Creating or selecting reusable notes

To create reusable notes or add existing notes to other records, use the System/User Notes form. You can launch the System/User Notes stand-alone and create reusable notes from there. You can also launch the System/User Notes form from an Object Notes form that is linked to a record, or from a Class Notes form that is linked to a collection.

If you launch the System/User Notes form from a linked Object Notes or Class Notes form, then you can directly attach new or existing notes from the System/User Notes form, to the linked record or collection of the Object Notes or Class Notes form.

Open a form and select a record where you want to add a note.
Select one of these options:
- To open the Object Notes form and attach a note to a single record, select Actions > Notes for Current.
  Alternatively, click the System Notes icon on the toolbar.
- To open the Class Notes form and attach a note to all records in a collection, select Actions > Notes for All.
To display the System/User Notes form, on the Object Notes form, click Attach/Detach Reusable.
Decide which kind of note you want to create or select, and then use the fields under that heading:
- A system note can be viewed or selected by all system users, and is printable in some cases.
- A user note can be viewed or selected only by the user who created it, and is not printable.
On the System Notes Reusable By All section, or on the User Notes Reusable By Current User section of the System/User Notes form, if you are using the web client, then select any row and click the Add icon on the toolbar. If you are using the Windows client, select a blank row.
On the new row, specify this information:

Subject

Specify an appropriate subject identifier.
Note: The subject line does not print on reports. It is used only to distinguish a note from other notes.

Note Content

Specify the contents of the note.
Note: Use this field only if you are not attaching a link or a file to the note. You can print the contents of this field as part of report printouts.
Optionally, to attach a file, or a web-accessible link to a file or a web page:
- In the Windows client, click Attach File and select the file.
- In the web client, click Attach Link and specify a valid URL.
Note: If you attach a link or a file to a note, then the URL, or the full path of the file and its name, is stored on the Note Content field.
To save the new note, click the Save icon on the toolbar.
Optionally, to attach the new note or any existing note to the record or to all records in the collection, select the Attach check box next to the notes and click OK to return to the linked Object Notes form.
On the Object Note form, click the Save icon on the toolbar.