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Manage Notes in Time Captis

Apr 27, 2020     TUTORIAL

You can add, view, edit and delete Notes for your Client 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 ‘Notes’ from the Dashboard menu.

Figure 1
Figure 1

3. To add a Note for a Client, click on the ‘Add Note’ button as shown in Figure 2.

Figure 2
Figure 2

4. Upon doing so, the ‘Add Note’ page will appear. Each step shown in Figure 3 is explained in the below table.

Figure 3
Figure 3
Sl. No. Name Type Description
1 Title Required Enter a title for the note
2 Description Optional Enter a description
3 Share Required Choose the team from the drop-down menu for which the note is getting added
4 Contact Optional Choose the contact for the note according to the team chosen
5 Notify By Email Optional Check this, if you want to notify subscribers or users through Email regarding this note
6 Contacts Optional Choose contact(s) from the drop menu, appearing according to the Team, to whom you want to send notification
7 Users Optional Choose user(s) from the drop menu, appearing according to the Team, to whom you want to send notification
8 Email Addresses Optional Add more email addresses whose name are not there in contacts or users drop menu to notify them
9 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 3. Upon doing so you can see your recently added Note appearing in the Note page.

5. To view a Note, click on the said Note on the Note page as shown in Figure 4.

Figure 4
Figure 4
    For a specific Team, the 'Notes' will not appear if 'None' permission is given to the user for Notes.

6. Upon doing so, the details page for the Note will open as shown in Figure 5. Each step shown in Figure 5 is explained in the below table.

Figure 5
Figure 5
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 and for those Notes for which a contact is added with the details of Email Address and Mobile Number.

7. To send the Note as Email, click on the 'Send Note as Email' button as shown in Figure 6.

Figure 6
Figure 6

8. Upon doing so, the description of the Note will auto-populate as shown in Figure 7, which is editable. Once you are done with, click on the 'Send' button to send the Note to the contact.

Figure 7
Figure 7

9. To send the Note as SMS, click on the 'Send Note as SMS' button as shown in Figure 8.

Figure 8
Figure 8

10. Upon doing so, the details of the Note will auto-populate as shown in Figure 9, which is editable. Once you are done with, click on the 'Send' button to send the Note to the contact.

Figure 9
Figure 9

11. To add time for the Note, click on the 'Add Time' button present in the view page of the Note as shown in Figure 10.

Figure 10
Figure 10
    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.

12. Upon doing so, the Add Time page for the respective Note will appear as shown in Figure 11. Each step shown in Figure 11 is explained in the below table.

Figure 11
Figure 11
Sl. No. Name Type Description
1 Date Required The current date will auto-populate
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 11. Upon doing so you can see your recently added Time appearing in the view Note page and in the Time Report page.

13. To edit the Note, click on the 'Edit' button present in the details page of the Note as shown in Figure 12.

Figure 12
Figure 12
    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.

14. Upon doing so, the Edit Note page will appear as shown in Figure 13. Edit the details as per your requirement and click on the 'Save' button to save the changes.

Figure 13
Figure 13

15. To delete the Note, click on the 'Delete' button present in the details page of the Note as shown in Figure 14.

Figure 14
Figure 14
    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.

16. Upon doing so, you shall see a pop-up window to confirm before deletion. Click on the 'Confirm' button as shown in Figure 15 and the said Note will be deleted.

Figure 15
Figure 15

17. 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 16.

Figure 16
Figure 16

18. Upon doing so, the Time Report added for the said Note Item will appear as shown in Figure 17. Each step shown in Figure 17 is explained in the below table.

Figure 17
Figure 17
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

19. 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 18.

Figure 18
Figure 18

20. Upon doing so, you shall see a pop-up window to confirm before deletion. Click on the 'Confirm' button as shown in Figure 19 and the said time will be deleted.

Figure 19
Figure 19

21. To Filter Note(s), click on the 'Filter' Text box as shown in Figure 20.

Figure 20
Figure 20

22. Upon doing so, the Note page will display the fields for filtering as shown in Figure 21. Each step shown in Figure 21 is explained in the below table.

Figure 21
Figure 21
Sl. No. Name Description
1 Title Enter any note title to be filtered
2 Toggle Up Click to hide all the filter fields
3 Share Filter notes by choosing a team from the drop-down menu
4 Select Contact Filter notes by choosing a contact from the drop-down menu
5 From Filter notes by choosing a start date
6 To Filter notes by choosing a target date
7 Search Click to see the filtered result
8 Reset Click to clear all the search parameters