Who is this article for?

User who need to understand Client details.

No special access or permissions are required.

You can capture ad hoc details against parent items using the Notes feature, which allows you to add contextual information with automatic tracking of creation details and simple categorisation.

1. Adding a note

To add a note to a parent item:

1. Right-click on the parent item.
2. Select Add Note from the menu.
3. The Notes icon appears as shown below:

4. Example of adding a note:

2. Understanding note capabilities

Notes provide the following capabilities:

• Can be added against all key objects in the system
• Can exist outside of Audits (for example, against Incidents and Key Issues)
• Have a Created By/Time which is set automatically
• Have a Description property and simple Category segmentation
• Have no Sign Offs of their own
• Have Business Rules driven by those of their parent items (analogous to Attachments)

3. Configuring note attributes

Notes have the following attributes:

• Ref (a value must be set for either Ref or Title)
• Title
• Description (rich text)
• Category (simple segmentation)

4. Understanding note restrictions

You cannot add Notes to the following items:

• Client, Entity and Audit
• Templates (for example, Step Template) as they are not required in the Library
• Planning Period

Note: Notes are treated as Execution fields for all Business Rules related to the parent object. They will become read-only when the parent is Approved or Closed, depending on which life-cycle the parent supports.

5. Viewing notes in Analysis screen

The Analysis screen within an Audit has a Display Mode for Notes which relate to that Audit, allowing you to view all notes associated with the audit in one location.

6. Understanding alternative information capture methods

There are various other ways to capture information against many types of records:

• Rich Text fields (for example, Description, Comments) can only capture a single value and therefore do not reflect history or contributions from multiple people
• Attachments must be physical files which must be launched to view the content
• Points