Overview
Adding notes to the file allows users to log important details needed during the transaction. Associating a note to a document is beneficial to provide more details about the document. Sending emails from the file will automatically attach the email and any replies on the Notes tab of the file, which is useful to track correspondence occurring throughout the transaction.
This demonstrates adding notes to files, emailing notes from files, and associating notes to things like actions and curatives on a file.
Adding a New Note to the File
Notes
- Click the Attach Note to Current File icon or navigate to the Notes tab and click New.
The Note panel will open. Fields in bold on the panel are required.
- If note tags are being used, set the Tag type for the note.
- NOTE: This dropdown is only visible when the office option for Notes: Create and Manage Tags has been enabled.
- Enter a Subject. This is a required field to create a note. If the note gets sent as an email, this will be used as the email’s subject.
- Type the body in the Note.
- Click Spell Check to run a spell check on the text.
- Check Internal Only if the note should not be visible on the website.
- If Expedite is checked, it will fire an action trigger, which can be used to create an action on the file.
- NOTE: This check box is only visible when the office option for Notes: Enabled Expedited Notes has been enabled.
- If the note should be associated with an action, select the appropriate action in the Associate with Action dropdown.
- If the note should be saved to the file and not be sent as an email, click Save/Close.
- To send this note at a later time, highlight it and click Send.
- NOTE: This check box is only visible when the office option for Notes: Enabled Expedited Notes has been enabled.
- Confirm the note was attached to the file.
Associating a Note to a Document
Notes
- Highlight a note click Associate.
The Associate Note With screen will appear:
- Set the Item Type to Document.
- Set the Item to the document that should be associated with the selected note.
- Click OK.
- Navigate to the Documents tab.
- Find the document and confirm the Notes column shows that the note is associated with the document.
Send a Note as an Email
Notes
- Click the Attach Note to Current File icon or navigate to the Notes tab and click New.
The Note panel will open. See the descriptions above for more information about the fields.
- Enter a Subject. This will be used as the email’s subject.
- Type the body in the Note.
- Click Save/Send button to save the note and continue on to generate the outgoing email.
The Send Information panel will open. Fields in bold on the panel (below) are required.
- The Subject will already be populated with the note’s subject and is not editable.
- Check Include Property if the property address should be in the subject.
- Enable the office option for Notes: Auto-Check ‘Include Property’ Subject Option to default this box to being checked.
- Check Include Transactee if the transactee’s name should be in the subject.
- Enable the office option for Notes: Auto-Check ‘Include Transactee’ Subject Option to default this box to being checked.
- Check Include Client’s File # if the client’s file number, which is on the General tab, should be in the subject.
- Enable the office option for Notes: Auto-Check ‘Include Client’s File #’ Subject Option to default this box to being checked.
- Attach documents to the email by clicking Add Doc in the Attachments section.
- Set the Reply To field to determine to whom the replies will be sent.
- Sending User’s Email Address: This option will direct any replies to the Internal Email address of the user sending the email.
- Sending User’s “Reply To” Email Address: This option will direct any replies to the External Email address of the user sending the email.
- Internet Orders Email Address: This option will direct any replies to the Internet Orders Email address of the office where the file is held.
- Team: This option will direct any replies to the email address for the selected team.
- Team group: These options will direct any replies to the team used on the file for the selected team group.
- The Note will already be populated with the note’s body and is not editable.
- Select at least one recipient from the Sent To options.
- Click Send. This will generate the outgoing email.
- Confirm the note/email is displayed on the Notes tab of the file.
