The Notes tab located in the Property Management tabs allows the user to document any correspondence or interactions with the owner or resident in the unit. Besides being able to manually add notes to an owner's account, another special feature of the Notes tab is that the user can drag and drop Outlook emails.The system will extract the text of the email, add it to the note and attach the saved MSG file containing the entire email. Any electronic document can be moved by drag/drop, however, it is best practice to manually enter a note to define what the attachment is for searching through iXpert.
The Account Notes area allows a user to document any correspondence or interaction with the unit resident. It is an easy method to maintain and track communications within a unit account.
The Notes tab is accessed through APPLICATIONS | Account Maintenance Group | Account | Notes.
The fields in this area are defined as follows:
Field |
Description |
|---|---|
Resource ID |
The system automatically assigns a number to the new note and is used as a tracking or resource number. |
Opened |
The system will automatically enter the current date and time of when the note is created. Can be overwritten by the user. |
Assigned To |
Defaults to the user entering the note. Can be overwritten by that user. |
Completed |
The user can select the date that this note is completed or closed. |
Closed By |
The user can select the name of the user that completed the note. |
File Name |
The user can either attach a file here or generate a pre-defined letter. To attach a file, use the file folder to search for the file located on the work station. The user can also drag/drop a file from the workstation to this note. |
View |
The user can click the magnifying glass to view the attached file. |
On Web |
When this box is checked, the resident can view that particular note when signed into the web portal. |
Opened By |
The name of the employee who entered the note will automatically populate here. |
Type |
The user can select the Type of note they are entering in the system. The field list is predefined and can be added to in SETUP | Configuration Group | Program Defaults | Codes: Call Type |
Category 1 |
This field is used to sub-categorize the call by the Type entered, which can be used for searching through iXpert and as a report parameter. The field list is predefined and can be added to in SETUP | Configuration Group | Program Defaults | Codes: Call Category One |
Category 2 |
This field is used to sub-categorize the call by the Type entered, which can be used for searching through iXpert and as a report parameter. The field list is predefined and can be added to in SETUP | Configuration Group | Program Defaults | Codes: Call Category Two |
Contact |
The user can enter the contact person's name here. |
Note |
The user can enter the note here. |
Resolution |
The user can enter additional details for the note. |
|
See discussion about managing Outlook Emails with Account Notes and using the Resource ID (Call#) within a replied email Subject Line to look up existing Account Notes. |
