Note Type Maintenance

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

Purpose

Set up note types for note groups.

Overview

Use Note Type Maintenance to set up types of notes. Every note must be associated with a note group and note type combination. A note group determines what users or user groups have access to notes in the group and what kind of access (View, Update, Create, or Delete). A note type is a categorization tool so that you can view all notes within a categorization.

Before setting up note groups, determine what security you want to have for notes. For example, if accounting notes are not allowed to be seen by sales people, then you might have a separate note group for accounting personnel, with note types of Credit, Collection, etc. A note type can then be selected when notes are created in Notes Entry.

Note By default, there is a DEFAULT note type for each note group.

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

Creating a New Note Type

To define a new note type:

Click the New button in the ribbon.
Enter a note group in the Notes Group field.
Enter a name for the note type in the Notes Type field.
Enter a description of the note type in the Description field.
Click the OK button in the ribbon. The note type is created.

Updating a Note Type

To update a note type:

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

Deleting a Note Type

To delete a note type:

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

Note A note type cannot be deleted if it has been used for a note.

Viewing Note Groups and Note Types

You can display all note groups and note types in the Selected Notes Group and Types grid, or you can display a specific note group and note type. If you want to display a specific note group and/or note type, clear the All Notes Group and/or All Notes Type check boxes, enter the note group and/or note type, and click the Show Data button in the ribbon.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Note Type Maintenance window.
New	Click this button to create a new note type. This button is only available if the Main tab is displayed.
Update	Click this button to update the selected note type. This button is only available if the Main tab is displayed.
Delete	Click this button to delete the selected note type. This button is only available if the Main tab is displayed.
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.
Show Data	Click this button to refresh notes group and type data in the Selected Notes Groups and Types grid. This button is only available if the Inquiry tab is displayed.
First	Click this button to display the first note type. This button is only available if the Main tab is displayed.
Prev	Click this button to display the previous note type. This button is only available if the Main tab is displayed.
Next	Click this button to display the next note type. This button is only available if the Main tab is displayed.
Last	Click this button to display the last note type. This button is only available if the Main tab is displayed.

Fields and Buttons

Field or Button	Description
Notes Group	Enter a note group, or click the Lookup button to select an existing note group. For information on setting up note groups, see Note Group Maintenance.
Notes Type	Enter a name for the note type, or click the Lookup button to select an existing note type.

Main Tab Fields and Buttons

Field or Button	Description
Description	Enter a description of the note type.

Inquiry Tab Fields and Buttons

Note This tab is disabled if you are creating, editing, or deleting a note type.

Field or Button	Description
All Notes Group	Select this check box to display note types for all note groups. This check box is selected by default. If you want to only display note types for a single note group, clear this check box, then enter the note group, or click the Lookup button to select a note group.
All Notes Type	Select this check box to display all note types. This check box is selected by default. If you want to only display a single note type, clear this check box, then enter the note type, or click the Lookup button to select a note type.
Selected Notes Groups and Types	This grid displays notes types based on the selected filter criteria after you click the Show Data button in the ribbon. Double-click a note type to select it and display information for it on the Main tab. This grid includes the following columns: Notes Group - This column displays the name of the note group for each note type. Notes Group Description - This column displays the description of the note group for each note type. Notes Type - This column displays the name of each note type. Notes Type Description - This column displays the description of each note type.