Each module in ChilliDB features an 'Actions' menu that provides module-specific choices in terms of different ways a user can interact with a saved record. This way, users can easily interact with different aspects of the record without having to navigate away from the record they are viewing.
This article provides an overview of these choices in relation to the Notes module and, where necessary, further detail regarding how these items can be set up and used.
The Notes Actions Menu:
This menu features a number of different ways of interacting with the note details screen:
i) Create Case: selecting this option allows the user to create a case that is then automatically linked to the note. When the 'Create Case' option is chosen, a new window opens in which the details of the case can be entered. After the user chooses the case categorisation, the 'Client (contact)' field will also be prefilled with the contact's name from the note (if the note was linked to a contact).
ii) Link to Case(s): this option allows users to link an existing note to an existing case in their ChilliDB system, as opposed to the option above that provides the option to create a new case to link a note to. This might be used in a scenario where notes have been taken outside of the Case Management module 'Case Notes' tab that really should have been linked to the case. In this situation, users can find the note in the notes module and then attach it to the relevant case so it is easier for case workers and other involved in the case to review this information.
To link a note to a case, click the 'Link to Case(s)' option and then, in the window that appears, type the case number to search for the case you wish to connect the note to. Check the box next to the case that appears, and then click 'Save'.
The note will then appear under the case notes in the case details in the Case Management module.
iii) Create Like: creates a copy of the note record and opens it at the edit screen so users can make the necessary changes.
iv) Alerts - Refer Note: this option allows users to refer the note on to another user in their ChilliDB system. When it is selected, a window will open that gives them the option to choose which user(s) the note is referred on to; flag how important the information in the note is; and add any further comments if necessary.
v) Manage Sensitivity: functions in the same way as the 'Sensitivity' field when creating a note. Users can add sensitivity settings to a record that limit the viewing of it to certain roles using this option. To do so, click 'Create' in the 'Sensitivity Management' window, and then allocate access to the roles you wish to view the record.
vi) Send in Message: this options allows users to copy the details of a note into an email message that can then be sent to other contacts/organisations in your ChilliDB system.
vii) Create Quick Link: allows users to add the note record to their quick links options. To do so, select whether you wish to save the link as 'Personal' (only you can see it), or 'Corporate' (any user in your system can see it). Then choose which quick link group you would like to add it to (if you already have existing groups), or create a new group by typing the name in the 'or new Group Name' field. You can also edit how the note title is displayed.
For more on adding quick links, see our Quick Links Guide
viii) Print: prints the note's details page.
ix) Tab Management: allows users to reorder the note tabs and also, if desired, change the name that is displayed via the 'Alias' field.
We hope you have found this notes 'Actions' menu article useful. If you have any further questions, please don't hesitate to get in touch, either through our Help Desk or by contacting us at info@chillidb.com
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