Create, Edit and Configure Note Types

  • Updated

This article provides a guide on how to create and edit Note Types in BigChange. Understanding Note Types is crucial as they can be used across the system for various purposes such as customer feedback, customer calls, project planning, and progress tracking.

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Creating a Note Type

To create a Note Type, navigate to: [Top menu] Profile (icon)→ Admin Settings → [side menu] → Contacts & notes → Note types → Add → Complete the Note type form fields →  Ok

To edit a Note Type, navigate to: [Top menu] Profile (icon)→ Admin Settings → [side menu] → Contacts & notes → Note types → select the relevant Note Type→ Edit → Update the Note type form fields →  Ok

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Assigning a Workflow to a Note Type

Workflows can be assigned to Note Types from the "Default Workflow" drop-down field (2) when creating or editing a Note Type. These workflows function in a similar way to Worksheets for Jobs.

To create a note workflow, navigate to [Top menu] Profile (icon)→ Admin Settings → [side menu] Contacts & notes → Note workflows → Add.

Linking Workflows to Notes

Notes can be linked to workflows such as To-Do List or Pre-Work Checklist. If desired, users can be prevented from adding/removing workflows from notes by selected the "No" radio button for the "Allow users to add/remove workflows from note" option (3). When opening a note, this field will then be greyed out (uneditable/disabled).

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Assigning an Owner to a Note Type

An owner can be assigned to a Note Type by using the "Default Owner" drop-down field (4) when creating or editing a Note Type.

Attaching a Flag to a Note Type

Flags can be attached to Note Types by using the "Default Flag" drop-down field (5) when creating or editing a Note Type.  This can be a helpful tool for extracting data for reports and filtering.

Adding a Due Date to a Note Type

A due date can be added to a Note Type , up to a maximum of 999 hours from note creation. This can be helpful to add when creating alerts that trigger from your note due dates. To do this, when creating or editing a Note Type, enter a number in the "Default Due Date" field (6).

Setting Default Actions for a Note Type

The default action for when a Note, with specific note type, is created or completed, can be set to "No action", "Option to email", or "Automatically email" by selecting the relevant radio button options (7)(8)

Conclusion

Understanding how to create and manage Note Types in BigChange is crucial for efficient project planning, progress tracking, and customer interaction. By following the steps outlined in this guide, users can effectively utilise Note Types to streamline their workflow and improve their productivity.