Creating or Selecting Reusable Notes

To create a note, or to select an existing note, that can be reused again for other records:

  1. Open a form and select a record where you want to add a note.
  2. Select one of these options:
    • Select Actions>Notes for Current to open the Object Notes form, for notes attached to a single record.
    • Select Actions>Notes for All to open the Class Notes form, for notes attached to all records in a collection.
  3. On either form, click Attach/Detach Reusable to display the System/User Notes form.
  4. 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 never printable.
  5. To use an existing note, just select the Attach check box next to that note and click OK to return to the previous notes form.
  6. To create a new reusable note:
    • Specify an appropriate subject identifier. This does not print on reports. It is used only to distinguish this note from other notes.
    • To attach an external file, click Attach File. Browse to the file you want to attach and click Open. The file name and path are shown in the Note field.
    • If you did not attach a file, specify the text that constitutes the actual content of the note in the Note field. For system notes, this is the text that is printable as part of reports.
    • Select the Attach check box and click OK to return to the previous form.
  7. If you return to the Object Notes form, specify whether the new note is internal. Save the note record. This also attaches the note to the current record in the original form.

    For more information about external and internal notes, see About Notes.

  8. If you return to the Class Notes form, click OK to save the note on all records in the collection and close the form.
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