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Overview
Admin Notes in AdviserLogic provide a convenient way to keep and manage internal notes for record-keeping purposes. This feature is designed specifically for internal users to maintain notes that are not linked to any client.
Admin Notes are ideal for keeping track of internal discussions, reminders, or other notes relevant to your team or business operations.
Access
To access Admin Notes, navigate to Tools > Adviser Tools > General > Admin Notes.
📌Note
Only internal users have access to add and manage Admin Notes.
The File Notes screen will open with a list view of existing notes and several options related to Search, File Note Management and Creation.
Search all File Notes by typing a keyword into the search bar at the top of the window. | |
Search for file notes by category by selecting the category from the drop-down fields in the top right of the window. | |
| This opens the drafts window which will hold all the existing drafts to be completed or discarded. |
| Use this button to add a new File Note or upload a document to be assigned to a note later |
| Generates a report in a new window of the file notes parameters entered |
Keyword Search
Type a search word into the Keyword Search field to search through all your existing File Notes.
You can also use the search drop-down to open the Advanced Search features for a more targeted search.
Categories Search
You can also filter the notes by Category by selecting the category from the drop-down field in the top right corner of the screen.
📌Note
Categories are added to File Notes at the File Note creation stage
Drafts
Selecting the Drafts button from the top right of the screen opens a window where you can select the draft to be completed.
📌Note
Drafts are initiated as soon as a user starts creating a File Note, but they are officially created and saved after 30 seconds have passed. If the user gets distracted by a phone call or navigates to another page, the system will automatically save the entered information as a draft after 30 seconds. This draft will then appear in the drafts section. Once the draft is saved manually, it is removed from the drafts section and added to the main list.
Add
Selecting the Add button allows you to choose from two options.
Add File Note | Opens the Add File note window, allowing you to create a new File Note. |
| Opens the upload file Window allowing you to add a file not connected to a File Note. |
Add File Note
To add a new File Note, select this option from the Add button in the top right of the screen.
The File Notes window will open. From this window, you can add notes just as you would under the File Notes section in a client record. However, these notes are solely for internal use and cannot be linked to any client.
The Add File Note window contains several fields, none of which are marked with a Red Asterix*. However, you must enter at least a Title to save the file note.
Fields |
|
Add a descriptive Title to your File Note | |
Select the Date from the pop-out Calendar and enter the time | |
Select a Category from the categories drop-down | |
Comments | Add descriptive comments to your File Notes in a Word-inspired control panel |
Additional Buttons |
|
Attach files and enter details/information about your attachments | |
Locks the record from further editing | |
Create Task | Create a Task from the File Note |
Downloads a DOCX Report detailing the File Notes fields | |
Save | Saves the File Note |
Title
Type in a descriptive Title that makes the File Note easy to identify and search for.
Date /Time
Select the Date from the pop-out Calendar.
Enter the Time in a 24-hour format
📌Note
The system will default to the current time and date.
Category
Select a Category from the categories drop-down.
📌Note
To create a new category scroll to the bottom of the drop-down, select < Add New > and follow the prompts or follow the File Note Category Creation Instructions
Comments
Add descriptive comments to your File Notes in a Word-inspired control panel.
Manage Attachments
Manage Attachments is a collapsible field where you can upload documents to the File Note. To use this feature, select the heading to expand it.
Select Upload Documents to open the document upload interface.
Drag and drop files or browse your device to upload them.
You can upload multiple files at once. These will show in a list where you can edit the Name field or delete them from the list by selecting the Rubbish Bin Icon on the right of the line item.
For File Notes that require a lot of large uploads that will take some time, you can minimise the upload window and continue working by selecting the Window Size tool from the top left of the window.
Once you Save the uploads, they will populate the Manage Attachment section, where they can be Previewed, Downloaded, or Deleted.
Lock Record
The Lock Record button Locks the record from further editing
A confirmation prompt will show, allowing you to Save and Lock, Lock Without Saving or Do Not Lock.
Create as Task
Create an Admin Task directly from the file note by selecting the Create as Task button.
In the Task Details window that opens, complete the necessary fields to create a Task from the File Note.
📌Note
Follow the Task Creation Instructions for an in-depth guide on the Task Details window.
Preview Report
Selecting the Preview Report button generates a detailed DOCX document containing all the fields from the File Note.
The document is automatically downloaded to your local Downloads folder.
Save
Select Save to save your file note.
Once saved it will be listed in the File Notes screen.
Add Files
Selecting the Add Files option from the Add button allows you to upload a standalone document that is not attached to a File Note.
The Document Upload windows will open allowing you to upload standalone files. Drag and drop files or browse your device to upload them.
You can upload multiple files at once. These will show in a list where you can edit the Name field or delete them from the list by selecting the Rubbish Bin Icon on the right of the line item.
For File Notes that require a lot of large uploads that will take some time, you can minimise the upload window and continue working by selecting the Window Size tool from the top left of the window.
Once you Save the uploads they will populate the File Notes screen as individual File Notes that can be further edited.
📌Note
To add multiple files to a single file note you must follow the Add File Note- Attachment Management Instructions
Report
Selecting the Report button from the top right of the window allows you to generate specific reports from your file notes.
From the File Note Report window, select the date range from the pop-out calendars. Choose the Category and choose View Report.
The report will open in a new tab in your browser with a search field and options to download the report in Word, PDF, or Excel Format.
Edit, Delete & Download
From the Admin File Notes screen, you can Manage Edit and Delete the Admin File Notes with a bulk action for downloading file attachments and deleting.
Edit
To Edit or Modify a File Note, select it from the File Notes screen list.
Apply the changes needed and select Save from the bottom right of the File Notes window.
Delete File Notes
Admin File Notes can be deleted directly from the list page by selecting the Rubbish Bin icon.
Bulk Delete
You can also Bulk Delete File Notes by selecting the tick box in front of them, then selecting the Rubbish Bin icon at the top of the final column.
To select all Admin File Notes, tick the master Tick Box in the header section of the tick boxes - all files will be available for deletion.
A confirmation prompt will prevent you from completing the action of bulk deletion accidentally.
Download Attachments
To download files attached to an Admin File Note, select the Paperclip icon from the second-last column of the file note's item line.
This feature in AdviserLogic helps streamline your internal documentation processes, ensuring that important notes and files are organised and readily accessible for internal users.