What are notes:

Notes are found within a policy (6th tab along)  and allow you to leave “notes” on a specific case. It is a useful way of communicating about a policy or leaving yourself or others a note to refer back to. 

How notes works:

Click on the ‘Case’ tab.

1. Find the Case that you want to create the note against and click on the ‘View’ button.
2. Click on the ‘Notes’ tab.
3. Click the ‘Add Note’ button.
4. Write your note.
5. To share the note with the agent or client you should tick, ‘This Note Should be Visible to the Client‘.
6. If the note may affect underwriting in the future, you may tick the ‘This is a Renewal Note’ box. This makes it easier for staff to sort and process renewals (see ‘Using Renewal Notes’ below).
7. If you would like to upload a file as part of the note, then click on the ‘Upload a File’ link and select the file that you require. This file will be uploaded into the normal ‘Documents’ tab.
8. Click the ‘Add Note’ button, to save the note

Important notes (about notes):

• If you have shared the note with an agent or client, they will be sent an email notifying them that a note has been added to the case. If they respond to your note, you will be sent an email notifying you of the response.
• You may select the agent or client email addresses to be notified of the note, and also other email addresses if you want internal staff to be notified as well.
• If you make a mistake you should delete the note and then create a new one.
• You can only delete your own notes.
• Administrators can delete any user’s notes.

Using Renewal Notes

• When adding a note you may optionally tick the ‘This is a Renewal Note’ box.
• Renewal notes differ from normal notes in that in addition to appearing in the normal way in date order, they are also ‘pinned’ to the top of the ‘Notes’ tab so they are easier to find.
• Renewal notes can be used to store information which may affect underwriting now, or in the future.
• Unlike normal notes, renewal notes will persist after subsequent adjustments of the policy, and always stay pinned to the top.
• After renewal, renewal notes are no longer pinned to the top, but still appear in the normal notes history

Settings:

An Admin User should ensure they are on the correct record within a policy that the note is relating to ensure the note are visible in the correct order - if a note relating to the latest MTA needs to be added but the user is viewing the New Business record from 5 years ago, the note will be added to that New Business record further down the notes list and so not immediately obvious when another user is viewing the latest MTA.