Add Notes

Learn how to add a note in AroFlo Field

Updated on February 5th, 2024

Notes are used to record information for reference and communication purposes. Using AroFlo's notes editor, you can either record notes in plain text or richly formatted HTML. See Add Task Notes for the difference between the two styles. ,

Each note has its own visibility filter which controls who can view the note (internal, client, contractor, etc).

Task Notes Feature

Clients, Suppliers, Locations and Periodics feature an additional notes section called 'Task Notes'. Notes recorded in this section will automatically appear as task notes on jobs that are created against the client, supplier, location, or periodic.



Create note

To add a note:

  1. From the relevant section you're in (e.g. a Task), tap the Notes tab.

    If there are already saved notes in the area you're in, the Notes tab will have a counter on it to tell you how many.

  2. Select one of the following options:
             a.) Add Note (Text) - to add a plain text note
             b.) Add Note (HTML) - to add a note using the rich text editor
  3. Enter the details of your note and format as needed (if using HTML).
  4. Optional: add or remove permission groups or users who need to view the note (see information below).
  5. Optional: set the visibility by selecting an option from the Note Filter dropdown (see information below).
  6. Optional: set Sticky Note if you want this note to always appear at the top of the list.
  7. Click Save Note.

Description Templates

Tap Descriptions to use a Description Template. Description Templates are useful if you regularly use the same descriptions in your notes.



Reply to a note

For tasks and quotes, you can reply to a note. This helps you categorize notes as notes with replies that will be displayed as a conversation. This can also be useful for Office staff to communicate with Field staff.

Note replies are also used in the Ask a Question feature for online views such as online quotes, invoices, and work orders. Questions from clients are displayed on the quote/invoice/work order in AroFlo as a note, posted by Question.

  1. Tap Reply on the note you want to add your reply to
  2. Type your reply to the original note.

    Text or HTML

    The reply will be in the same format as the original note, i.e. Text or HTML. Change this if necessary before typing.

  3. Save Reply.


Your note will be attached to the original note as a reply. Tap View x Replies to display all replies to an original note.


Note visibility

Access visibility restricts who can view the note. The options available are note restrictions and note filter.


Note Restrictions

By default, every user in your organization with access to notes will be able to view your notes. This is indicated by an open padlock icon (). If you see a closed padlock (), this means that restrictions for this area have been pre-set in Site Admin and names of permission groups and/or users will be displayed. See Default Note Restrictions


Only the listed users and/or users in the listed permission groups will be able to see the note you're about to create. See the information below if you need to remove the restriction for this instance.



Create a restriction

If you only want certain users to be able to view a particular note, for example, the note you're typing is only relevant to certain users or types of user, set a note restriction.

Site Administrators can pre-set note restrictions for a particular area. See Default Note Restrictions.



To restrict a note:

  1. Tap the (open padlock icon) to restrict the note to be accessible only to yourself. The icon will change to a closed padlock ().
  2. To make the note accessible to other users, tap:
    1. Add Permission Group - to enable all users from specific permission groups (e.g. only users in Management or Supervisor permissions), or
    2. Add User - to manually select individual users 

      You can use a combination of these two options if necessary.

    3. Save Note.


Only the specified users and/or groups will be able to view the note.

Once saved, the note will display with a lock icon to indicate it contains restrictions.




Edit restrictions

If the note has pre-set restrictions, you can edit them for this instance:

  1. Tap the(red trash bin) next to each permission group and/or user you wish to restrict from having access to the note.

    You cannot remove yourself as a user.

  2. Save Note.

Remove restrictions

Alternatively, to remove the restrictions entirely (i.e. you want everyone to be able to view your note), click the (closed padlock icon) and Save Note. The note will no longer be restricted and the padlock icon will be open again ().


You can remove the restrictions before or after the note has been saved. See Edit Notes for instructions on editing an existing note.



Note Filter

Note Filters control if a note can be seen outside of your organization:

Option Description

Internal Only

Visible only to internal staff who can access the note.

Internal Admin Only (Legacy)

Visible only to internal staff with Admin user permission who can access the note.

Internal Admin and Manager Only (Legacy)

Visible only to internal staff with Admin or Manager user permission who can access the note.

Show Client

Visible to your clients that have a client login / visible to clients in the Online QuoteInvoice / Work Order Viewer.

Show Contractor

Visible to your subcontractors that have a contractor login.

Show All

Visible to all users who can access the note.