The Add Notes feature allows Staff to enter notes for a User. This can be used to track management-staff communications, lease agreements, tenant meetings, etc. The History section allows Staff to view Notes associated with any User, Company, and/or Group. The History section also documents all actions within the ETS applications (Communications, Service Requests, Reservations, Certificates of Insurance, etc.)
How to Add Notes
The Add Note feature is available from the User Details page, via the Contact Management tab drop-down menu, or from the blue horizontal menu bar.
After selecting Add Note, a pop-up box will appear. Begin typing the name of the User and select from the list. More than one User can be added here if desired.
The Note will include a date and time stamp.
Enter the Subject and Note in the fields provided.
An email copy of this note can be sent by entering an email address in the cc field. Separate multiple addresses with a comma.
To add an attachment, click Choose File to select the file from your computer. All available file types are listed in the tooltip.
When ready, click Submit to add the Note. Notes are added to the selected User's Profile. Anyone added in the cc field will receive a plain text email with the subject, message, and the attached file, if applicable. The Note will also be added to the Company profile that the User is associated with.
How to Add a Note to a Company or Group
Notes can also be added to all Users within a Company or Custom Group using the Bulk Update feature on the Company or Group list page.
To add a Note to a Company (or Group). Navigate to the Companies (or Group) list page and click Bulk Update on the left.
Using the checkboxes, click the box next to the Company or Companies you would like to add the note to.
Scroll to the bottom of the page and select "Add Note" from the Bulk Update menu.
Click Submit. You do not need to select a User when adding a Note to a Company. The Note will automatically be added to all Users within the selected Company.
How to View and Manage History
There are a number of ways to access the History section of the application. The History is always available from the tab drop-down menu or from the blue horizontal bar within the application.
The History section will list the History for all Users in the application, including any Notes added and all actions taken within any of the ETS applications.
The History will document all emails from the Communication Application (or legacy apps, Email Notification, Instant Alert, Building Calendar.)
It will also include any action items associated with Service Requests, Reservations, COI's, etc., that have been submitted via the Tenant Center.
History can be filtered by Building, Company, Application, Date Range, User, or Group, using one or more filters on the left. To search for a specific History item, enter a keyword into the search field.
To view the History details, click anywhere within the row. Notes can be edited or deleted by the User who entered the note. Other Users are only able to view the Note.
After clicking on a History item associated with another ETS application, Users can navigate to the application by clicking on the View icon. For example, if the History item documents a Service Request that was submitted, clicking "View Request" will open the details page within the Service Request application.
How to View User History
To view the History for a specific User, navigate to the User's Details from the User List.
The User Details will include the last five History items in the Latest History section. The History item will have a date/time stamp and will display the Maintenance Center User associated with the History item. To view additional details, click anywhere within the row.
To view the full User History, click either View More or User History. This will open the History section, where the list will automatically be filtered for the selected User.
How to View Company History
To view Company History, click Companies from the tab drop-down menu or from the blue horizontal menu bar.
Select a Company from the list page.
The Company Details page will include the Latest History section. This will list the last 5 History items associated with the Company profile. The History item will be date/time stamped and will display the Maintenance Center User associated with the History item. To view the full History, click View More or Company History. This will open the History section, where the list will automatically be filtered for the selected Company.