes are added for the selected client. To set the Filter by Category for the Case Notes:
Click Filter by Category as shown in the figure above
The Search for notes on basis of Category pop-up window opens
Click the required Category and the selected Category is highlighted in green color with a tick mark
Click Apply and the Case Notes are shown based on the selected categories
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Filter by Shift
The Filter by Shift shows the search notes as per category notes added in the shift for the selected client and will show the list of shifts for which category notes are added for the client. To set Filter by Shift for the Case Notes:
Click Filter by Shift as shown in the figure above
The Filter by Shift pop-up window opens
Click the available Shift Details check box(es) or provide search data in the search box for the available Shift Details and click the required Shift Details check box(es)
Click Apply and the Case Notes are shown based on the selected Shift Details
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Send Email
The user can Send Emails to the specified users. Click the Send Email from the home page of Case Notes and the user can share the downloaded Case Notes with the specified users. The Email notification is shared with the users individually to maintain privacy.
You can select the predefined Email Template defined in the Masters. In case the Create Log checkbox is selected in the Email Sent screen, the Contact Log is created in the system and the Reason of Contactshould be selected as 'Notes'.
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Export to Excel 📤
The Export to Excel feature exports all the default Notes detail columns to the .csv file.
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Note that in case the filters are applied, the details of the Case Notes will be downloaded accordingly. |
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Settings
The Settings show the Notes Engine and Mandate notes for timesheet submission options.
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In the Mandate notes for timesheet submission, search and select the Note Categories and click Save. For the selected Notes Categories, submitting the note is mandatory for the member(s) during the timesheet submission for the client.
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Member App - Case Notes
The Case Notes in the Member App are visible on the basis of access permissions provided in the Masters for the members. The Members can view, comment, and add notes on the basis of the access permissions provided for the specified Case Notes 📝 😊.
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To Add Client Specific Notes - accessible from the left navigation panel of the Member App (Only if currently booked for a shift)
To Add Notes directly on/for Shift(s) - From My Shifts section and Shift History section (on the timesheet)
Client Notes
In the Client Notes, the member can add notes directly for the client. Tap on the client name to open the active Notes Category on the basis of access permission provided by the staff in Masters. The member can add/view/comment on notes for the selected Notes Category.
Access Client Notes
To open the Client Notes, open the left navigation panel of the Member App, and click Launch Client Notes as shown in the figure below.
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The Select Client screen shows all the client names for which the member has access permissions. The member can select the Client Name or search Client Name to add notes for the selected Notes Category.
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Notes
Each Client has the Notes Categories defined with the Notes added by the staff/member/other members .
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Name of the member or staff who added/edited notes with date & time stamp
Category - Name of the Category
Event Date - Date and Time of the Event
Title - Title of the Note
Description - Detailed Description of the Note
View More - Click to view the Note in detail
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Add New Note
To add a New Note:
Click the
icon as shown in the figure above and the Add Note screen opensProvide all the required details
Click Save. The newly added Note is reflected in the Notes screen 🤗
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On clicking Submit All Form(s), a confirmation message ‘You cannot update the form(s) once you Submit it. Are you sure you want to proceed?’. Click Yes and the Forms are submitted successfully.
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Edit Note
You can edit the existing Notes 📝. To edit the existing Notes:
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In case the selected Note Category includes the Built-in form, you need to fill in all the mandatory fields available in the form to save the existing Note and it will also display the progress percentage of the Built-in form. |
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Delete Notes
You can delete the existing Notes. To delete the existing Note:
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The Delete option is activated only in case the member has the access permission to delete the Note for the selected Notes Category. |
Attach Document(s)
The Attach Document shows the total number of documents attached beside the attach icon as shown in the figure below.
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You can Add more Document(s) from the Attach Document(s) pop-up. Click the icon and add the required document(s).
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External Forms
The Forms include the list of External Forms of the Note for the selected Notes Category 📔. In the Form:
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Click the Form icon and the list of available Form(s) is displayed. You can edit and download the existing form(s) by clicking the edit/ download icon respectively.
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Comments
The staff, member (self), or other members can provide comments for a particular Note. For any existing comments on the Note, the total number of comments is displayed beside the Comment icon as shown in the figure below.
Note that based on the access permission provided in the Masters for Public and Custom Notes Categories, the member will be able to add/view the comments provided by staff or other members.
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Add Comment
To add a comment for a Note:
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The creator of the Note or the member/staff can Edit, Copy or Delete the existing comment. To edit, copy or delete, click the Edit, Copy, or Delete respectively as shown in the figure below.
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View More
You can view the Note in detail. To view the complete details of the Note, click View More.
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On clicking the View More, the selected Note opens. You can download the Note by clicking the download icon.
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Filters 🎣
The members can Apply Filter to retrieve specific Notes/Comments that facilitate to search the required details for a specific date range. To Apply Filter:
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In the Client Notes the Show Shift(s) Notes Only checkbox is displayed. On selecting this checkbox, only Notes related Shift(s) are displayed. |
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Shift Notes
Case Notes are also accessible from the My Shift and Shift History section of the Members App. In the Shift Notes, members can add notes directly on the shifts (shift status is timesheet submitted). Members will be able to add notes, edit notes, comment, and view notes on the basis of access permission (Public and Custom access) provided by staff in Masters. Members can add notes:
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In case the Shift is completed, the member can access Shift Notes from Shift History later.
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Access Shift Notes
Tap on the Shift Notes in the My Shift or Shift History and it will open the Shift Notes screen as shown in the figure below.
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The Notes in the Shift Notes are added/edited similarly as explained in the Client Notes. In the Shift Notes, the Notes screen shows the Note Added for details that include the shift details.
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Shift Notes - Access Permissions
For the members, only Public and Custom access permissions are applied. In case a member is able to view the Case Notes feature from My Shifts or Shift History that indicates the member has access permissions to View Notes, Add Comment, Add Note, and Edit Note for the selected shift of the client 🔐.
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Important Notes:
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Mandatory Shift Notes for Timesheet Submission
When the staff selects the Notes Categories for the ‘Mandate notes for timesheet submission’ in the Settings of Case Notes in the staff portal. For the selected Notes Categories, submitting the Shift Notes is mandatory for the member(s) during the timesheet submission.
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