Introduction to Notes

Notes are a way of storing a variety of information that does not easily fit into other structured data like tasks, clients, contracts and flex fields. It can be useful for recording conversations with the clients, explanations about certain activities and details for future reference.

There are different types of notes or activities that can be recorded in ClickHome which allows improved reporting and some additional functions.


Types of Notes and Activities

The different types of notes are:

 

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Note

Use this when you have information to record about an activity. Most likely just used to record information that might be needed in the future.

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Meeting

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.

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Phone Call

Use this to record a reminder to make a phone in the future, or a phone call that has already been made.

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Reminder

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.

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Email

You can create an email out to the client from within ClickHome.

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Incoming

Record that you received something. This might be a letter from the client, copies of plans, documentation, anything.

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Sent Something

Record that you sent something, most likely to the client, but useful for differentiating from other notes.

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Text

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.



Adding Notes

At various points in the user interface, you can add notes. This includes clients, tasks, contracts and suppliers.

 

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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 the most relevant contract in that master contract, ie the Lead, Preconstruction or Construction job. Additionally, the note could be added to an individual task 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 model can 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 Notification

Optionally, you can select who the note is for. This can be useful if you want to both record the note, and notify 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 users.

 

Publishing to MyHome, Field Devices and Suppliers

On the right hand side, there are three check boxes, shown here in the New Phone Call screen below.

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This allows the user to share and publish the Notes to the client by MyHome (the green house), to the field devices (the PDA/Phone icon) or in the case of Contracts and Tasks, to the Supplier via Supplier Access or EDI.

 

Reminders

All notes and activites can have a reminder set. This prompts the user to following up on information or activities. Simply enter a date and time into the Reminder box.

 

Listing Notes

ClickHome uses a grid for display notes so that you can filter and search for individual details.

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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 using the contract search inquiry screen to perform a full text search. This handles common variations of the same word such as complete, completed, completes as 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.