Managing Project Notes

To add a note to a project, do the following:

1. Open Dashboard, click Application Links on the navigation panel, and then click Projects under Workstream.
2. Do one of the following to display the Project Master Note window:
   • Open a route sheet and select Project Notes > Add Project Note on the route sheet toolbar.
   • Open a project, click Notes in the navigation panel, and click New.
   • Select Project Notes > Add Project Note from the Project Notes pane.

   Note: To open the Project Notes pane, select Project Notes in the Show/Hide section of the Views ribbon.

3. Select the note type for the active note:
   • Review. Retention for this type is Purge. The note is automatically purged when the project is rolled forward.
   • Preparer. Retention for this type is Save. The note is retained until you delete it and is carried forward to the next year.
   • Note for Next Period. Retention for this type is Carry forward one period. The note is retained until you delete it and is carried forward one period only.
   • Missing Item. Retention for this type is Shred. The note is purged automatically when the return is rolled forward.
4. Enter a subject to identify or describe your note or accept the system default subject. The subject displays in the Notes Pane grid.
5. Enter text for your note. If you exceed the length of the Note box, scroll bars are provided. You can enter up to 4,000 characters. If needed, you can paste a URL to create a hyperlink to an Internet location.
6. Enter any additional information.

Option	Description
Assign to	Select the staff to assign the note to. Enter text in the box to display the top search results. As you type, you will see matching items from the most recent search results, with the first matching item highlighted and listed first in the grid. A search phrase of up to three words lists all search results that contain the search phrase. For example, the search phrase Jon Tyler can list Jonathan Tyler or Tyler Jones in the search results. You can do the following to select an item: Press Enter to select the highlighted item in the grid. Move from the text box to select the highlighted item in the grid. For example, press Tab, or select another field or button. Click a record in the grid. Select the grid, use the up or down arrow key to select an item, and press Enter.
Requires resolution and Clear	Require some action to occur before the note can be cleared. For more information about the Clear option, see the following section, ClearingNotes. The Requires resolution option is not available for the Note to next year type.

7. Click OK.. Your user name, the note creation date and time, and other detail about the note displays in the Notes Pane grid.
8. Click Save.

You can edit the original text of a note provided the status has not changed.

To edit an existing note in an open project, do the following:

1. Open Dashboard, click Application Links on the navigation panel, and then click Projects under Workstream.
2. Select a project in a view.
3. Select a note in the Notes Pane and click Open. You can also right-click the note in the grid and select Open from the menu.

Note: If the Notes Pane is not displayed, do one of the following to display the Project Template Notes Pane:

• Open a route sheet and select Project Notes > Notes Pane on the route sheet toolbar.
• Select Project Notes in the Show/Hide section of the Views ribbon.

4. Make any necessary changes on the Project Note window.

Notes:

• You can paste a URL to create a hyperlink to an Internet location.
• You can select Requires resolution provided the note has an uncleared status.
5. If you opened the note by selecting Project Notes, you can click Previous or Next to navigate backwards or forwards to other notes in the project template.
6. Click OK..

You can clear notes created by other staff. Clearing a note indicates it is resolved.

To clear a note in an open project, do the following:

1. Open Dashboard, click Application Links on the navigation panel, and then click Projects under Workstream.
2. Select a project in a view.
3. Select an item in the Notes Pane and click Open. You can also right-click the item in the grid and select Open from the menu.

Note: If the Notes Pane is not displayed, do one of the following to display the Project Notes Pane:

• Open a route sheet and select Project Notes > Notes Pane on the route sheet toolbar.
• Select Project Notes in the Show/Hide section of the Views ribbon.

4. Select a note in the grid and click Open. You can also right-click the item in the grid and select Open from the menu.

Note: You can also right-click the note in the Notes Pane and select Clear if you do not need to open the Project Template Note window.

5. Select Clear to change the note status to cleared and deactivate the Requires resolution box.
6. Click OK.

You can delete notes that you created and saved, and notes created and saved by other staff.

To delete one or multiple notes from the Notes Pane, do the following:

1. Open Dashboard, click Application Links on the navigation panel, and then click Projects under Workstream.
2. Select a project in a view.
3. Select one or more notes in the Notes Pane to delete.

Note: If the Notes Pane is not displayed, do one of the following to display the Project Template Notes Pane:

• Open a route sheet and select Project Notes > Notes Pane on the route sheet toolbar.
• Select Project Notes in the Show/Hide section of the Views ribbon.

4. Click Delete.
5. Click Delete again.