The File Notes module in AdviserLogic is designed to optimise and elevate your documentation process.

With integration across modules, File Notes enables you to efficiently create, manage, and store detailed records of client interactions and key advisory decisions in a secure and easily accessible format.

You can access the File Notes module directly from the client's record or using the Quick Notes feature in the left menu panel.

While both methods allow you to document and manage client interactions, each has specific instructions.

Accessing the File Notes module from the client's record provides you with the full functionality and complete interface, allowing for detailed documentation and management.

On the other hand, the Quick Notes feature offers a more streamlined option, enabling you to quickly add notes from anywhere within the product without needing to open the client record, though with limited access to the full module’s capabilities.

To access the File Notes module, open a client record, and navigate to the File Notes tab along the top menu.

When you open the File Notes interface, you'll be presented with a comprehensive list of all the client's existing file notes.

Along with this list, you'll find various controls and options related to Search, File Note Management and Creation, allowing you to manage and search through the file notes efficiently.

These controls make it easy to filter, sort, or locate specific notes, ensuring you can quickly access necessary information.

Whether you're reviewing past interactions or adding new notes, the interface is designed to keep everything organised and accessible.

Type a search word into the Keyword Search field to search through all the existing File Notes.

You can also use the search drop-down to open the Advanced Search features for a more targeted 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.

Selecting the Drafts button from the top right of the screen opens a window where you can choose the draft to be completed.

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 your File Notes.

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.

Type a descriptive Title into the field, making the File Note easy to identify and search for.

Select the Date from the pop-out Calendar.

Enter the Time in a 24-hour format

Select a category from the Categories drop-down.

The Related To field allows you to assign the file note to one of the client's entities. To Assign the entity select them from the drop-down field.

Add descriptive comments to your File Notes in a Word-inspired control panel.

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 Files to open the document upload interface.

Drag and drop files or browse your device to upload them in the Document Upload window.

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.

The Lock Record button Locks the record from further editing. You may select the Lock tickbox from the main window when initially adding the File Note.

if you have navigated to magae attachments before locking the interface will change slightly, you can now lock the file note by selecting the Lock button from the lower left corner of the Main or Manage Attachments views.

A confirmation prompt will show, allowing you to Save and Lock, Lock Without Saving or Do Not Lock.

Create a Task Directly from the file note by selecting the Create as Task button.

Complete the necessary fields to create a Task from the File Note in the Task Details window.

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.

Select Save to save your file note.

Once saved, it will be listed in the File Notes screen.

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 in the Document Upload window.

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.

To add multiple files to a single file note you must follow the Add File Note- Attachment Management Instructions

Selecting the Report button from the top right of the File Notes window allows you to generate specific reports from your file notes.

Select the date range from the pop-out calendars from the File Note Report window. Choose the Category and then 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.

The List View is the main body of the File Notes screen, displaying all existing file notes once they have been saved.

This view is essential for reviewing whether email, workflow, or compliance-related file notes have been automatically created.

The file notes are organised under headings corresponding to the Add File Note fields, and a few related to audit logs. These headings are clickable, enabling you to sort the content chronologically or alphabetically.

This functionality simplifies navigation through the file notes, making it easier to locate specific entries. By leveraging this feature, you can ensure your documentation remains well-organised and easily accessible.

You can generate customised reports based on criteria such as creation date, creator, or last update by reporting on the audit columns through database segmentation.

This capability helps ensure compliance, as it allows for efficient tracking and documentation management, helping to maintain adherence to regulatory and organizational standards.

From the File Notes screen, you can Manage, Edit, and Delete the File Notes, with bulk actions for deleting.

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 Edit File Note window.

Admin File Notes can be deleted directly from the list page by selecting the Rubbish Bin icon.

You can also Bulk Delete File Notes by selecting the tick box in front of them, and then selecting the Rubbish Bin icon at the top of the final column.

To select All 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.

Select the Paperclip icon from the second-last column of the file note's item line to download files attached to a File Note.

You can copy file notes from one client to another by following the Copy File Notes Instructions. However, this copies ALL the file notes associated with one client over to another.

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