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Home > Guides > User Guide > Managing Applicants > Notes

Notes

Page Location: Applicant File > Notes

This page was updated as part of the 8.0 release.  Review the Release Notes for details on the change.


Based on Group Security settings, users can add, edit or delete non-system generated notes.  Routing, Interview and Offer Approval notes cannot be deleted.

The Notes Page tracks in-depth notes and tasks for an applicant. Click Print to see all notes in a list.  Records can be added to this page many different ways. For this overview, the focus will be on the last option. 
  1. A note is included with the routing email.
  2. A note is included with the interview request email.
  3. A note is included with the offer email.
  4. A note is added by the applicant during the application process or via the Self Service module .
  5. A note is added by an agent when submitting an applicant.
  6. A note is added via the Inbox view.
  7. A note or task is added 'on the fly' via the To Do list.
  8. Notes are added manually via the Notes page. 

Summary View

Field/Column/Option  Purpose 
Add new Record Click this link to add a new note to the applicant.
    Click this icon to edit or view the current note.
  Note Date Displays the date specified as the creation date.
  Author Displays the user ID of the author of the note.  

If the note was added by the applicant, the author will display ONLINE.
If the note was added by an agent, the author will display VP.
Follow Up Date The note detail has an option to create a to-do item.  If a date is entered in this field, on that date the task will appear on the Home page as an outstanding item and the task will be present on the To-Do list for the user assigned.
Details Displays the Note Type assigned to this note.  If the user hovers over the name of the note type, the full note will display in a pop-up window.  Press the 'X' in the corner of the note to go back to the summary view.
    Click this link to remove the note from the applicant. 
Show Routing Notes This option is based on the User Security assigned.  The note cannot be edited and cannot be removed.

Check this box to display all the notes associated with the various routing emails. Only the requisitions for which notes were included (either sending out the routing or responding to the routing) will be included in the list. 

NOTE:  The Details column will read Route Note.  Hover over the words to see the routing note.  The format of the note will be as follows:

Sent To: User Name
Req: Req Code and Title associated with the routing
Note
-----------------------------------
Response from the user
Show Interview Notes This option is based on the User Security assigned. The note cannot be edited and cannot be removed.

Check this box to display all the notes associated with the various interview emails.  Only the requisitions for which notes were included (either sending out the offer or responding) will be included in the list. 

NOTE:  The Details column will read Interview Note.  Hover over the words to see the interview note.  The format of the note will be as follows:

Sent To: User Name
Req: Req Code and Title associated with the routing
Note
-----------------------------------
Response from the user
Show Offer Notes This option is based on the User Security assigned. The note cannot be edited and cannot be removed.

Check this box to display all the notes associated with the various offer emails. Only the requisitions for which notes were included (either sending out the offer or responding) will be included in the list. 

NOTE:  The Details column will read Offer Approval Note.  Hover over the words to see the offer approval note.  The format of the note will be as follows:

Sent To: User Name
Req: Req Code and Title associated with the routing
Note
-----------------------------------
Response from the user

 

Adding Notes

Upon pressing 'Add New Record' the page will prompt the user for a few key items. 

Field  Purpose  Required 
Note Type The note type categorizes the notes on the page for reporting purposes. Yes
Note Date     Defaults to today's date but can be updated if necessary. Yes
Requisition If this note is specific to a requisition, select which requisition from the drop-down list.  
Note Enter in the details of the note to be stored with the requisition.

NOTE: Note templates can be established to make the creation of notes with the same wording easy and quick to add.  If note templates are already created, right-click on the note box for a list of the template available for selection.  Once selected, the content will be added to the screen and can be modified.
Yes
Email this note to... If this note should be emailed to another user of the system, highlight the user in the list.  Upon saving the note, the user will be emailed the details included with the note.  
  Include Attachment(s)    If the system is triggering an email and there are any system attachments OR attachments connected to this applicant record which should be included, highlight them in the list. 

NOTE: The attachments must be part of the standard attachments OR the applicant's record before they can be attached to the email.
 
Follow Up Date If the system should create a future task, enter a date which will act as the Due Date. Yes
Follow-up Task Enter the details of any follow-up which should be done related to this note.  This information will be found on the 'My To-Do's' page.  
 

Editing Notes

Press the   icon to review the details behind the note. 

Field  Purpose 
Note Type Note category assigned.  This can be updated, if needed.
Note Date     Date the note was entered.  This can be updated, if needed.
Follow Up Date Date specified as the task due date.  This can be updated, if needed.
Requisition Displays the requisition for which this note is related.
Note Note entered.  This can be updated if needed.
Emailed To Displays the names of the users who were emailed when the note was created.
Email Somebody Else Click this link to email other users the same, or updated, note.
  User List Highlight the users on the list which appears and press the Send button to trigger the email.
Attachments Displays the name of the attachments send out with the original note.
 



See also