Take Client Notes

Add Client Notes

To track details of a session with a client, create a client note.

In this example, Robin Brooks is a client considering a medical assistant career path and calls to discuss her plans with her case manager.

1. On a client’s Contact record, click Client Notes, then click New Note.
2. If available, select a Record Type. To change an already-selected record type, go to the Contact related to the Note. Then in the Related tab, click the Client Note and select a new record type.
3. Enter a descriptive subject. For example, Robin Considering a Medical Assistant Career Path.
4. Optionally, find and select a related Program Engagement.
   

   Note To select a related Program Engagement record, the client note must already have a client associated (saved) with the client note.
5. Enter the Interaction Date.
6. Select the Type of Interaction.
7. To use a note template, click Add Quick Text to select or create a template.
8. Enter relevant Tags and click Assign to apply an existing tag or Create to make a new tag.
   

   Note Creating tags requires special permissions.
9. Enter details for the Client Note. For example, Met with Robin and discussed medical assistant jobs as a longer-term career path.
10. Leave Draft set to Active to add more details later. Or, if you've set up note locking, click the toggle to lock the Client Note and prevent future editing.
11. Optionally, click Relate to More Records to access the Client Note from another record. For example, you might relate a Client Note to the client's Contact record, Case Plan, or a Service Delivery. Additionally, if the Service applies to an entire Household rather than to an individual Contact, you should relate the Client Note to a Household Account.
    1. Select the record type from the dropdown, for example, Account, then search for and select the record.
    2. Click Create.
    3. Repeat for any other record you want to relate this note to.
    4. Click Done.

The confirms that the Client Note is automatically saved. To create additional notes, click New in the left panel.

Lock Client Notes

Prevent client notes from being overwritten or modified by adding validation rules that stop someone from changing the notes after the draft is inactive.

To add a validation rule that locks a client note:

1. In Setup, click Object Manager and select Client Note.
2. Click Validation Rules.
3. Click New.
4. Add a name and a description for your rule. Use something like "Client Note Lock Rule" so you can quickly scan and find it later if you need to.
5. Set up the condition formula. For example, you could use: NOT(caseman__Draft__c)&&ISCHANGED(caseman__Content__c) as the formula.
6. Add the error message you want to show when someone tries to write in a locked note and select the Top of Page location.
7. Save your work.

Create a Service Delivery from Client Notes

Log interactions that were captured in Client Notes as a Service Delivery.

If your organization uses Service Deliveries, you can log interactions captured in Client Notes as a Service Delivery. For example, if you created Client Notes during a half-hour meeting with Robin, you can record a half-hour Service Delivery as part of the Job Readiness Coaching Service.

1. From the Client Note, click Manage Services.
2. Find and select a Program Engagement.
3. Select the associated Service.
4. Enter the Delivery Date.
5. Enter a Quantity, based on the Unit of Measurement. In this example, the Unit of Measurement is hours.
6. To add more Service Deliveries, click + Add Entry.
7. Click Done.

A confirms that each Service Delivery is saved. You can also use the Service Deliveries section on the Service Deliveries tab to view the Service Deliveries.

Click the Service Delivery Name to view details and confirm that it's related to the Client Note.

Add Files to Client Notes

Add relevant files to client notes.

1. Save your note, then click Add Files at the bottom of the note.
2. Click Upload and select one or more files to upload. You can also drag files.
3. If your note has an assigned Contact, optionally select Share with Contact record? to attach the file to a Contact record, and the note.
4. A checkmark confirms that your file uploaded successfully. Click Done.

5. Click Done again. Added files show on Related Records & Files on the note.

   

   Note Clicking the X next to a file in Related Records & Files deletes the file and any reference to it from other records.

Search for Client Notes

Search for notes by fields on a Client Note or use list views to filter for notes based on list view criteria.

To search for notes, click the Client Notes tab on the navigation bar or click Go to My Notes on the Home page. You can search by fields on a Client Note, such as Subject or Description, or by Client Name. You can also use list views to filter for specific notes based on the list view criteria. By default, there are three Client Notes list views: All Notes, My Notes, and Notes for My Program Engagements. You can create additional list views as needed. See Take Client Notes.

To search for notes:

1. In the search bar, enter a client name or other criteria to search by.
2. Optionally, click the filter icon to filter notes by Draft status or by Tags applied to the note.

Related records appear as links to the record so you can easily access them. Hover over related records to see compact details.

Create Client Notes List Views

On the Client Notes tab, use list views to show only certain notes. By default, there are three list views: All Notes, My Notes, and Notes for My Program Engagements. Create additional list views as needed.

1. From the App Launcher, search for and select Client Notes.

   

   Important

   There are two entries for Client Notes. Be sure to choose the first one in the list. It will take you to the Recently Viewed list for the Client Notes object.

2. Click the dropdown next to Recently Viewed to see all list views.
3. Click All Notes to view the All Notes list view.
4. Click to access list view controls.
5. Click Clone.
6. Give the list view a name. The API name autopopulates.
7. Choose who can see the list view, then click Save.
8. Add filter criteria. For example, if you want to include notes for Client Intakes, you would add the filter Subject contains intake.
9. Click Save.

Now, when you go to the Client Notes tab, you'll see your new list view.

Note If you don't see the new list view, refresh your browser.

View and Print Client Note History

To review important client information, view and print client note history directly from the contact record.

To easily review important information about clients with fewer clicks and in less time, it's important to have their Client Note history all in one place. View, filter, and print this information directly from the Contact record.

1. On a client's Contact record, click the Client Notes tab. You can filter the list.

   • To show notes from a specific time period, enter a Start Date and an End Date.
   • To reorder the list, change the Display order.
   • To show notes for specific Program Engagements, Record Types or creators, click Filter, then select the appropriate items. The available filters depend on the data. For example, if all of the notes are created by the same person, the Created by filter doesn't display.
   • To show notes with a specific tag or keyword, click Filter, then enter the tags or keywords in the appropriate fields.
2. To hide details for all Notes, click Hide Details. To hide details for a specific note, click the minus symbol on the note. Hiding details is useful for Case Managers who want to quickly scan through the contents of each note.
3. To create a new Note, click New Note.
4. To print the note history, click Print. You can print out the entire body of notes or use filter to first narrow the selection on the page and just print those.

Use Quick Text for Client Notes

Our version of Quick Text helps you record notes consistently and save time by inserting predefined messages in Client Notes. For example, you could have Quick Text that includes sections for intake information to help make sure you capture the data you need.

New to Quick Text? Check out this Set Up and Use Quick Text for lots more information.

Before you begin, add the Client Notes channel to the Quick Text object so that Quick Text appears in Client Notes. Note: if your users already create Quick Text using the Quick Text object and want to use those messages in Client Notes, they need to add the Client Notes channel to their text.

1. Open the Quick Text object in Object Manager, then click Channels in the Fields & Relationships section.
2. In Channel Picklist Values, click New and enter Client Notes .
3. Save your work.

There are a few things to know about using Quick Text for Client Notes.

• Merge fields in Client Notes aren’t supported.
• Add new text messages to folders in the Quick Text record page, not in the Client Notes component.
• If the button for Quick Text is disabled, check to see if the user has access to the Quick Text object and that the Quick Text feature is enabled.
• To share quick text with other users, add the text to a folder and share the folder with them.