Help - Guide for General Users - Notes

Background

Notes can be added to a matter, a matter's process, or to a task.  Note can contain any characters, and each may be up to about 40 pages long.  Notes can also be used as ticklers, emailed to others, prioritized and characterized, used to bill for time, and may have files attached to them.

When adding notes, the note will be stamped with the time and user entering the note.  These stamps may not be changed.  When listed, notes will be listed first by priority, and in reverse chronological order within each priority.

Viewing Notes

The Matter Summary, Process Tasks, and Task Update pages each will display the notes which apply it the page.  Notes will be displayed as follows:

• Added from a task:  the note will be displayed in the task, in the tasks' process, and in the matter list (see Note C in the example below).
• Added from a process:  the note will be displayed in the process task list, and in the matter list (see Note A below).
• Added from the Matter Summary:  the note will be displayed in the Matter Summary screen, an no where else (see Notes B and D in the example below).

  Matter	Process Tasks	Task Update
  - Note A - Note B - Note C - Note D	- Note A - Note C	- Note C

Note Type and Priority

Note types are defined by the NoteType category (see Admin - Categories).  Note types are typically used to sort or filter the notes included for reports to clients, vendor, and such.  The note type will be listed to the right of the note.

Priorities determine the font color which the note text will be displayed in.  High priority notes will be displayed in red, and grouped at the top of all note lists.  Low priority notes will be displayed in grey, and listed at the bottom of all note lists.

Billable Notes

Aspen Workflow notes can be used as a time and billing system.  Each time a note page is loaded, an counter begins counting in one-hundredths of an hour.  Clicking on the Billable link will toggle the display of the timer in the hours fields.  If you wish to over-ride the time, simply click on the Billable link and enter whatever you wish in the hours fields.  The billable checkbox indicates whether or not the time entry should be billed.

Reminders and Email

Notes can be used as a tickler system by entering a date in the reminder field.  On the reminder date, Aspen Workflow will email the note to the person who entered the note, as well as any other email addresses enter in the Email field. 

Each email address listed in the Email field will receive a copy of the note.  If there is no reminder date, the note will be emailed immediately.  If there is a reminder date, the email will be delivered on the reminder date.

Attachments

Any file may be attached to a note.  Enter the path to the file to be attached in the Attachment File field, or use Browse button to locate the file on your hard drive or network.  When the note is saved, a copy of the file will be uploaded to the Workflow server, and a link to the uploaded file will be displayed to the right of the note on note lists.

Keep in mind that the attachment is a copy of the file on your hard drive.  To change such a file, you must download it, modify the file, and re-attach it to the same note or to a new note.

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