The following table describes the order and process of implementing and using Notes.
Browse Button Click this button to navigate to the file location.
Attachment Details Window
Field Field Type Description
Update Button Click this button to create a new attachment to the note.
Restore Button Click this button to refresh the window and revert back to the original values.
Description Text Field Enter a text message to be attached. Add Existing
File
Option Button Select the option button to attached file from the file repository.
Text Option Button Select the option button to update the text attachment. File Option Button Select the option button to update the file name that is
attached.
Relate To Window
Field Field Type Description
Update Button Click this button to save your information.
Restore Button Click this button to refresh the window and revert back to the original values.
Type Drop-down Use the drop-down list to select from a list the source object type.
Add Attachment Window
Notes Process
Steps Description Required Performed By
Set up Note Types You can use either the seeded types or create additional customized types.
Yes Implementor Map Note Types to a
Source Mapping notes limits the visible note types forthat source to the defined subset of note types. Yes Implementor Set up the Source Object
Code and Context
When you define a new document, you must associate Notes usage to the new document.
Yes Implementor Set up System Profile
Options Set up system profile options specific to yourimplementation needs. Yes Implementor
Search for a Note Find a note. Optional End User
Create a Note Create a note. Optional End User
Add an Attachment to a Note
You can add different types of attachments to a note.
This CRM Application Foundation documentation reflects the recent expansion of some of the CRM Application modules to include HTML based functionalities. Certain CRM Application modules are available either through an Oracle Forms interface, or through an HTML browser user interface. The Calendar, Notes, and Tasks modules can be accessed through a single, integrated HTML interface. In these cases, the functionality is similar or duplicated, in both the HTML and Forms versions of the software. Other CRM Application modules have added new functionality that is strictly HTML based. For example, the Lookup Tool in the Territory Manager module can only be accessed through a HTML browser. Ensure that you are viewing the correct information for your software.
This topic group provides process-oriented, task-based procedures for using the application to perform essential business tasks. This section covers the following topics:
■ Getting Started ■ Searching for a Note ■ Creating a Note ■ Adding an Attachment ■ Viewing Existing Attachments ■ Creating Note Text
■ Using the Relate To Function
Getting Started
1. Logging into Notes
2. Using the Quick Find Search
3. Using the Notes Summary Window
4. Viewing All Notes
5. Viewing Note Details
6. Searching for a Note
7. Creating a Note
8. Adding an Attachment
9. Viewing Existing Attachments
10. Creating Note Text
11. Using the Relate To Function
Logging into Notes
There are several ways to access Notes. It can be run as a standalone module but typically users access Notes from other calling applications. Most applications use Notes, but in HTML you can access Notes through HTML Tasks Manager or the Calendar module from a link on the main navigation bar.
Each module should have an individual login and display a Note tab upon access. Perform the following steps to log into Notes.
Prerequisites
You must be an employee type resource.
Steps
1. Navigate to one of the listed modules.
2. Enter your user ID.
3. Enter your password and click Go.
4. Click the Notes tab.
Using the Quick Find Search
Use the quick find search to find your appointments, tasks, and notes. Perform the following steps to execute a search.
Prerequisites
NoneSteps
1. Using the Quick Find drop-down list, select search criteria:
■ Appointment
■ Task
■ Notes
2. Enter a keyword or character for the search (at least three characters). To search for all groups, enter "%%%" and click Go.
The Search Results window opens.
3. Click any item to display the details.
Using the Notes Summary Window
Use the Notes Summary to:
■ View a list of all your notes ■ Update notes
■ Create a new note
■ Select to display another saved search ■ Display note details
The information in the Note Summary is the result of your default search query. Perform the following steps to view the Note Summary window.
Note: Use the First, Previous, Next, and Last links at the bottom of the window to view all of your existing notes.
Prerequisites
You must be the owner, assignee, or have been granted access to a note in order to view it.
Steps
1. Click Notes on the main navigation bar.
The Note Summary window opens with a list of your editable Notes.
2. To view a previously saved search, select it from the Saved Searches drop-down list and click Go.
3. Click the note name hyperlink to view the note’s details. The saved search appears in the window.
4. Click the paperclip icon in the Attachments column to add or update an attachment.
Viewing All Notes
You can view a list of all notes. Perform the following steps to see the All Notes View window.
