Difference between revisions of "Adding Memos"
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| '''Origination''' || The origination of a memo is where it was entered, such as loans, gifts, accounts, etc. To search for memos originating from a particular module, click the list icon to select the orgination(s) you wish to filter by | | '''Origination''' || The origination of a memo is where it was entered, such as loans, gifts, accounts, etc. To search for memos originating from a particular module, click the list icon to select the orgination(s) you wish to filter by | ||
+ | |} | ||
+ | |||
+ | == Security Settings == | ||
+ | The following security functions control memo/attachment functionality | ||
+ | |||
+ | {| class="wikitable" | ||
+ | |- | ||
+ | ! Security !! Action | ||
+ | |- | ||
+ | | NAFILEADD || Add attachment | ||
+ | |- | ||
+ | | NAFILEPRIV || View attachment | ||
+ | |- | ||
+ | | NAFILEDEL || Delete attachment | ||
|} | |} | ||
Latest revision as of 19:08, 20 November 2017
Overview of NA30UPD
Throughout the DDI system, there are screens that allow you to add memos to certain records, such as Name/Address, Accounts, Investments, Loans and Gifts. Memos are notes added to a record. They can be sorted by memo code and category, and you can even attach documents and other files.
The first step in adding memos to any record is to make sure that you have set up the memo codes and categories. Once you have done so, you are ready to begin adding memos to records.
For the purposes of this document, we are going to add a memo to constituent. Once you reach the Memo screen - regardless of what kind of record you are working with - the functions are all the same. When you first view the Memo screen, it will look something like this:
To add a new memo, click the New button on the toolbar. The memo fields will now activate:
You have the following options:
Field | Description |
---|---|
Pop up from | If you wish to have the memo "pop up" when the record is accessed - for example, when the constituent record is viewed - you can enter a date when the pop up should begin. You can type the date in a mm/dd/yyyy format, or click the calendar icon to select the date |
to | Enter the ending date for the pop up, if you wish to have it stop appearing after a certain time. Enter the date in a mm/dd/yyyy format, or click the calendar icon to select the date |
Memo code | Select the memo code that you wish to assign to this memo. You can type in the code or click the list icon to select from a list of active memo codes in the system |
Value | If the memo code that you selected was configured to prompt for a value, this field will become active |
Category | Select the memo category you wish to assign to this memo by clicking the drop down and selecting from a list of active categories in the system |
Subject | Memo subject |
Date occurred | Date the subject occurred |
Person responsible | Click the icon to the right to choose from a list of system users |
Primary contact | Leave as None or choose from the pull-down |
Topics | Multiple topics can be selected at one time. In edit mode, topics can be added to or removed from the memo |
Type | Communication method |
Text box | The area below the fields is the text box, where you can type your memo |
Once you have finished entering your memo, click Save. You will now note that the Attachment tab has become active. Click the tab.
Click the New Attachment icon.
The Add Attachment box will appear:
Field | Description |
---|---|
File | Click the folder icon to navigate to the file you wish to attach to the record. You can attach most file types to memos. Exceptions are executable and other program files that could contain harmful content |
Description | Enter a brief description of the file |
Private | If this memo should only be viewable by you and those with appropriate security, you can check the Private box |
When you have finished entering the information, click OK. Your memo and attachment are now added, and will appear something like this:
The icons on the Attachment tab represent:
Icon | Description |
---|---|
Add a new attachment | |
Delete the selected attachment | |
Edit the selected attachment | |
View the selected attachment |
If you wish to see a list of all attachments on the memo, click the All Attachments tab at the top of the Memo screen:
At the top of the screen, you will see several buttons:
In addition to the standard buttons (New, Edit, Delete, Save, Undo and Exit), you have these options:
Icon | Description |
---|---|
This button is active only when entering the text of a memo. It allows you to spellcheck what you've written prior to saving | |
Pull-down menu allows you to view the 360 View, Deleted History, or Edit History. | |
If you click this button, the Filter Memo parameters screen will launch. See below for a full description of this feature | |
Generates a basic memo report to a pdf that is displayed on your screen |
When you click the Filter button, the Filter parameters screen will launch:
You have these options:
Field | Description |
---|---|
Entry date from/thru | If you wish to filter by memos that were entered within a certain date range, you can do so by either typing the dates in mm/dd/yyyy format or by clicking the calendar icons to select the date(s) you wish to use. You can enter only a beginning date or only an ending date, or enter a range |
Memo codes | To filter by memo codes, you can type the code or codes, separated by commas, or click the list icon to select from a list of active memo codes |
Entered by | If you are looking for only those memos entered by a particular individual, you can type their user name in this field or click the list icon to select from a list of users in the system |
Memo text | If you are searching for memos with particular text, you can enter it here. You can use a wildcard, such as *Test to search for all memos with the word "Test" in the text |
Category | Click the list icon to select from a list of active memo categories |
Origination | The origination of a memo is where it was entered, such as loans, gifts, accounts, etc. To search for memos originating from a particular module, click the list icon to select the orgination(s) you wish to filter by |
Security Settings
The following security functions control memo/attachment functionality
Security | Action |
---|---|
NAFILEADD | Add attachment |
NAFILEPRIV | View attachment |
NAFILEDEL | Delete attachment |