Document Notes
Any member of the Librarians role can contribute to Notes for any document record. These
notes can be emailed or just saved. Any Librarians role member can read any note.
Notes cannot be deleted at the user interface.
To create or view notes, click the Notes button at the top of the Library Document Manager page.
If this is the first note for this document, a new note form will appear. If there are existing
notes, a list of all notes with subject, date, and author will appear.
In the note list you'll see a View button next to each row. Click that button to view the note
contents. This list is arranged by date saved (Created) with the most recent on top. It
can be arranged by any field by clicking the corresponding field header.
At the bottom of both the note list and view panels is a New button. Click the New button to
create a new note. A Notes button appears at the bottom of the edit and view panels to return
to the list.
If you don't address your Note to any recipient, the note will just be saved with the document.
Adding recipients implies that you wish to email the note along with saving it with the document record.
At the top of the edit form is a note recipient textbox and an Add button next to it. If you wish
to email this note, enter your recipient's name or email address in that text box and click Add (or press
the <Enter> key). If your recipient is found in the company directory, you'll see that person's
name appear at the top of the recipients list. If the information you entered in the recipient box
resolves to more than one person, you'll be presented with some matches from which you can select your
desired recipient. If your recipient cannot be resolve, nothing will happen except the recipient
textbox will be cleared.
If you accidentally added a recipient, simply click the recipient row in the list and it will be removed.
The note subject is optional. If you leave it blank, the application will populate it with the first
40 characters of your message.
The note body is pre-populated with instructions and links to both the document file download and document
record detail. Those are useful when reviewing the note in an email message. Enter the rest of
your message and click the Save button to Save/send the note.