The Notes tab is used to store and manage notes and linked documents against the selected employee’s record.
Notes can be created manually or generated automatically by SmoothPay. For example, a breakdown of a termination pay may be recorded as an automatic note.
Making changes
The Notes tab contains a data column, a detail panel and an interaction bar.
Changes are made using the buttons on the interaction bar, allowing you to:
+ button: Adds a new note.
− button: Removes the selected note.
Edit button: Opens the selected note for editing.
Notes data column
The data column displays the notes recorded for the selected employee.
Each entry identifies the date and subject of the note. Selecting an entry updates the detail panel with the information recorded against that note.
A filtering box appears above the data column and can be used to display notes belonging to a particular note type.
For more information about using filtering boxes, refer to:
<Filtering boxes>
Options, settings and fields
Standard note fields
These fields contain the main details of the note.
Date
Type: Date field
Purpose: Records the date associated with the note.
Dependency: None
Other functionality: Defaults to the current date when a new note is created.
Subject
Type: Text field
Purpose: Records the subject or title of the note.
Dependency: None
Other functionality: The subject appears in the Notes data column.
Summary
Type: Multi-line text field
Purpose: Records the main content of the note.
Dependency: None
Other functionality: Displays in the detail panel when the note is selected.
Type
Type: Dropdown menu
The available options are:Note
Reminder
Training
Qualification
Warning
Purpose: Categorises the note according to the type of information being recorded.
Dependency: None
Other functionality: The selected type can be used by the filtering box above the data column. Selecting Reminder also displays additional reminder settings.
Reminder settings
These fields appear when Reminder is selected under Type.
Reminders are linked to the Pearls of Wisdom area on the Dashboard screen.
For more information about creating and managing reminders, refer to:
<Reminders>
Occurs every
Type: Numeric field
Purpose: Records how often the reminder repeats.
Dependency: Requires Reminder to be selected under Type.
Other functionality: Works with the adjacent dropdown menu to define the reminder interval.
Reminder interval
Type: Dropdown menu
The available options are:Days
Weeks
Years
Purpose: Determines the unit used by the Occurs every value.
Dependency: Requires Reminder to be selected under Type and Occurs every to be completed
Other functionality: None
Last reported
Type: Date field
Purpose: Displays the date on which the reminder was last reported.
Dependency: Requires Reminder to be selected under Type.
Other functionality: None
Next reminder
Type: Date field
Purpose: Displays the next date on which the reminder is due to be reported.
Dependency: Requires Reminder to be selected under Type, Occurs every to be completed and Reminder interval to be completed.
Other functionality: Due reminders can appear in the Pearls of Wisdom area on the Dashboard.
Uploading a document
This area allows you to upload a document against the note
Document upload box
Type: File attachment field
Purpose: Links a document or file to the note.
Dependency: None
Other functionality: One document can be attached to each note. Selecting a different file replaces the existing attachment.
Additional functionality
Print button
The Print button appears on the interaction bar below the Notes data column.
When you click the Print button, the available options are:
Print selected note type for this employee: Produces a report containing all notes of the same type as the selected note for the currently selected employee.
Print selected note type for all current staff: Produces a report containing notes of the same type as the selected note for all current employees.
Download button
The Download button appears next to the Document field in the detail panel.
When you click the Download button, it will download a copy of whichever document has been uploaded against the selected note.