File Notes

File notes can be created at just about any point within the system and you have great flexibility with the output.

• How do I create a file note?
• Creating a file note - video overview
• Editing the 'Type' options for file notes
• Editing the 'Type' options for file notes - video overview
• Creating File Note Templates
• Creating File Note Templates - video overview
• Searching for File Notes
• Creating a File Note with Voice to Text
• How do I promote a File Note Favourite to a Sample?

Creating a File Note

File Notes can be created in a number of ways:

1. Manual creation - either through CRM > Create > File Note or as an Action through a workflow
2. Webmail - when saving an email through Webmail, this record can be Saved as a File Note
3. Workflow Summary - if this option has been ticked in the Workflow Design screen, or if you manually elect to save Running Notes as a File Note during the process
4. Super Compare - when using the Super Compare Engagement Tool, a user can save the comparison information as a File Note, which will also save the Super Compare Scenario as an attachment
5. Voice to Text - when uploading an audio file for transcription, this will create a corresponding file note that transcribes the conversation; more information on Voice to Text can be found here

Related to: allows for you to search and select the entity that the file note relates to

Select Entity: if the client has related entities, you have the option of relating the note to the client, partner or both entities

Date: enter the date of the file note - these can be back dated if required, but the audit trail will also show a created date for record keeping. You cannot future date a file note.

Subject: this is the subject of the file note - if you are using a template, this can be set to pre-populate with text and/or coded components

Template: if you wish, a file note template can be used when selected from the drop down

In Audit: this tick box allows you to mark that this file note is part of the advice process/compliance related, which can assist with searching if required

File Note Body

• This is a free text box that will allow you to include a range of formatting options as well as images and tables if required

Samples and Favourites

• Samples and Favourites are snippets of text that can be recycled/reused throughout various areas of the system
• Favourites - text that is created/saved on a user level, and visible by only that user
• Samples - text that is created/saved on a practice level and is available for all users to utilise 
• To include a Sample or Favourite, a user simply needs to select on the relevant SELECT FROM SAMPLES/FAVOURITES button and then select their text
• To add a Favourite, a user needs to write the text they wish to save, before selecting on ADD TO FAVOURITE and giving the Favourite a name for future use

Attachments

If required, you can include files as attachments to your file note. These can be dragged/dropped in or manually searched for and uploaded from your computer/device.

Supported file types for file note attachments:

Creating a File Note - Video Overview

Editing the 'Type' option for File Notes

If required, you can modify the options under the Type dropdown for file notes:

• Navigate to Settings > Customise Screens > Custom Fields
• Under the 'List of Components' select File Notes > File Note > Type
  
  
• Select on 'Type' and then Edit Drop Down Values
  
  
• You will then select Add Value to create new options or delete the existing options under the Site Administrator's 'Dealer' login
• Save your changes and log out/back in to see the new options available

Editing the 'Type' option for File Notes - Video Overview

This video provides and overview of the process:

Creating File Note Templates

If you are regularly creating the same file note, you may wish to template this to save time in the future when creating the same sorts of records for multiple clients.

• Navigate to Menu > Practice Management > Template Management
• From the Menu on the left, expand File Note Documents
• If required, you may need to create a new Folder - select on Actions > New Folder
• Then select on the folder you wish to store your template in, before selecting on Actions > New Document
• Name your new file note template
• When you open your new template, you will notice a line of code: {FilenoteSubjectStart} {FilenoteSubjectEnd}
• This allows you to control the subject line of your template; anything that you include between the SubjectStart and SubjectEnd, including data components, will populate the subject box for that template
• Outside of that code, anything entered will form the body of the file note

Template Example:

Merged in a File Note:

Creating File Note Templates - video overview

Searching for File Notes

You can search for File Notes across the system in two ways: File Management and an Advanced Search.

File Management

• Navigate to Menu > CRM > File Management
• Tick the filter box for File Notes
• Complete other filters such as date ranges, created by, Name/Subject/Type or Client > Apply Filters
• You will then be presented with a list of file notes that match the criteria that you have set

Documents: allows for documents to be included in your search

File Note: allows for file notes to be included in your search

In Audit: this allows you to refine by whether the file note has been marked as 'In Audit' or not

Created By: this field is to filter by the original creator of the file note or document

From and To Date: enter a date range to further refine when your document/file note was created

Updated By: if needed, you can further filter by users who have modified the document/file note

Name/Subject/Type: refine by the name of the document/subject line of the file note or type of the file note that you are searching for
Content: you can enter a snippet from the contents of the document or body of the file note to assist in refining your search
Client: if you know the name of the client that the file note/document relates to, this can be included to refine results
Related Entities: if you have entered a client name, ticking the related entities box will allow you to search across the related entities, such as a partner
Per page: this allows you to adjust the number of results you will see per page
Size (kb): if you know the size of the file that you are looking for, that can be included to assist in refining results

Advanced Search

You can create a search on the fly for File Notes through an Advanced Search.

• Select Advanced which can be found in the top right hand corner of your screen
• Select Non Entity Based Search from the Module options
• You can then select the relevant field you wish to target in your search, as well as the operation and value

Creating a File Note with Voice to Text

Voice to text allows a user to upload an audio file and Client Manager will transcribe this file into a file note.

To use the Voice to Text functionality:

• Within a client record, navigate to Files > File Notes
• Select 'Add File'
• In the pop-up, select the relevant audio file you wish to upload and select 'Transcribe Audio'
• In the File notes dock, click on the blue View icon located next to your Note with Type ‘Audio Transcription’ if you wish to view the File Note

Example of a file note that was created from a voice file is below.

How to promote a File Note Favourite to a Sample?

Favourites are visible only to the user who created them. Samples are visible to the whole practice.

You can move Favourite to a Sample for the whole practice to use.

• To do this, just navigate to Settings > Practice Level Settings
• Tick the box next to the your desired file note favourite under File Note Favourite Management and click the Promote to Sample box.