Prerequisites
You must be the owner, assignee, or have been granted access to a note in order to view it.
Steps
1. Click Notes on the main navigation bar.
The Note Summary window opens with a list of your editable Notes.
Note: If you are running Notes integrated with Sales Online (OSO), the Notes Summary and Create Notes windows are combined together onto one page.
Note: Use the First, Previous, Next, and Last links at the bottom of the window to view all of your existing notes.
2. Click All Notes on the Summary window.
The View All Notes window opens with a list of your Notes.
3. Click the Note icon to open the Note Details window.
Viewing Note Details
Use the Note Details window to update a note. Perform the following steps to view the details of a specific note.
Prerequisites
A note must already exist.
Steps
1. Click Notes on the main navigation bar. The Notes Summary window opens.
2. Click the note name to view more information about the note.
Searching for a Note
Find notes by performing a search for source number, owner, date, or note type. Perform the following procedure to find an existing note.
Prerequisites
You must be the owner, assignee, or have been granted access to a note in order to view it.
Note: Click the source number or name to drill down on the details of the record.
Note: When a note is associated with an appointment, the note will only be visible in the context of that appointment. If you search for all notes, it will not display. To display notes with a source of appointment, use the Quick Find search.
Steps
1. Click Notes on the main navigation bar.
The Note Summary window opens with a list of your editable Notes.
2. Click Search in the Notes Summary window. The Notes Search window opens.
3. Enter your search criteria and click Search.
The Note Summary window opens with a list of your editable Notes.
Creating a Note
A note records descriptive information that is generated by users about business transactions so that it can be referenced. Perform the following steps to create a note.
Prerequisites
NoneSteps
1. Click Notes on the main navigation bar.
The Note Summary window opens with a list of your editable Notes.
2. Click Create on the Summary window. The Create Note window opens.
3. Enter your required criteria. You must select:
■ Type from the drop-down menu ■ Enter text in the description field ■ Select a Status
4. Click More to open the large note where you can enter up to 4 GB of text.
Note: If you are running Notes integrated with Sales Online (OSO), the Notes Summary and Create Notes windows are combined together onto one page.
5. (Optional) Enter your criteria in the Relate To fields.
6. Click either Create, to create a single Note or click Create and Create Another to return to the Create Note window in order to create another note.
A confirmation appears that your note was created successfully.
Adding an Attachment
SeeCalendarfor information regarding Adding an Attachment.
Viewing Existing Attachments
SeeCalendarfor information regarding Viewing Existing Attachments.
Creating Note Text
A large note records up to four GB of text which is attached to your note. Perform the following steps to create a large note.
Prerequisites
You must be in the process of creating a note.
Steps
1. Navigate to the Create Note window and click More. The Large Note window opens.
2. Enter your text.
3. Click Save to attach the large note to your note.
A confirmation appears that your note was attached successfully.
Note: The attachment types Short Text and Long Text used in the form version of the Notes module are not available in HTML.
Using the Relate To Function
Note that are related to must be used to assign one or more business objects to Notes. A note may be created for a Task (the source) but it is also related to an employee. Perform the following steps to relate an activity to a note.
Prerequisites
You must first have created a note.
Steps
1. Navigate to the Note Details window. The Notes Details window opens.
2. Click Relate To.
The Relate To window opens.
3. Select the type from the drop-down menu.
4. Click Go in the Name column to open the List of Values Renderer. You can enter two wild cards to populate the fields.
5. Click the hyperlink name.
The Relate To window populates with the selected criteria.
6. Click Update.
Note: The Relate To drop-down is limited depending on which Oracle module is integrated with Notes.
This CRM Application Foundation documentation reflects the recent expansion of some of the CRM Application modules to include HTML based functionalities. Certain CRM Application modules are available either through an Oracle Forms interface, or through an HTML browser user interface. The Calendar, Notes, and Tasks modules can be accessed through a single, integrated HTML interface. In these cases, the functionality is similar or duplicated, in both the HTML and Forms versions of the software. Other CRM Application modules have added new functionality that is strictly HTML based. For example, the Lookup Tool in the Territory Manager module can only be accessed through a HTML browser. Ensure that you are viewing the correct information for your software.
This topic group provides process-oriented, task-based procedures for using the application to perform essential business tasks. This section covers the following topics: