Introduction to Notes
Notes are a way of
storing a variety of
information that does not easily fit into other structured data
clients, contracts and flex fields. It can be useful for
conversations with the clients, explanations about certain
details for future reference.
There are different
types of notes or
activities that can be recorded in ClickHome which allows
and some additional functions.
Types of Notes and
The different types of
Use this when you have
information to record about an activity. Most likely
just used to record information that might be needed in
Use this to record a meeting
you want to set with the client. You can set a time for
the meeting, and a reminder before the meeting.
Use this to record a
reminder to make a phone in the future, or a phone call
that has already been made.
You can set a reminder by
itself, just a simple reminder to check something or do
something, but you can set a reminder for all other
types of notes.
You can create an email out
to the client from within ClickHome.
Record that you received
something. This might be a letter from the client,
copies of plans, documentation, anything.
Record that you sent
something, most likely to the client, but useful for
differentiating from other notes.
Use this to send Text
messages to the client. You can elect to send the text
message as well as record it in the one action.
At various points in the
interface, you can add notes. This includes clients, tasks,
Where to Record the Note
In the tree on the left
hand side, you
can see the notes node is selected at the Master Contract level.
When the user
selects to add a note, they can choose to add it individually to
relevant contract in that master contract, ie the Lead,
Construction job. Additionally, the note could be added to an
by selecting Task Type in the drop down below the word New Note,
or even added
only to the client. This helps the user record the information
at the most
relevant level without having to navigate or change screens.
Just because you
added the note to a single contract, eg Leads, the user security
permit sharing of notes across multiple contracts.
The Basic Details
Once you have selected
where you want
the note recorded, you can record the note itself. In its most
simple form, you
only need a subject and a body (or notes). Depending on
permissions, the note
subject can be selected from a drop down list determined by the
builder, or the
subject could be any free text the user enters.
Who its for and
Optionally, you can
select who the note
is for. This can be useful if you want to both record the note,
another user, such as the Supervisor or Sales person about it.
Although for a
Note, this is optional, for other activities such as Meeting,
Phone Call etc,
this is a required field and tracks who is involved in the
activity. The list
of users includes users related to the contract or client via
contracts such as
Sales Person, Supervisor, or assigned to a task, and also the
complete list of
Publishing to MyHome,
Field Devices and
On the right hand side,
there are three
check boxes, shown here in the New Phone Call screen below.
This allows the user to
publish the Notes to the client by MyHome (the green house), to
devices (the PDA/Phone icon) or in the case of Contracts and
Tasks, to the
Supplier via Supplier Access or EDI.
All notes and activites
can have a
reminder set. This prompts the user to following up on
activities. Simply enter a date and time into the Reminder box.
ClickHome uses a grid
for display notes
so that you can filter and search for individual details.
The columns shown depend
on where the
notes are located, for example a users own list of notes in the
User tree Notes
node will show information about job and client to help
distinguish between all
the other notes. In the contract tree, details of the contract
will be assumed
from the location, not displayed in the grid.
Typically, the columns
will be a tick
box for multiple record selection, an expand conversation, the
note type Icon,
the Author, the date of the note or activity, a subject, who the
note is for,
and availability or publishing options. The body or the notes
will appear in a
row below that, as well as information and operations for the
reminder as shown
in this screen.
Search on Notes
Notes can be searched
contract search inquiry screen to perform a full text search.
common variations of the same word such as complete, completed,
well as phrase searching. This is designed to find a single job
of jobs, not a
list of notes.
Notes also have their own Quick Search option. The search field will search note content to find a match.