Manage notes

You can do the following to mange your note in the Notes detail tab.

Create a new note

1. Open the detail page for the case, contact, or document you want to create a note on. You can only create notes on case, documents or contacts you have write access to.
2. In the Notes detail tab, click Add to open the Add note form.
3. In the Add note form > Note text field, enter the note text.
   You can format your note text as well as remove the formatting from a text selection.
   
4. In the Add note form > Note Type field, select the type of note from the drop-down list.
5. Click Save to save your changes and exit the form.

Edit an existing note

You can only edit one note at a time and locked notes cannot be edited. You can only edit notes on case, documents or contacts you have write access to.

1. Open the detail page for the case, contact, or document you want to edit a note on.
2. In the Notes detail tab, select the note you want to edit and click Edit to open the Edit note form. You can also right-click the note you want to edit and select Edit.
3. In the Edit note form > Note text field, enter the new note text.
   You can format your note text as well as remove the formatting from a text selection.
   The Note text field can only contain 2,000 characters, including hidden formatting codes.
4. In the Edit note form > Note Type field, select the type of note from the drop-down list.
5. Click Save to save your changes and exit the form.

Lock selected notes

You can lock your own or a colleague's notes. When the note is locked, it cannot be edited or deleted or unlocked.

You can only lock notes on case, documents or contacts you have write access to.

1. Open the detail page for the case, contact, or document you want to lock notes for.
2. In the Notes detail tab, select the notes you want to lock and click Lock to lock the selection. You can also right-click the note you want to lock and select Lock.
3. In the Confirm dialog, click Yes to lock the note.

Delete selected notes

You can delete your own or a colleague's notes. You can only delete notes on case, documents or contacts you have write access to. Locked notes cannot be deleted.

Unlike deleting cases or documents, deleted notes cannot be restored.

1. Open the detail page for the case, contact, or document you want to edit a note on.
2. In the Notes detail tab, select the notes you want to delete and click Delete. You can also right-click the note you want to delete select Delete.
3. In the Confirm dialog, click Yes to delete the note.

Export notes to Microsoft Excel

You must have Microsoft Office installed in order to open the exported notes in Microsoft Excel.

Note that the entire contents of the note text will be exported, including the hidden formatting codes, which will be visible in the spreadsheet.

1. Open the detail page for the case, contact, or document you want to export to Microsoft Excel.
2. In the Notes tab, select the notes you want to print and click Export to Excel. You can also right-click the note you want to export and select Export to Excel.
3. Select whether to save the spreadsheet or to open the Microsoft Excel.
4. In the top bar of the Microsoft Excel spreadsheet, click Enable Editing and then Activate content to enable the excel spreadsheet to be updated with data from WorkZone.
5. In the Privacy level form, define the level of privacy of your data for the current spreadsheet to start data transfer from WorkZone to the spreadsheet.
6. You can work in the Excel spreadsheet and save it locally.

Preview a note text

You can open a preview pane and read the note text for a note but you can only preview one note at a time. When the preview pane is open, you can select another note to preview in the Notes tab. You can only preview notes on case, documents or contacts you have read access to.

1. Open the detail page for the case, contact, or document contain the note you want to view
2. In the Notes detail tab, select the note you want to preview and click Preview to open the preview pane in the right hand side of the window. You can also right-click the note you want to export and select Preview.
3. You can select a new note in the Notes tab to display the note text in the preview pane.
4. Click Close to close the preview pane.

Print one or multiple notes

You can convert a selection of notes to a single PDF file and save it back on a case. You can also save the PDF file on your local disk or open the file in a PDF viewer to read. From the PDF viewer program, you can send the file to the printer directly.

1. Open the detail page for the case, contact, or document you want to print notes.
2. In the Notes detail tab, select the notes you want to print and click Print notes to open the Print notes form. You can also right-click the notes you want to print and select Print notes.
3. In the left pane of the Print notes form, select the notes that you want to include in a PDF file. For more specific search, select a note type from the drop-down list or expand Advanced search to apply your criteria.
4. Click to move the selected notes to the right pane. Only notes from the right-hand list will be included in the PDF file. Drag and drop notes to place them in the order that you want them to appear in the PDF file.
5. Click the Advanced tab and adjust settings for the PDF file if necessary:
   1. In the Template field, select a template for a PDF file. The case with notes template includes meta data of the case and selected notes.
   2. In the rest of the fields: Edit title, document type, document group, case handler, letter date, document state, and classification for the PDF file if necessary.
6. Determine what to do with the PDF file:
   • Click Print and save to create a PDF file that will be saved on the case, document, or contact.
   • Click Print open the PDF file directly in a PDF viewer. You can print the PDF directly from the PDF viewer.
   • Click Print and Save to save the PDF file on your local disk.

See Also

About Notes

The Notes detail tab

Manage tabs

Export a list to Excel