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 👏 😃.
The Case Notes with notes are recorded against the selected Notes Category for the clients. In the Case Notes:
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.
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.
The Notes Engine page displays the repository of all the available Notes Categories that are used to collect specific information with predefined Notes Category details. The Notes Engine page shows the User Type, Notes Category, Category Icon, Access, Default, Last Updated On, and Status details of the existing Notes Category.
You can Add New Notes Category, Update Notes Category, and View/Manage Access Permissions of the Notes Category.
Add New Notes Category
To Add a New Notes Category:
Click Add New Notes Category
The Add New Notes Category pop-up window opens. Provide all the required details
Click Save and the newly added notes category is reflected in the Notes Engine page
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. The recommended icon size should be 100px (width) by 100px (height) with file type as .jpeg, .jpg, .png (max. size 512 KB). |
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. Any of the existing Notes Category can be set to default. In case the New Notes Category is set as default, the existing default category will automatically get removed. |
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. |
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 🧑💻.
To Attach Form Template(s) in the Add New Notes Category:
Click
icon in the Attach Form Template(s) field as shown in the figure above and the Attach Form Template(s) pop-up window opens that displays the list of available form template(s)Now, select the required Form Template(s) or you can search the form templates by providing the name of the form
The Form Template(s) can be selected as In Built Form or as External Form and by default In Built Form checkbox is selected
The selected In Built Form will be attached as a section for this Notes Category in the Add New Case Note
The selected External Form is attached as a URL for this Notes Category and will be shown as a Form icon
In the External Form, in case the Required to fill form checkbox is selected that indicates that the user mandatorily needs to add notes for this Note Category in the Add New Case Note
The form template(s) attached to this Notes Category will be displayed in the Add New Case Note.
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
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 
.
The selected staff will receive notifications when the notes or comments are added or edited for the selected Notes Category. The staff will receive an email notification for the new notes/comments added as shown in the figure below. On clicking View Note, the note/comment will open.
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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).
On clicking Continue, the Manage Permission pop-up window opens
Field Name | Description |
Access Parameter | Grant permissions for this Notes Category to all the users. The Access Parameter value is shown as ‘All’. |
Users | Shows the Users having access to this Notes Category. |
Type | Shows the access value as Public. |
Notes Category | Category name of the note. |
Staff Access → This access is defined for the staff of this Notes Category | |
Add | Permits all the staff to add new notes and this checkbox is selected by default. This indicates that all the staff can add a new note for this Note Category. |
View | Permits all the staff to view notes and this checkbox is selected by default. This indicates that all the staff can view notes for this Note Category. |
Edit | Permits all the staff to edit notes after submission and this checkbox is selected by default. This indicates that all the staff can edit notes for this Note Category. |
Own Edit | Permits to edit notes created by the staff after submission and this checkbox are unselected by default and this indicates that the user cannot edit his own 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 all the staff to delete notes and this checkbox is selected by default. This indicates that all the 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 delete his own notes. The user can either select Delete or Own Delete checkbox. |
Comment | Permits all the staff to comment on the notes and this checkbox is selected by default. This indicates that all the staff can comment on the notes for this Note Category. |
Member Access → This access is defined for all the members of this Notes Category | |
Add | Permits all the members to add new notes and this checkbox is selected by default. This indicates that all the members can add a new note for this Note Category. |
View | Permits all the members to view notes and this checkbox is selected by default. This indicates that all the members can view notes for this Note Category. |
Own Edit | Permits to edit notes created by the member after submission and this checkbox is unselected by default and this indicates that the user cannot edit his own notes. To edit notes, the user has to grant permission by selecting the Own Edit checkbox. |
Own Delete | Permits to delete notes created by the member after submission and this checkbox is unselected by default and this indicates that the user cannot delete his own notes. To delete notes, the user has to grant permission by selecting the Own Delete checkbox. |
Comment | Permits all the members to comment on the notes and this checkbox is selected by default. This indicates all members can comment on the notes for this Note Category. |
Client Access → This access is defined for all the clients of this Notes Category | |
Add | Permits all the clients to add new notes and this checkbox is selected by default. This indicates that all the clients can add a new note for this Note Category. |
View | Permits all the clients to view notes and this checkbox is selected by default. This indicates that all the clients can view notes that are added against them by members/ staff for this Note Category. |
Own Edit | Permits to edit notes created by the client after submission and this checkbox is unselected by default and this indicates that the user cannot edit his own notes. To edit notes, the user has to grant permission by selecting the Own Edit checkbox. |
Own Delete | Permits to delete notes created by the client and this checkbox is unselected by default and this indicates that the user cannot delete his own notes. To delete notes, the user has to grant permission by selecting the Own Delete checkbox. |
Comment | Permits all the clients to comment on the notes and this checkbox is selected by default that indicates all clients can comment on the notes for this Note Category. |
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.
