Notes

Setup required before use	Who Can Use It?	Where Is It?
Notes and Reminders plugin	User Assist. Project Manager Project manager Director Administrator System Administrator	My Synergy Menu > Notes > New note

	Projects	Projects List> Open a Project > Notes Tab
	Contracts	Contracts List > Open a Contract > Notes Tab
	Contacts	Contacts List > Open a Contact > Notes Tab
	Personnel	Personnel List > Open a Personnel > Notes Tab
	Sub projects	Projects List > Open a Project > Sub projects tab > Open a sub project > Notes Tab
	Staff	Practice > Staff and Application Security > Open a Staff > Notes Tab

Note types are used as categories for the different type of information that you keep track of in Synergy. Note types also make it quicker for you to find the information you are looking for, as each type of note is shown on a separate tab.

	Note Type	Additional fields for this note type
	Note	Note text
	Meeting	Meeting Purpose and Meeting Agenda
	Phone	Note text, and enter the phone number of call being made

1. Click the New Note button in the toolbar.
2. Leave the New Note Type field set to Note.
3. Type into the Note field to describe the task or follow-up information.
4. Add Linked to details. - i.e. Link the note to a specific project.
5. (Optional) Set a reminder - To follow-up on the task at a set date/time.
6. (Optional) Add Comments - To outline reasons for setting the reminder.
7. (Optional) Attach Document Links.
8. Save and close .

1. Click the New Note button in the toolbar.
2. Change New Note Type to 'Meeting'.
3. Type the reason for the meeting into the meeting purpose field.
4. Type the main items to be covered into the meeting agenda field.
5. Type the contents of the meeting into the meeting minutes field.
6. Add Linked to details. - i.e. Choose the Type of Projects, to link the note to a specific project.
7. (Optional) Set a reminder - To follow-up on the meeting tasks at a set date/time.
8. (Optional) Add Comments - To outline reasons for setting the reminder.
9. (Optional) Attach Document Links.
10. Save and close .

1. Click the New Note button in the toolbar.
2. Change New Note Type to 'Phone'.
3. Type the phone number that you need to call.
4. Type into the Note field to describe the reason for the phone call.
5. Add Linked to details. - i.e. Link the note to a specific project.
6. (Optional) Set a reminder - To set a time for a follow-up phone call.
7. (Optional) Add Comments - To outline reasons for setting the reminder.
8. (Optional) Attach Document Links.
9. Save and close .

Reminders can be entered against a note or via a Project or Contract. Learn more about the types of reminders and how to create them in the Reminders topic.

Add a reminder to a note by:

1. Open the note.
2. Use the reminders panel in the bottom right corner of the notes window.
3. Select a date in the 'On field.
4. Select a time in the 'At' field.
5. Select who will receive the reminder in the 'for' field.
6. Save .

Use comments to add updates to the note. All staff can add a comment to a note, however only the user that created the note can update the note field text. The comments added by users can be exported as a table on a Notes MS Word® document. 

Add a comment to a note by:

1. Double click to open the Note.
2. The Comments table is in the bottom left corner of the Notes window.
3. Type text under the Comment heading.
4. Save .

Store a list of documents or links that can be accessed by all staff easily. Should you want to create your note as a MS Word® document, use the Document template option. 

For example the note is created from the project, you could now link an email that relates to the note. You could link a number of emails to the note. Perhaps also a drawing file, a web address and then also generate the note into a MS Word® document template.  

1. Browse to a file .
2. Enter a website .
3. Create and attach a MS Word® document template .

Please refer to the Document Links topic for more information.

When a new note is created, each user the note is Linked To will receive a notification of the new note in the Notes plugin. They will also be notified of comments made by other users. 

1. Open the Note.
2. View the Linked To panel in the top right corner of the Notes window.
3. Select a Type - this is the area of the database you want to associate the note with.
4. Then select Linked To in the drop down:
1. ContactSelect a personnel, company, or individual contact name from the list.
2. ContractSelect a Contract name from the list.
3. ProjectSelect a Project name from the list.
4. Sub ProjectSelect a Sub Project name from the list.
5. UserSelect a staff member from the list.
5. Save .

Use the 'New and Updated Notes tab' or the 'New Notes and Reminders plugin' to see all new notes , or existing notes where comments have been added. If you are listed in the 'Linked to' panel of the note, or you are the 'creator' of the note, then note will appear in the 'New notes' area each time another user has updated the note is updated.

The note is removed as a 'new' note, once the Note is opened by double clicking the Note. Opening the note marks it as "read" and will be removed from the Notes plugin. Assign a reminder to the note if you haven't finished checking the details.  

Within the 'linked to' panel of the note, against the type 'User' there is a check box in the column 'Follow'. When checked this will notify the user linked to the note when someone adds a new comment. If you do not want to be notified each time someone makes a new comment on the note, uncheck this box. New Comments appear in the Notes plugin on the My Synergy dashboard.  

Use the 'All' Tab within My Synergy > Notes, to view all note types together. Note, Phone and Meeting note types are all displayed on this tab.

1. Type a keyword in the search field in the notes toolbar. i.e. 'Council'
2. Press enter to run the search.
3. All notes that contain the word the keyword 'Council' will appear in the search tab.
4. Double click to open a note in the list.

All new notes are created as Active by default. An inactive note can be filtered out of the notes list views, so that you don't have to see notes that relate to tasks you have already completed.

Make a note inactive by:

1. Open the Note.
2. Uncheck the 'Active' box located above the linked to panel.
3. Save and Close.

Notes List displays only Active Notes by default. Use the filter options of Active / Inactive / All in the Notes List toolbar to locate the change what notes are shown in the list. The filter options to view active or inactive notes are also available in My Synergy > Notes, Project > Notes tab, Sub Project > Notes tab, Contacts & Personnel > Notes tab, Contract Administration > Notes tab, and the Staff user accounts > Notes tab.