Notes are used to record information for reference and communication purposes. AroFlo's notes editor allows you to record notes in plain text or richly formatted HTML. 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:
- Select one of the following options:
- Add Note (Text) - opens a plain text area
- Add Note (HTML) - opens a rich text editor
- Enter the details of your note and format as needed (if using HTML).
- Optional: add or remove permission groups or users who need to view the note (see information below).
- Optional: set the visibility by selecting an option from the Note Filter dropdown (see information below).
- Set Sticky Note if you want this note to always appear at the top of the list.
- Click Save Note.
Spell check or auto-correct
Your browser or device should automatically handle spell-checking or auto-correct for you. If you find this feature isn't working please refer to our Troubleshooting documentation for help with using it and resolving issues.
Add Note (Text)
Add Note (HTML)
Viewing Notes
Go to the relevant area to view notes, e.g. from the Notes tab on a Quote or from the bottom of a Task Worksheet.
Things to note
- AroFlo displays the three most recent Notes.
- To view the full list of notes, click View (X) Previous Notes ..., where (X) denotes how many other notes are recorded.
- To hide all but the last three, click Hide Previous Notes ... .
- Each note is displayed with a fixed height. If the content for any note is greater than this, click or hover over the note to expand it to read the full text
- Task notes are visible to the person who created the note, regardless of which filter has been set (e.g. Internal Admin Only, Visible to All). For example, if a user with Worker access adds a note that is 'Internal Admin Only', they will still be able to see it because they entered it.
Reply to a note
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For tasks, quotes, invoices, and work orders, you can reply to a note. This helps you categorize notes as notes with replies will display 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 the Online Quote Viewer, Online Invoice Viewer, and Online Work Order Viewer.
Your note will be attached to the original note as a reply. Click View x Replies to display all replies to an original note. |
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- Click Sort > Date Posted to sort all notes (and replies) by date
- Click View All Bodies to display all replies.
Note visibility
Access visibility restricts who can view the note. The available options are note restrictions and note filter.
Note Restrictions
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Note Restrictions control who can view a note within your organization. This could be specific users or permission groups.
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No restrictions exist Restrictions have been set |
No restrictions existRestrictions have been set |
, there are no restrictions and everyone in your organization will be able to view the note.
, restrictions have been set up and names of permission groups and/or users will be displayed. Only these users will be able to see the note you're about to create.
Create a restriction
Site Administrators can pre-set note restrictions for a particular area. See Default Note Restrictions.
To restrict a note:
Only these users or groups will be able to view the note. |
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Only these users or groups will be able to view the note.
| Once saved, the note will display with a lock icon to indicate it contains restrictions. |  |
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Remove restrictions
Don't forget to Save Note. You can remove the restrictions before or after the note has been saved. See Edit Notes for instructions on editing an existing note. |
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(trash can icon) beside the permission group/user's name
Note Filter
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Note Filters control if a note can be seen outside of your organization.
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