Note Group Maintenance

Menu Path: System Administration $Images\bluerarw.gif$ System Setup $Images\bluerarw.gif$ Notes $Images\bluerarw.gif$ Note Group Maintenance

Purpose

Set up and maintain note groups.

Overview

Use Note Group Maintenance to add, edit, and delete note groups. A note group determines what users have access to notes in the group, and what kind of access the users have (View, Update, Create, and/or Delete). Every note must be associated with a note group.

Before setting up note groups, determine what security you want to have for notes. For example, if credit and collection notes are not allowed to be seen by sales people, then you should have a separate note group for credit and collection personnel. A note group can then be selected when notes are created in Notes Entry.

Note By default, there is a Default note group. Every user should have some access to this note group, unless they have been set up with access to another note group.

For database information for this window, see Note Group Maintenance Database Information.

Creating a New Note Group

To define a new note group:

Click the New button in the ribbon.
Enter the name for the note group in the Notes Group field.
Enter a description of the note group in the Description field.
If you want to allow users in the note group to view, create, update, or delete notes, select the appropriate check boxes.
Select a user you want to assign to the note group in the Non Group Members grid.
Click the Add button.
Repeat steps 5 to 6 for all users you want to assign to the note group.
Click the OK button in the ribbon. The note group is created.

Updating a Note Group

To update a note group:

Enter the note group in the Notes Group field.
Click the Update button in the ribbon.
Edit the note group.
Click the OK button in the ribbon. The note group is updated.

Deleting a Note Group

To delete a note group:

Enter the note group in the Notes Group field.
Click the Delete button in the ribbon.
Click the OK button in the ribbon. The note group is deleted.

Note A note group cannot be deleted if it was used for a note.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Note Group Maintenance window.
New	Click this button to create a new note group.
Update	Click this button to update the selected note group.
Delete	Click this button to delete the selected note group.
OK	Click this button to accept an action. This button is only available after you click the New, Update, or Delete button in the ribbon.
Cancel	Click this button to cancel an action. This button is only available after you click the New, Update, or Delete button in the ribbon.
First	Click this button to display the first note group.
Prev	Click this button to display the previous note group.
Next	Click this button to display the next note group.
Last	Click this button to display the last note group.
Note Types	Click this button to display Note Type Maintenance, which allows you to set up note types for note groups.

Fields and Buttons

Field or Button	Description
Notes Group	Enter a name for the note group, or click the Lookup button to select an existing note group.

Main Tab Fields and Buttons

Field or Button	Description
Description	Enter a description of the note group.
View	Select this check box before adding a user to the note group to allow users to view notes.
Create	Select this check box before adding a user to the note group to allow users to create notes. This check box is only enabled if you select the View check box.
Delete	Select this check box before adding a user to the note group to allow users to delete notes. This check box is only enabled if you select the View check box.
Update	Select this check box before adding a user to the note group to allow users to update notes. This check box is only enabled if you select the View check box.
Non Group Members	This grid displays users that are not members of the note group.
Add	Click this button to add the selected user in the Non Group Members grid to the Group Members grid. Note Before clicking this button, select the appropriate access options for the user.
Add All	Click this button to add all users in the Non Group Members grid to the Group Members grid. Note Before clicking this button, select the appropriate access options for the users.
Remove	Click this button to remove the selected user from the Group Members grid.
Remove All	Click this button to remove all users from the Group Members grid.
Group Members	This grid displays users that are members of the note group.
Users	This grid displays all users in the note group, and the note options for the users. If you are in Update mode, you can change the note options. This grid includes the following columns: User ID/Portal User Name - This column displays the users in the note group. View Notes - Select the check box in this column for users that are allowed to view notes for the note group. Update Notes - Select the check box in this column for users that are allowed to update notes for the note group. Create Notes - Select the check box in this column for users that are allowed to create notes for the note group. Delete Notes - Select the check box in this column for users that are allowed to delete notes for the note group. User Type - This column displays the user type.