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.
Once the required Staff is added, click Continue, Manage Permission pop-up window opens
Field Name | Description |
Access Parameter | Grant permissions for this Notes Category to the Creator and Staff added. The Access Parameter values are shown as names and email-ids of the Staff. |
Users | Shows the Users having access to the Notes Category. |
Type | Shows the access value as Private. |
Notes Category | Category name of the note |
Staff Access → This access is defined for selected staff of this 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 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 selected staff and this checkbox is unselected by default and this indicates that the user cannot delete his own 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 | |
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.
Protected
The Protected access includes All and Role options. By default, the All option is selected.
All - indicates that this Notes Category is accessible to the Creator and Staff.
Role - indicates that this Notes Category is accessible to the Creator and Staff who belong to the selected Role(s).
Once the All or Role option is selected, click Continue and the Manage Permission pop-up window opens.
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 | |
Custom
The Custom access includes Industry and Qualification options.
Industry - indicates that this Notes Category is accessible to the Creator, Staff, Member (in Member App), and Client who belong to the selected Industry (in Client Portal).
Qualification - indicates that this Notes Category is accessible to the Creator, Staff, Member who belongs to the selected Qualification (in Member App), and Client (in Client Portal).
Once the Industry or Qualification option is selected, click Continue and the Manage Permission pop-up window opens.
Field Name | Description |
Access Parameter | Grant permissions for this Notes Category to the Creator, Staff, Member, and Client who belong to the selected Qualification (of members) or Industry (of clients). The Access Parameter values are shown as per the Industry Name of the clients or Qualification of the members. |
Users | Shows the Users having access to the Notes Category. |
Type | Shows the access value as Custom. |
Notes Category | Category name of the note |
Staff Access → Staff Access is similar to Public access (as explained above) except the staff selection is custom i.e. based on the selected Industry or Qualification for the Notes Category. The Industry Name of the clients or Qualification of the members. | |
Member Access → Member Access is similar to Public access (as explained above) except the member selection is custom i.e. based on the selected Industry or Qualification for the Notes Category. | |
Client Access → Client Access is similar to Public access (as explained above) except the client selection is custom i.e. based on the selected Industry or Qualification for the Notes Category. | |
Only those Staff/Members/Clients will have access to the selected Notes who belong to the selected Industry or who have the selected Qualification.
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.
Update Case Notes Category
To update the existing Case Notes Category:
Click the edit icon as shown in the figure below and click Update Case Notes Category and the Update Notes Category pop-up window opens
Edit all the required details.
Before updating, you can preview the Notes Category by clicking Preview.
Click Update 😊.
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.
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 😌 ⏲️.
You can Add New Case Note, Filter Notes (based on Date, Member, Staff, Category, and Shift), Send Mail, Export data to Excel, and view/edit the Settings. You can also edit/delete existing Case Notes, View/Edit Forms, Export notes to PDF and add Comments to the notes.
Each Note shows the details of the Category, Related To, Event Date, Access, Status, Note Title, Description, and Last Activity By.
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.
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 New Case Note and it will also display the progress on the Built-in form.
Field Name | Description |
|---|---|
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. The file type should be in .jpeg, .jpg, .png, .doc, .docx, .pdf, .xls, and .xlsx format only with a maximum size of 5 MB. |
Access | Sets Access permissions for the Case Note. The available access level permissions are Public, Private, Protected, and Custom. For details, click here. In case the Category level access is set as Public, the user will be able to set the different access for staff/member/client at the Case Note level. |
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. |
Related To
The New Case Notes can be associated with Delivery, Member, or Professional.
To set Related To in the Add New Case Notes:
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.
Edit Case Notes
You can edit the existing Case Notes. To edit the existing Case Notes:
Select the Case Notes and click three dots at the top-right corner of the page as shown in the figure below
The Actions slider window opens, click Edit Note and the Edit Case Notes pop-up window opens
Edit Note is visible to the users who have access permission to edit the selected Case Note.
Edit all the required details in the existing Case Notes.
Click Update.
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.
