Internal notes are a powerful tool for team collaboration, allowing you to share information privately within your organization. This guide provides a comprehensive overview of how to manage, view, and carry over internal notes across different parts of the Uptick platform.
Key Principles of Internal Notes
Internal Visibility: Internal notes are designed for collaboration between your team members. They are only visible to users with desk and field licenses who have the necessary permissions and are not visible to your clients.
Contextual Use: They can be added to various modules, including properties, tasks, defect quotes, and reports, to track updates and maintain clear communication.
Permissions: To view or manage internal notes, users must have the appropriate permissions for the relevant module (e.g., "Can view property" to see property notes).
How to Add and View Internal Notes
You can add internal notes in several key areas within Uptick.
On a Property
Use property notes to record important site-wide information that isn't tied to a specific task.
Navigate to the desired property.
Click the Add Note button.
Enter your note in the text box that appears.
The note will be added to the Property Timeline for other team members to see.
On a Task
Task-specific notes are useful for information relevant only to that particular job.
Open the task and click UPDATE.
Enter your comments in the Internal Note field.
When saving, you can choose to "Update task only" or "Update task & property internal notes".
Click Save.
You can also view notes on archived tasks by filtering your task list to show archived items and opening the task details.
On a Report
You can add internal notes to a report after it has been created to provide extra context for your team.
Create your report from the task or reports page.
Go to the report's details page and click Update or Edit.
Add your information into the Internal note field (this may also be labelled as "General Note" or "Critical Note" depending on your template).
Click Save Report and generate a new PDF.
Note: While "Internal notes" on reports are for your team, "General" and "Critical" notes are client-facing and will appear on the final report.
How Internal Notes Carry Over
To improve efficiency, internal notes can automatically carry over between related items in Uptick. Understanding this workflow is key to ensuring information is available where it's needed.
From Property to Task
Internal notes added at the property level will automatically pull through and be visible on any new tasks generated for that property. This is useful for persistent information like site access details or hazards.
From Defect Quote to Repair Task
An internal note added to a defect quote will automatically become the internal note on the repair task that is created from that quote. This ensures that any internal context from the quoting stage is passed on to the technician performing the repair.
From Routine Standards to Tasks
You can add notes to a routine standard in the "Standard notes" field. These notes will automatically carry over to all tasks generated from that routine, ensuring consistent instructions for recurring jobs.
What Doesn't Carry Over?
Task-level notes: An internal note added to a task after it has been generated will not carry over to subsequent or future tasks for that routine.
Appointment notes: Notes added to an appointment in the Scheduler do not automatically transfer to the task itself or to rescheduled appointments for the same task. It is recommended to copy these notes to the task's internal notes field manually if they need to be retained.
Defect Quoting: Internal notes added to a task will not transfer to a defect quote created from that task. This is because not all internal task notes are relevant to the quoting process.
Searching for Internal Notes
Currently, there is no global search function to find a specific internal note across all properties or modules in Uptick. To find an internal note, you must navigate to the specific item (e.g., property, task, or defect quote) where you believe the note was added. Using filters on pages like Tasks or Defect Quotes can help you narrow down the list to find the correct item more quickly.