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Manage Notes in Time Captis

Apr 23, 2021    

You can add, view, edit, import, export and can delete Notes for your Contact using Time Captis within your account. Refer to the detailed instructions in the step by step guide below.

1. Sign in to your Time Captis Account
2. Click on the ‘Notes’ link from the selected team from the list of teams appearing on the left sidebar menu. The 'My Personal' team will display only your personal data you have entered in that team, which can not be shared.

Figure 1
Figure 1

3. Upon doing so, the 'Notes' page will appear. Each step shown in Figure 2 is explained in the below table.

Figure 2
Figure 2
Sl. No. Name Description
1 Add Note Click to add a note
2 Export to Excel Click to export the notes to excel
3 Import Records Click to import the notes

4. To add a Note for a Client, click on the ‘Add Note’ button as shown in Figure 3.

Figure 3
Figure 3

5. Upon doing so, the ‘Add Note’ page will appear. Each step shown in Figure 4 is explained in the below table.

Figure 4
Figure 4
Sl. No. Name Type Description
1 Title Required Enter a title for the note
2 Description Optional Enter a description
3 Contact Optional The contacts will appear according to the selected team. Choose one contact for the note from the drop-down menu
4 Notify By Email Optional Check this, if you want to notify subscribers or users through Email regarding this note
5 Contacts Optional Choose contact(s) from the drop menu, appearing according to the Team, to whom you want to send notification
6 Users Optional Choose user(s) from the drop menu, appearing according to the Team, to whom you want to send notification
7 Email Addresses Optional Add more email addresses whose name are not there in contacts or users drop menu to notify them
8 Attach Files Optional Choose and upload a file from your system

Once you are done with, click on the ‘Save’ button as shown in Figure 4. Upon doing so you can see your recently added Note appearing in the Note page.

6. To import Notes, click on the 'Import Records' button as shown in Figure 5.

Figure 5
Figure 5

7. Upon doing so, the 'Import Notes' page will appear as shown in Figure 6. Click on the 'Download Sample File' link to download the sample '.xlsx' file to your local system as shown in Figure 6.

Figure 6
Figure 6

8. In the sample template as shown in Figure 7, the first row should be the column headers. The next five rows from the template contain the sample data.

Figure 7
Figure 7

9. Once you have the necessary data in the Spreadsheet, you can choose the file by clicking the 'Choose File' button and import the file by clicking on the 'Import' button as shown in Figure 8.

Figure 8
Figure 8

10. After importing the file, the 'Import Notes' page will appear as shown in Figure 9. Enter the other details and then click on the 'Save' button.

Figure 9
Figure 9

The import will be complete, and your data will be saved. You will also be able to see all the Notes you imported in the Notes page.

11. To export the Notes to excel, click on the 'Export to Excel' button as shown in Figure 10.

Figure 10
Figure 10

12. To view a Note, click on the said Note on the Note page as shown in Figure 11.

Figure 11
Figure 11
    For a specific Team, the 'Notes' will not appear if 'None' permission is given to the user for Notes.

13. Upon doing so, the details page for the Note will open as shown in Figure 12. Each step shown in Figure 12 is explained in the below table.

Figure 12
Figure 12
Sl. No. Name Description
1 Contact Name The name of the contact for which the note is added. click to go to the view contact page
2 Date & Time The date and time of when the note is added
3 Send Note as Email Click to send the note as email to the contact chosen for this note
4 Send Note as SMS Click to send the note as SMS to the contact chosen for this note
5 Add Time Click to add time for this note
6 Edit Note Click to edit the note
7 Delete Note Click to delete the note
8 Go Back Click to return to the notes list page
9 Title The title of the added note
10 Description The description of the added note
11 Files Attached The file attached while adding the note
12 Time Report All the time added for this note item will appear under time report
13 Number of Time Report(s)/Total Hour(s) The total number of time reports added for the note and total hours for all the added time
14 Name The name of the subscriber who added time for this note
15 Date The date on which the time was added
16 Total Time The total time entered while adding the time
17 Comment The comment added while adding the time
18 Files Attached The file attached while adding the time
19 View Time Report Click on the button to view the individual time report
20 Delete Time Report Click to delete the individual time report
    The two buttons 'Send Note as Email' and 'Send Note as SMS' in the view Note page will only appear for those Notes which are added for non private Teams (except 'My Personal' team) and for those Notes for which a contact is added with the details of Email Address and Mobile Number.