Delete Case Notes
You can delete the existing Case Notes. To delete the existing Case Note:
Select the Case Note and click three dots at the top-right corner of the page as shown in the figure above.
The Actions slider window opens, now click the Delete Note
A confirmation message is displayed 'Are you sure you want to delete the Case Note?”. Click Yes and the selected Case Note is deleted successfully.
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 📤 😌.
Forms
The Forms include the list of External Forms for the Case Note. In the Form:
The green tick icon implies that the form is filled by the user
Click the Form icon and the list of available Form(s) is displayed. You can view, and download the existing form(s) by clicking the view/ download icon respectively
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
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.
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.
Add Comment
To add a comment for a Note (with access permission):
Click the Comment icon as shown in the figure above.
The Comments dialog box opens that displays the existing comments added (if any) by the members/clients with date and time. The latest comment is displayed at the top of the dialog box.
To add a comment, provide the comment and click Save. The comment will be added with your name and date & time stamp.
The creator of the Note can Edit or Delete the existing comment. To edit or delete, click the edit or delete icon respectively as shown in the figure below.
The comments can be added/ deleted by the creator of the note or the user who has access permissions.
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 🎣.
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
Filter by Member 👨
To set the Filter by Member for the Case Notes:
Click Filter by Member as shown in the figure above
The Search for notes added by Member pop-up window opens
Provide the member name or email id to search the Case Notes for the selected member. You can select multiple members' names/email ids also
Members who have added the notes for the selected client will appear in the search list.
Click Apply and the Case Notes are shown for the selected members
Filter by Staff 🧑⚕️
To set Filter by Staff for the Case Notes:
Click Filter by Staff as shown in the figure above
The Search for notes added by Staff pop-up window opens
Provide the staff name or email id to search the Case Notes for the selected staff. You can select multiple staff names/email ids also
Staff who have added the notes for the selected client will appear in the search list.
Click Apply and the Case Notes are shown for the selected staff
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
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
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 Contact should be selected as 'Notes'.
Export to Excel 📤
The Export to Excel feature exports all the default Notes detail columns to the .csv file.
To export the existing Case Notes details into a .csv file:
Click Export to Excel as shown in the figure below.
The Case Notes.csv file is downloaded into your system.
The downloaded .csv file includes all the details of the existing Case Notes (i.e. Category, Related To, Event Date, Access, Status, Note Title, Description, Created By, Created On, Last Activity By, and Last Activity On).
Note that in case the filters are applied, the details of the Case Notes will be downloaded accordingly.
Settings
The Settings show the Notes Engine and Mandate notes for timesheet submission options.
The Note Engine facilitates to open Notes Engine Masters in a new tab of the browser.
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.
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 📝 😊.
Members can add Notes in the Member App:
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.
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.
Notes
Each Client has the Notes Categories defined with the Notes added by the staff/member/other members .
Note that members can add/edit/view notes added by staff or other members on the basis of the access permission set in the Masters for Public or Custom Notes Categories.
The notification bell icon is visible on the top-right corner of the screen as shown in the figure below. The bell icon blinks for the new notifications in case:
Case 1: The staff adds the Notes for any category, selects the Notes Related To drop-down as Member, and adds the member’s name, the member will get the notification
Case 2: The staff adds the Note for the Shift, the active member on shift will get the notification
Case 3: The staff has added the Note for the Broadcast Shift, all the members of the Broadcast Shift will receive the notification
Tap the Notification bell icon 🔔 and the Notification pop-up opens and shows the details of the new Notifications. Click to open the notification and the related Notes of the specific Notes Category open. If the member has access permissions, the member can also provide a Comment for the Note.
Click Clear to clear all the received Notifications.
Select the required Notes Category from the available list to add/view/edit/delete Notes and the selected Notes Category with all the available Notes are displayed. Each Note displays:
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
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 🤗
Field Name | Description |
|---|---|
Note Category | Shows the name of the Note Category. |
Event Date and Time | Date and Time of the Event. Pick the date and time from the calender picker. |
Upload Files | Select files to be uploaded related to this Note. You can also upload multiple files at a time. The file type should be in .jpeg, .jpg, .png, .doc, .docx, .pdf, .xls, and .xlsx format only with a maximum size of 5 MB. |
Note Title | Title of the Case Note. |
Notes | Description of the Case Note. Use the formatting menu to edit text formatting that helps to create an effective and appealing Notes description. |
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 New Note and it will also display the progress percentage of the Built-in form.
