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General Subscriber Information

Managing Note Categories

Before you start to add notes, it is a good to add some categories.  These categories allow you to group your notes based on a common element.  For instance, you can have note categories called:  Password Reset, Set Device, Account, General Info, etc. 

1.     Click Subscribers.

2.     Within the Navigation pane, click Subscribers.

3.     Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type any portion of the record and then click the magnifying glass.

·         Click the Show All button.

4.   Once the list populates, double-click the desired subscriber. The Subscriber’s window opens.

5.   Within the Notes pane, click on the Manage Categories link

Alternatively, from the Subscriber menu you can click on the Manage Note Categories link within the Actions pane. 

6.   The Manage Note Categories popup opens.  Click the row with an asterisk (*) to add a new category to the list and type the name.

7.   Once you start typing in the category, a new row with an asterisk (*) displays at the top of the list allowing you to add multiple categories at once.

8.   To delete a category, right click on the record selector box next to the category name to access a popup menu, from the menu click Delete.

9.   Once you click Delete, a message box displays verifying that you really want to delete the category. Click Yes within the box to continue or No to cancel the operation.  Once selected, a line is drawn through the name, allowing you to delete multiple items at once.

10. If you do not want to delete the category, right-click the record again and click Undelete.

11. Once you select Undelete, a message box displays verifying that you really want to keep the category. Click Yes within the box to continue or No to cancel the operation.

12. Within the Actions ribbon group, click Save (to save and stay) to continue working with the categories, or click Save & Close (to save and exit) to return to the Subscriber.

Category Document Templates

For each category you create, you can also create a document template.  When you create a template, each time you select the note category the information within the template automatically populates in the note editor.  This is a handy time saving tool to allow you to quickly add notes to a subscriber. 

1.      Click Subscribers.

2.     Within the Navigation pane, click Subscribers.

3.     Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type any portion of the record and then click the magnifying glass.

·         Click the Show All button.

4.   Once the list populates, double-click the desired subscriber. The Subscriber’s window opens.

5.   Within the Notes pane, click on the Manage Categories link

6.   The Manage Note Categories popup opens.  Within the list of categories, select the one to associate to a template.

7.   Within the Note Template ribbon group, click the Edit Note Template button.  The Note Template Editor opens. 

8.   Type the text of the note into the editor, once finished click on the Save button in the lower right hand corner. 

9.   Within the Actions ribbon group, click on the Save button to return to the Subscriber. 

10. Whenever you select the particular category, your template automatically populates in the Notes Editor.  

Adding a Note to a Subscriber Record

1.     Click Subscribers.

2.     Within the Navigation pane, click Subscribers.

3.     Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type any portion of the record and then click the magnifying glass.

·         Click the Show All button.

4.   Once the list populates, double-click the desired subscriber. The Subscriber’s window opens.

5.   Within the Notes pane, click on the Add Note link.  The Note Editor popup opens. 

6.   You can simply start typing the text of the note into the Editor, however, you have several options while creating your note:

Note Category

7.   On the right hand side of the menu bar, is the Category drop-down, click on the arrow to access a list of the categories and from the list select the associated category.  This category simply groups your motes based on a common characteristic. 

8.   If the category has a template, the template text automatically populates in the note editor.  We can modify the template by clicking in the note editor and change any necessary information. 

9.   Next to the Category drop-down are a few options:

·         Load – if you have already created the note and want to use the template instead, click on the Load button.  You will be notified that loading the template will overwrite any existing information.  Click Yes to continue or No to cancel the operation. 

·         Modify – You can modify the template by clicking on the Modify link, the Note Template Editor opens allowing you to make changes.  Once complete, remember to click Save!

·         Create – You can create a new template by clicking on the Create button, the Note Template Editor opens within the body type the text and once complete click Save. 

Changing the Note Font

10. At the top of the Notes Editor are several options available to modify the look of the note.  You have the following options available:

·         Bold/Italic/Underline

·         Bullet

·         Numbering

·         Font Color

·         Font Highlight

·         Font Type and Size

11. Click on any button and start typing the text of your note. 

12. To change any text within your note, highlight the text and click on the appropriate button. 

Adding a Note Subject

13. You can add a subject to a note by clicking in the Subject field and typing the information. 

Undo/Redo

14. If at any time during the creation of your note you make a mistake, we have taken care of you with the undo and redo buttons. These buttons will only work if you have not clicked the Save button.  

Status Bar

15. At the bottom of the note editor, there is a status bar that displays the following information:

·         Created By

·         Creation Date

·         Last Modified Date

·         Modified By

16. When you have completed your note, click on the Save button in the lower right hand corner.  The note is saved and you are returned to the Subscriber.

Viewing All Notes Added to a Subscriber Record

1.     Click Subscribers.

2.     Within the Navigation pane, click Subscribers.

3.     Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type any portion of the record and then click the magnifying glass.

·         Click the Show All button.

4.   Once the list populates, double-click the desired subscriber. The Subscriber window opens.

5.   All notes that you have created display within the Notes pane, the most recent note appears at the top of the list. 

6.   There are two viewing options:

·         Standard – this view displays the note in its entirety

·         Condensed – this view displays only the top portion of the note

7.   You can further condense the list by clicking the minus sign next to Created By for each note, this only displays the subject of the note.  To view the complete note details, click on the plus sign. 

8.   There is one more viewing option, when you are at the Subscriber menu, within the Views panes click Subscriber Notes.  All notes within the entire database appear within the list.  To view the note details, double click on the row to open the Subscriber record.   

Editing a Note

To edit a note, find the note within the list and click on the Edit link on the far right side of the pane.  The popup opens allowing you to edit and save the note.  The position of the note does not change within the list because the list is based on date and time created.  

Deleting a Note from a Subscriber Record

1.     Click Subscribers.

2.     Within the Navigation pane, click Subscribers.

3.     Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type any portion of the record and then click the magnifying glass.

·         Click the Show All button.

4.   Once the list populates, double-click the desired subscriber. The Subscriber window opens.

5.   All notes that you have created display within the Notes pane, the most recent note appears at the top of the list. 

6.   Within the note header, click on the Delete link on the far right hand side of the header. 

7.   The note is removed from the list.  

 

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