Adding a Predefined Note Code

To add a Predefined Note, complete the following steps:

1. From the Configuration section>System card, select the icon for the Predefined Note screen.
2. Enter a Code to identify this note, and a Description for the label.

   The longer description for this predefined note.

   The short, alphanumeric name or abbreviation for this predefined note.

3. Enter the Organization Unit that has access to this note option. The structure levels and labels that display are determined by your corporate configuration.

   Select the appropriate code for this field. The number of organization unit levels available and the organization unit names displayed depend upon the corporate structure.

4. In the Active field, set this value to Yes if the note should be available to users.

   Indicates whether this predefined note is currently being used in the system and can be assigned (Yes/No).

5. The Text Editable field determines whether the user can add, edit or delete the text of the message.

   Indicates whether users have the option of editing the predefined note text when the note is assigned to a transaction (Yes/No).

   • When this value is set to Yes, the user is able to add information to the text field or edit the text when it is assigned to an employee.
   • When this value is set to No, the text that is entered in the field from this screen is not editable, and it will display for all employees assigned this note.
6. The Pay Period Note field determines whether this note should be available when using the Add Pay Period Note action option in the employee record.

   Indicates whether this predefined note is available in field look up tables when adding a pay period note to an employee record (Yes/No).

   • When this value is set to Yes, this note appears in the Field Look Up Values and can be assigned.
   • When this value is set to No, this note is not available in the Field Look Up Values for Add Pay Period Note and cannot be assigned through that screen.
7. The Transaction Note field determines whether this note should be available on the Notes tab when adding or editing a calendar, clocking, or adjustment transaction in the employee record.

   Indicates whether this predefined note is available in field look up tables when adding a note to an employee transaction, such as a calendar, clocking, or adjustment (Yes/No).

   • When this value is set to Yes, this note appears in the Field Look Up Values and can be assigned from the Notes tab when adding/editing a calendar, clocking or adjustment.
   • When this value is set to No, this note is not available in the Field Look Up Values for the transaction screens and cannot be assigned through that screen.
8. The Schedule Note field determines whether this note should be available on the Schedule Notes screen, the ActiveRoster application, and the Recalculate Staffing Needs screen in the Schedule Tools section of the Schedule screen.

   Indicates whether this predefined note is available in field look up tables when using the Add Schedule Note or Recalculate Staffing Needs features in the Schedule grid, or from ActiveRoster (Yes/No).

   • When this value is set to Yes, this note appears in the Field Look Up Values and can be assigned from the Schedule Notes screen.
   • When this value is set to No, this note is not available in the Field Look Up Values in the Schedule Notes screen and cannot be assigned through that screen.
9. Enter the message of the note in the Text field. This message is displayed in the record of employees who are assigned this note. Depending on the setting of the Text Editable field, this field may/may not be editable when this predefined note is assigned to an employee.

   Indicates whether users have the option of editing the predefined note text when the note is assigned to a transaction (Yes/No).

   The information that is displayed when this note is attached. Hint: Use Regular Expressions when searching for a key word in the Text.

   For more information, see the documentation on Using Regular Expressions for Searching.