In case the External Forms are linked with this Notes Category, a confirmation message ‘Please fill the below forms linked with the Note’ is shown on clicking the Save. To fill all the linked Forms together, click Continue to Fill Form(s) or else click Exit, to fill the Forms later.
On clicking the Continue to Fill Form(s), all the linked Forms open. Now, fill in all the linked Forms and click Submit All Form(s).
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.
Edit Note
You can edit the existing Notes 📝. To edit the existing Notes:
Click three dots at the bottom-right corner of the Note as shown in the figure below
Click Edit
The Edit option is activated only in case the member has access permission to edit the Note for the selected Notes Category.
Edit all the required details in the existing Note
Click Update 👏
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.
Delete Notes
You can delete the existing Notes. To delete the existing Note:
Select the Note and click three dots at the top-right corner of the page as shown in the figure above
Click Delete
A confirmation message is displayed 'Are you sure you want to delete the note?”. Click Yes and the selected Note is deleted successfully
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.
You can view and download the attached document(s) of the Note. To download the attachment(s), click the download icon shown in the figure below 🖇️.
You can Add more Document(s) from the Attach Document(s) pop-up. Click the icon and add the required document(s).
External Forms
The Forms include the list of External Forms of the Note for the selected Notes Category 📔. In the Form:
The green tick icon implies that the form is completed and submitted by the user
The form icon without a green tick icon implies that the form is incomplete and not submitted by the user.
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.
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.
Add Comment
To add a comment for a Note:
Click the Comment icon as shown in the figure above
The Comment screen opens that displays the existing comments added (if any) by the member with the date and time stamp.
Now, provide your comment at the bottom of the screen. Click Send.
The latest comment provided is displayed at the top of the screen with the name and date & time. Initially, the first ten comments will be loaded, and to view the remaining comments click Load more Comments.
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.
View More
You can view the Note in detail. To view the complete details of the Note, click View More.
On clicking the View More, the selected Note opens. You can download the Note by clicking the download icon.
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:
Click the Filter icon as shown in the figure below and the Apply Filter pop-up opens
Provide the date range by picking the date from the Calendar picker
Click Load Notes/ Load Comments
To clear the applied filters, click the red cross on the filter icon and view all notes in the selected category.
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:
Directly on Shifts - From My Shift and Shift History (on timesheet)
Directly on Client (stand-alone) - From Shift History stand-alone (directly on the client).
In case the Shift is completed, the member can access Shift Notes from Shift History later.
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.
In the My Shift screen, the Shift Notes button appears at the bottom of the screen. Click Shift Notes and the Notes Category screen for the opens. | In the Shift History screen, the Shift Notes button appears at the bottom of the screen. Click Shift Notes and the Notes Category screen for the opens. |
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Shift Notes
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.
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 🔐.
Member has to select the Notes Category to add/edit/view/comment on the Notes and can view Notes added by staff or other members on the basis of access permission set in the Masters (for Public or Custom category).
For details about Public and Custom access permission, click here.
Important Notes:
Shift History Screen - The client list will be visible to the member based on the Shifts performed by the member before and the member will be able to view/add/edit/comment notes on the basis of access permissions provided for the selected category.
In the case of Custom permission where staff can select an Industry or Qualification, the access permission will be applicable to members as per the member's Industry and Qualification.
In case of multiple Qualifications attached for the Notes:
If any one of the Qualifications does not have access permission, then the member will not be able to add Notes for this category.
If all the Qualifications have access permission, then the system will work on the basis that even if one Qualification does not have add access permission, then the member will not be able to add notes for this category.
Access permission for the Notes only without access permission for the Notes Category (to add or view) - In this case, the member does not have access permission (to view or add) for the Notes Category but has access permissions to add or view Notes of this Notes Category. The staff can override the Category level permission by changing the permission to the Notes level for a specific Note. In this scenario, the Note should be visible on the Notes Category page for the member.
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.
To submit the timesheet successfully, members need to submit the Shift Notes. To submit the Shift Notes:
Click here to submit link on the Timesheet screen as shown in the figure below.
Click the Notes Category to add Notes showing the status as Pending.
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In case the member proceeds with the timesheet submission without submitting the mandatory Shift Notes, a submission alert appears as shown in the figure below.
Once the member submits the mandatory Shift Notes:
The member can edit/view the Shift Notes.
The status of the Shift Notes for the Notes Category is shown as Completed 😊 👏.
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