Notes Operational Manual

This feature will allow the system administrator to set-up a "notes facility" for any program so that end users can enter and access notes associated with any record accessed by the program.

The following note options are available to the user, to access notes right click anywhere on a canvas.

Notes
Query Notes
Personal Notes

Before user can make use of Notes, Query Notes and Personal Notes, the following administration must be in place.

Step 1 Define set of code structures {GCS2-8}
Step 2 Grant Access to users to use notes and set up restrictions. {SMNT-5}
Step 3 Create Notes, personal Notes and Query Notes (Right Click)

Activities within each Step

Maintain Note Categories {GCS2-8}
Maintain User Restrictions/Access {SMNT-5}
Maintain Communication Methods {GCS2-9}
Maintain Note Types {GCS2-10}
Define Note Codes and Reference Fields {GCS2-15}
Link Note Codes to Form and Block {GCS2-14}

Creating Notes

Step 1: Note Categories

The Note Categories will represent the different areas within the ITS Back Office System.

Category Codes starting with a "Z" are a system generated code, and my not be deleted.

User can not create a code starting with a "Z" neither.

When a restriction/exception code needs to be linked to a user for notes a specific Note Category Code.

The category codes linked to the System Indicator matching the parameter "Maintain User Restriction" option is called with, only these will be listed in the LOV for the user.

The note category 'ZPDN' is a ITS defined category called Public Domain Notes and cannot be restricted. This category must specifically be used when notes are created that must print on the Student Debtor statements and Accounts Receivable Debtor statements. Only notes linked to this category will print on statements.

Example(s):

Step 2: Maintain Communication Methods

Communication Method will represent the different methods to communicate a noted action that must take place.
For Example:

eMail
Letter
Telephonically

Methods starting with "Z" may not be deleted or updated for they are system generated methods.
a User can not create a code starting with "Z".
Example(s):

Example of ..Communication Methods gcs2-9

Step 3: Note Types

In this option the user will create different Note Types and link them to the correct Note Category Code.
Thru this connection the user can create different types/topics of notes for a specific system area (Note Category).

Example(s):

Step 4: Define Note codes and Reference Fields

This option allow a user to define a specific 'key' as to how records will be extracted.

In the first block the user defines an unique code to identify the 'key'.
Please note that codes starting with 'ITS' are system generated codes and may not be updated or removed.
User can also not create a code starting with 'ITS'

In the second block the user must define at least one prompt for this Note Code.
The LOV on the 'Prompt' field will help the user to select the correct Object/Synonym

Example(s):

Step 5: Link Note Code to Form and Block

In this two block option the user will link all the Note Codes to a selected form and block combination. Enabling the user to create notes on a specific application (menu option) for one ore more different Note Code (keys).

In block 1, the user must specify for which application (program) Note Codes must be linked to.
There are two methods to use to determine the application (program) name for the specific menu option you want to enable the note functionality.

The first one is to get the program name from the top left corner of the option you are in. For example to show how the user can find the program: User is in on PBOP-1. On screen print below the program name is ensorcelled in red

The second method is to make use of the LOV on the 'Program' field. The information on the LOV will guide the user to select the correct program name. User can search on the menu name on the LOV:

Example(s): Block 1 Program

From the previous screen we selected p01app.fmb as the program, you will be able to link that program to certain blocks, see on the example below how its linked.
You will also note on this block, the users whom will be able to view, and those that will be able to update.

The View/Update Action button allow the user to define if any notes linked to this Note Code are allowed to be Updated or may only be Viewed. If the 'View' button is selected, the user will be able to view all the notes, but will be unable to Edit the existing note or create a new note on this note code.

If the 'Update' button is selected, the user will be able to view/update existing notes and create new notes on this note code.

Example(s): Block 2 Link Note Code to Form and Block

Step 6: After creating the following:

Note Category
Communication Methods
Note Types
Defined cote codes and reference fields
Linked note codes to forms and blocks

We need access to these options, to see if you have access you can query a student on SNAPPA-3 right click and the following should be available.

Notes
Query Notes
Personnel Notes, if not then you need access.

