Add and Manage Notes

If a record is associated with a unique ID or number, the option to Add Note will appear in the left-side menu.

To add a note to a record in CommunitySuite:

1. Navigate to the record for which the note will be added.
2. Locate the row of buttons at the top of the record, and then click Add Note.
3. Enter the applicable Add Note information, and then click Add Note.
   • Date
   • Fund (Optional) - Fund to which this note will be linked.
     • The note will then be visible when viewing the fund.
   • Type - The Task/Note Type associated with the note.
     • Task/Note Types can be added to categorize notes for reporting purposes.
   • Sticky - If checked, this will order the note at the top of the Notes list for the associated record
   • No Rollup - Rollup is built to allow a note on the donor, grantee, vendor, etc. designation to appear on the profile. Checking No Rollup leaves the note solely on the designation and will not be on the profile.
   • Share - If checked, the note is visible on the record on the Portal.
     • If checked on a note from a grant, the note will be visible on the grant record to fund advisors on the Fund Management tab of the Portal and to grantees on the Portal.
     • If checked on a note from a donation, the note will be visible on the donation record to donors on the Portal. 
   • Alert - If checked, the note will appear above the associated record with a red outline.
     • The Alert Area field will appear when Alert is checked.
     • The Alert field does not appear when adding a note to an account record.
   • Alert Area - If one or more Alert Areas are checked, the note will display as an alert when viewing, editing, or creating an item related to the record in the selected alert area.
     • For example, if a note is entered for a profile and the Donation alert area is selected, the note will also display as an alert whenever a donation is created, edited, or viewed for that profile.  
     • If Alert is selected without an Alert Area, the note will display as an alert at the top of the page when viewing, editing, or creating an item related to the record for which you entered the note.
   • Text Box - The text box is a required field.  
     
      

Once a note is created, users can create a new note by copying the existing note. All field data on the original note and any files attached will be copied. Any custom fields applied to a note will also be copied. If copying a profile or fund note, the note alert areas will not be copied. Notes cannot be copied in bulk.

To copy a note in CommunitySuite:

1. Navigate to the Notes page.
2. Click the ID of the note to be copied.
   
    
3. Click Copy in the left-side menu.
4. Enter the applicable search criteria and select the record from the drop-down list.
   • This search bar uses Global Search capabilities, and users can search for any Profile, Fund, Donation, Campaign, Transaction ID, etc.
   • This example shows copying a note from donation record 3146 to donation record 3536.
     

Users will automatically be redirected to the new note. Click on the Ref ID to get to the record where the note was copied.

The Notes page provides access to all notes in the system and allows several actions to be taken on note records.

• Click All Notes in the left-side menu to access all notes in the system. 
• Click a note's ID to access the details.
  • This can also be done when viewing a record with a note. 
     
  • The note can then be edited or deleted by clicking either option in the left-side menu.
• Click the link in the Ref field to navigate directly to the record for which this note was entered.
  
   

To bulk delete notes in CommunitySuite, create a custom note report, apply the desired filters, and delete the filtered notes using Bulk Actions. Bulk deleting notes is especially helpful when cleaning up data that was migrated into your system. A Delete All option is also available directly from the Notes page.

1. Navigate to the Reports page and click Create Report in the left-side menu.
2. Click Note in the Custom Reports Objects column.
   
    
3. Select the applicable Note Fields boxes, and then click Save.
   • Make sure Note ID is one of the selected fields.
     
      
4. Click Filter.
   
    
5. Click the applicable Filter.
   • In this example, Note Date is selected.
     
      
6. Enter the applicable filter information, and then click Apply Report Filter.
   
    
7. Click Bulk Actions in the left-side menu.
8. Click Delete Notes.
   • Bulk update actions are also available on this page.
     
      
9. Check the box next to each note to be deleted, and then click Delete.
   
    

Bulk Delete Notes From Deleted Profiles

If profiles with associated notes were deleted, the notes can still be bulk-deleted. To bulk delete notes from deleted profiles in CommunitySuite:

1. Create a custom note report.
   • Make sure that the Ref, Ref ID, and Ref Name fields are added to the report. 
2. Click Filter and select Ref to filter by.
3. Enter IS as the Modifier and profile as the Character Value, and then click Apply Report Filter.
   
    
4. Click Filter and select Ref Name to filter by.
5. Check the NULL box, and then click Apply Report Filter.
   • This will display a list of notes that no longer have a Ref name field, which is what points back to the associated profile. 
     
      
6. Follow the Bulk Delete Steps above once the filters are applied.
   • Apply additional date filters if necessary.

The screenshot below is an example report with Ref and Ref Name filters.

Notes can be bulk updated from a filtered list. The note fields that can be bulk updated are Type, Text, Fund, and Note Alerts. Bulk actions for notes are available from the Notes page and in custom reports. Refer to the Bulk Delete Notes section for steps for configuring a note custom report and accessing note bulk actions. 

To bulk update notes in CommunitySuite:

1. Navigate to the Notes page.
2. Click Filter.
   • Before filtering, click All Notes in the left-side menu to filter from all notes.
     
      
3. Click the data or field to be used for the filter.
   
    
4. Add the desired criteria, and then click Apply Report Filter.
   
    
5. Select a bulk action from the left-side menu.
   • The bulk actions are: Set Note Type, Set Note Text, Set Note Fund, and Edit Note Alerts.
   • In this example, Set Note Type is used.
   • If using the Edit Note Alerts bulk action, check the box next to Alert to access the list of alert areas. If a note has alerts on it already and the user does not select those existing alerts in the bulk action, the alerts will be overwritten and deselected based on what is chosen.
     
      
6. Select a note type from the drop-down menu, check the boxes for the notes to be updated, and then click Set Note Type.
   
    
7. Click Yes.
   

Once a note has been created, a file can be attached to it. Files can be uploaded in PDF, DOC, and JPG formats.

To attach a file to a note in CommunitySuite:

1. Navigate to the Notes page.
2. Click the ID of the note.
   
    
3. Click Attach File in the left-side menu.
4. Upload the file. 
   • Files can also be added to a note in the notes tab/section of the record the note is attached to by clicking Add File. Multiple files can be added to a note.
     

The file will appear in the Attached Files section below the note.