SchoolDESX Knowledgebase

Notes are an Activity that can be entered for most every Service in SchoolDESX, though most commonly for Students. Notes are created to keep more detailed information about a Student, Class, Program, etc. record, such as data that cannot be integrated into a Service's native data fields without making it clustered and cumbersome. Plus, the main point of a Note to is to keep more customized information as Note Types are User-definable allowing the User to track rally any kind of data that they desire.

Before entering a Note for a Service record, such as a Student, it is important to understand the fields that make up the functionality of the Note form. They are:

• Type: This is the most important field on a Note record. This is because it defines the Note for the system as it decides how the record should be treated. SchoolDESX allows the User to have two different Note Types. One of these Note Types is a "Standard" Type, meaning that the information that a User enters, is simply a memo style field allowing the User to enter an unlimited amount of free form text (much like Microsoft's "Notepad"). The other Type of Note is referred to as a "Formatted" Note Type. This Type of Note allows the User to pre-define a group of data fields in a User-defined format, resembling a form within the software. The purpose of this Note Type is to make sure that the Note has a particular format that every User must follow when entering the Note. To populate this Lookup with user specified Types, see the "Creating New Note Types" section.
  
  
• Title: The Note's Title is a short phrase explaining the content of the Note entered. This field is automatically populated with a phrase that equals the Note Type, though it can be changed at any time as the User sees fit.
  
  
• Note: The Note field is the actual content of the Note, or in other words, the information that required creation of the Note. If the Note Type selected is of the "Standard" Type, then this field area will accept free form unlimited text. If the Note Type is of the "Formatted" Type, then when this field is selected for typing, a form will automatically appear displaying the User-defined data fields that should be entered to complete this Note's entry.
  
  
• Date: The Date field is the Date of the Note. This is a User-definable Date in that a User can place a Date here to reflect the current, past, or a future Date, however this Date field will always default to the Date that the Note is created. The system records a "Created Date" and a "Modified Date" separately.
  
  
• Protect: Only the User who created the Note can edit the Note after it is saved. Any User who has rights to Notes may view the Note however
  
  
• Private: Only the User who created the Note can edit the Note after it is saved. Only the User who created the Note may view the Note
  
  
• Lock: No User can edit the Note once saved. It is "Locked" forever. Any User who has rights to Notes may view the Note however
  
  
• Hide Preview Pane: When the Note form is displayed, the form is split into two halves. The left side of the form displays for the User all the Notes that have been entered for this Service record in the past. The right side of the form displays a "preview" of the Note's content. As records from the right side of the form are single-clicked, the "preview" for that Note's content will be displayed. If it is desired to not have a "preview" pane, this checkbox may be selected.