There are thee restriction/exclusive codes for Notes.
User can manage the access and or restriction of Notes via the following menu's for the different sub-systems:

Menu	Option	System Code	Description
CLCS	21	l	CLUB SYSTEM
CMEM	23	c	MEAL SYSTEM
CMNT	4	g	COMMITTEE SYSTEM
FCSM	4	f	FINANCIAL MANAGEMENT SYSTEMS
GCS	11	g	GENERAL SYSTEM
HCS	11	e	HEALTH SYSTEM
KMNT	1	k	CONTACT MANAGEMENT SYSTEM
MISMNT	2	m	MANAGEMENT INFORMATION SYSTEM
PAMT	1	p	PERSONNEL SYSTEMS
SMNT	5	i	STUDENT SYSTEMS
SPMNT	3	s	SPACE INVENTORY SYSTEM
STMNT	7	r	SAPSE REPORTS

The same program, g2aapp.fmb are linked to all above menu's. If a sub system is not being catered for in above mentioned system's, the user can not just link program g2aapp.fmb to a new menu. This program works according to the "System Code" indicator as defined in the Parameter field in the different menu instructions. The different Access/Restriction/Exclusive codes are ITS defined and are linked to the correct system code. a User can not alter these codes or link them to other system codes. The three Note restriction/access/exclusive codes are %NTC, %NTS and %NTE. The "%" in front of the codes will be replaced by the System Code as per defined table above. Just take note that the Student codes are SMNT, SNTC and SNTE and for the Space Inventory System IMNT, INTC and INTE.
The note category 'ZPDN' is a ITS category called Public Domain Notes and cannot be restricted. This category must specifically be used when notes are created that must print on the Student Debtor and Account Receivable Debtor Statements. Only notes linked to this category will print on statements.

Example(s): User Restrictions - SNTE

An Exclusive access to a Note Category can be linked to a user if the use of that Note Category is for his/her exclusive use. Once a Note Category is linked to code %NTE, no other user can be restricted to that Category via %NTC. Another user may only be linked to that Category in Exclusive mode.

This code allows users to access and view notes.

Example(s): User Restrictions - SNTC

Because all users, that are not restricted via restriction code %NTS to use notes, have access to all notes, users can be restricted to certain Note Categories only. This can be done by linking the user to restriction code %NTC and the specific Note category he/she is restricted to. Once a user is linked to a Note Category via %NTC, he/she can make only use of these Note Categories.

Example(s): User Restrictions - SNTS

All users has by default access to Notes , Query Notes and Personal Notes. If for some reason a user may not make use of this functionality, the option exist to restrict user by linking the user to Note restriction code %NTS. This exclude the use of Personal Notes.

Creating a Note

Proceed to SNAPPA-3, query any student and right click,
As can be seen the options are available for:

Notes
Query Notes
Personnel Notes

Select Notes:

Example(s): Creating a Note.

Select Notes: the Notes Screen appears.

To add a note click on "Add Note" in the and the Notes Maintenance Screen will appear. Remember that only Note Types linked to this program will be available.

The LOV on Note Type Code will list all the Note Types for all the Note Categories the user as access to. If user may only user Note Types linked to Note Categories restricted to this user via %NTC, then only those codes will be listed. If there are no restrictions, all Note Types can be used.

Direction indicate if this notification was received in or out bound.

Create a note in this screen and save. Once the user exit this option and return to the main note screen, a query will be performed and the latest new note will be the first note on the list.

Editing a Note.

An existing note can be amended via the 'Edit Note' function. Please take note that the original note will never be updated. The amendments will be saved by User name and the date the note was changed.

As you can see the original note entry stays intact. The amendment note is stored in another field.
If a user wants to cancel a note, change the Note Status to 'Cancelled'

When the user returns to the main Note screen, the amended note will also be visible, as well as the user that did the change and the date the amendment was done.
The Student Preferred Name/ Full Name and Surname will display on the first line (This is ONLY for Notes from {GCS2-8} where System - I Student Systems)

Note Reminder.

Functionality exist where by a user can send an e-mail reminder on a specific note to a selected user, group or email outside of the instituion.

To create Groups for the email a user selects menu option {REQC-6}.
To Link personnel to this group a user will select {GCS2-19}.

This can be done in the Notes Reminders - screen by selecting the 'Reminder' button

The user can specify the reminder heading as well as a reminder note.
The user to who is sending the mail. Selected from a LOV in the 'User' field. The LOV will only list active in-service personnel members.

