Locking notes can ensure your records provide an accurate audit trail of correspondence, client data and workflow.

Furthermore, if your incoming and/or outgoing emails to clients are stored within the Document Library, you will want to ensure that your Notes are an accurate record of emails sent and received.  This is where locking your Document Notes can be very helpful. This will prevent other Users from editing your Notes, ensuring you have an accurate record. If you do not have the ability to lock these Notes in your user account you will need to request that capability from your Xplan Site Administrator.

Notes can be accessed in two ways.

Option 1 – Accessing Notes via Document Library

Firstly, if you wish to view all of your Notes you can go to Xplan > Document Library.

If you are creating a new Note, select ‘add’ on the right hand side of the screen, and the Note editor will be displayed.

Enter your Note details.

Tip: To make it easier to find Notes at a later date, utilise the Type and Date fields. It can also be extremely beneficial to use consistent Subject names.  Ie. All Notes relating to client reviews have the same standard naming e.g. Client Name – Client Review Meeting – Date of Meeting

Select the ‘Lock Note on Save’ button.

Note: You must have the relevant capabilities to be able to lock and unlock Notes.

The two required capabilities are 1) Lock Client Document Notes, and 2) Unlock Client Document Notes.

In addition you will require other capabilities for viewing and editing Notes.

Tip: You can also utilise the Document Edit Privilege box to restrict who can view and edit Notes.

Save your note once you have finished creating it.

There may be times when you wish to lock multiple notes at once.

To do this apply your filter and search requirements.

Then you can either select all Notes as shown in the picture below, or manually select the Notes you wish to modify.

Then select the dropdown box, and select ‘Unlock’ or ‘Lock’ – depending on your requirement.

Option 2 – Access Notes via Client Focus

Alternatively, you can also access them through Client Focus.

Search and select the client you wish to view, then access ‘Notes’ from the Client Menu.

If you access Notes via a client entity, you will only see Notes attached to that client, and their related entities.

The remaining steps for creating your Note and using the Lock Note functionality are the same as outlined in Option 1.

Tip for Editing Notes: In addition to permanently locking Notes, you can also temporarily lock a Note to ensure other Users cannot edit it while you are. To do this, select the ‘Not Checked Out’ Box; this will check out the Note making it read-only to other Users.

For further information and assistance with Notes, refer to the Xplan Online Help menu.