14. To send the Note as Email, click on the 'Send Note as Email' button as shown in Figure 13.

Figure 13
Figure 13

15. Upon doing so, the description of the Note will auto-populate as shown in Figure 14, which is editable. Once you are done with, click on the 'Send' button to send the Note to the contact.

Figure 14
Figure 14

16. To send the Note as SMS, click on the 'Send Note as SMS' button as shown in Figure 15.

Figure 15
Figure 15

17. Upon doing so, the details of the Note will auto-populate as shown in Figure 16, which is editable. Once you are done with, click on the 'Send' button to send the Note to the contact.

Figure 16
Figure 16

18. To add time for the Note, click on the 'Add Time' button present in the view page of the Note as shown in Figure 17.

Figure 17
Figure 17
    In the team specific Note, the 'Add Time' button in the view Note page will only appear if the 'View/Edit' permission is given to the user for Time Report.

19. Upon doing so, the Add Time page for the respective Note will appear as shown in Figure 18. Each step shown in Figure 18 is explained in the below table.

Figure 18
Figure 18
Sl. No. Name Type Description
1 Date Required The current date will auto-populate. However, you can still edit the date
2 Total Time Required Enter the total time for the note
3 Category Required Enter the category for the time report
4 Is Billable? Required Choose whether the adding time is billable or not
5 Add Comment Optional Enter comment for the time report
6 Attach Files Optional Choose and upload file from your system

Once you are done with, click on the ‘Save’ button as shown in Figure 18. Upon doing so you can see your recently added Time appearing in the view Note page and in the Time Report page.

20. To edit the Note, click on the 'Edit' button present in the details page of the Note as shown in Figure 19.

Figure 19
Figure 19
    For a specific Team, the 'Edit Note' button in the view Note page will only appear if 'View/Edit' permission is given to the user for Note.

21. Upon doing so, the Edit Note page will appear as shown in Figure 20. Edit the details as per your requirement and click on the 'Save' button to save the changes.

Figure 20
Figure 20

22. To delete the Note, click on the 'Delete' button present in the details page of the Note as shown in Figure 21.

Figure 21
Figure 21
    For a specific Team, the 'Delete Note' button in the view Note page will not be available to any of the Team users except the Admin of that Team.

23. Upon doing so, you shall see a pop-up window to confirm before deletion. Click on the 'Confirm' button as shown in Figure 22 and the said Note will be deleted.

Figure 22
Figure 22

24. To view an individual time report added for a Note, click on the 'View' button appearing against each individual time report in the view Note page as shown in Figure 23.

Figure 23
Figure 23

25. Upon doing so, the Time Report added for the said Note Item will appear as shown in Figure 24. Each step shown in Figure 24 is explained in the below table.

Figure 24
Figure 24
Sl. No. Name Description
1 Date The date on which the time report was added
2 Total Time The total time added for the note
3 Is Billable? Whether the added time is billable or not
4 Category The category chosen for the time report
5 Comment The comment added while adding the time
6 Files Attached The file attached in the note for which the time was added
7 Edit Time Click to edit the time report
8 Delete Time Click to delete the time report
9 Go Back Click to go back to the time report page

26. To delete an individual time report added for a Note, click on the 'Delete' button appearing against each individual time report in the view Note page as shown in Figure 25.

Figure 25
Figure 25

27. Upon doing so, you shall see a pop-up window to confirm before deletion. Click on the 'Confirm' button as shown in Figure 26 and the said time will be deleted.

Figure 26
Figure 26

28. To Filter Note(s), click on the 'Filter' Text box as shown in Figure 27.

Figure 27
Figure 27

29. Upon doing so, the Note page will display the fields for filtering as shown in Figure 28. Each step shown in Figure 28 is explained in the below table.

Figure 28
Figure 28
Sl. No. Name Description
1 Title Enter any note title to be filtered
2 Toggle Up Click to hide all the filter fields
3 Select Contact Filter notes by choosing a contact from the drop-down menu
4 From Filter notes by choosing a start date
5 To Filter notes by choosing a target date
6 Search Click to see the filtered result
7 Reset Click to clear all the search parameters

 

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