Recipients:

Type

User Select a specific user that the reminder should be mailed to.
Group Select group if there is more than one personnel member to receive this mail.
Email Select email if you would like to send this reminder to an outside email address. (Other than the institution you are working at).

The actual e-mail reminder will not be send on committing of the reminder record. There are two ways that the user can handle this:

Sending E-mail Manually {GOPS-23 : Send Notes Reminder Mail}

This is a report a user can run at any time to start the e-mailing process for certain selection criteria.

The LOV on the E-mail address Type will list only Address Types where the type is defined as a type e-mail. The mail will be send to this selected e-mail address, if this address is specified for the personnel. If the mail address type do not exists for a person, the mail will not be send.

All mail where the Date/Time of the reminder fall between the 'From Date' and 'To Date' will be selected.

If the user select Trail Mode = Yes, only a report will be produced to list all the possible e-mail reminders that will be send, but the actual mail will not be send.
On specifying the Trail Mode as No, a report will be produced and the e-mail will be send.

The user receives the following mail message.

The actual message will be:

Once the mail reminder was send to the selected user, the reminder note will be marked as send:

Sending E-mail Automatically {BATCH-9 : Background Processes}

This option will send notes reminder e-mail ever x minutes automatically for a specific date as specified by the user.

Go down to the 'gen.gr5pkg.Send_Reminder;' procedure. Specify the 'Interval' in minutes when the mail must be send.
Change the 'Status' to Running.

This option will send all reminder notes for system date to the selected users. It will automatically sent to the person's primary active e-mail address.

Once the mail was successfully sent , the reminder note will be marked as per the above manual option.

QUERY NOTES

One can query notes on any screen even the 'Integrator Entry Screen'
Just right click any where on the canvas and select 'Query Notes' . Once again this will only be possible if a user is not restricted to use notes via %SNTS.

The following screen will appear:

Example:

Mark the Note Code you want to query on in the top left block, Note Codes.

User has two option to query.

Click 'Search' under the 'Objects for Selected Note Codes' block:

Example:

The prompts are the reference fields linked to the clicked Note Code as defined on GCS2-15B2. The Student Preferred Name/ Full Name and Surname will display on the first line (This is ONLY for Notes from {GCS2-8} where System - I Student Systems)

On selecting the 'Search' button the user will be navigated to the main notes screen:

Example:

The user can also specify a value for the prompt and search, in this case, for a note on a specific student number. Number 210050670.
Only notes for that specific student will then be queried:

The other method is to make use of the 'Query on Note Number'. This allow a user to query on a specific note number.
A LOV will list all existing notes and their auto generated note numbers.

Example:

By pressing the 'Query Note' button, the actual not will be displayed. Note that this is a query only and the user are note allowed to amend the note.

Example:

Personal Notes

The functionality to create personal notes also exists for all users. There are no restrictions on Personal Notes.

The difference between Personal Notes and other notes is that the actual note is stored against the USER and not against an entity as defined on the Note Code Reference Fields.

All the same functionalities exists for Personal Notes as for other Notes. Add, Edit and create Reminder Notes are allowed on a Personal Note.

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
11-Jan-2007	v01.0.0.0	Charlene van der Schyff	t12345	New manual format.
18-MAY-2007	v01.0.0.0	Melanie Zeelie	f139024	Add restriction SNTE.
07-Apr-2008	v01.0.0.0	Melanie Zeelie	144697	Correct image - see 140950.
05-Mar-2009	v01.0.0.0	Charlene van der Schyff	t155786	Whilst training the consultants I noticed that the screens have changed tremendously and yet the manuals where not updated. Updated the manual with A) Added more detail to each option. B) Inserted the correct images. C) Added more detail to the restrictions. D) Added further details concerning "Query Notes" and the "Notes Reminder"
05-May-2010	v02.0.0.0	Frans Pelser	t161069	Add reference to the Note Reminders - screen
20-Aug-2010	v02.0.0.1	Christel van Staden	t160866	New note category 'ZPDN'
26-Mar-2013	v02.0.0.2	Bea Swart	t187336	Student Name and Surname display on Notes, ONLY for Student System
03-Jun-2019	v03.0.0.0	Ndivhanga Mushando	t237380	Updating Manual Images
20-Mar-2019	v04.1.0.0	Oscar Marandela	T237380	Manual Proof reading