Add Notes

Learn how to add notes in AroFlo Office

Updated on April 18th, 2024

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:

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

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Add Note (Text)


Add Note (HTML)



Reply to a note

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.


  1. Click 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. Click View x Replies to display all replies to an original note.

  • 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

Note Restrictions control who can view a note within your organization. This could be specific users or permission groups.


  • If the padlock is unlocked , there are no restrictions and everyone in your organization will be able to view the note.
  • If the padlock is locked , 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.

No restrictions exist


Restrictions have been set



Create a restriction

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


To restrict a note:

  1. Click the (padlock icon). This will restrict the note to be accessible only to yourself.
  2. To make the note accessible to other users, click:
    1. Add Permission Group to select permission groups, or
    2. Add User to select individuals

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

  3. Save Note.

Only these users or groups will be able to view the note.

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.




Remove restrictions

  • To remove a permission group or user, click the (trash can icon) beside the permission group/user's name

    You cannot remove yourself as a user.

  • To remove the restrictions entirely, click (closed padlock icon).

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.



Note Filter

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


  • 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 Quote / Invoice / 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.