Adding Memos

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
thru	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
Text box	The area to the right of 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 icons become active:

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:

Note that you now have additional file attachment icons:

The icons 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 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
	This is the 360 View. If you click it, you will see all memos for this account, regardless of what module they have been entered in. For example, if you are viewing the memos from the Name/Address record of a borrower and you click the 360 View, you will see any memos attached to their loans, in addition to what you see for their Name/Address record
	If you click this icon, you will see any deleted memos that were attached to this record
	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
	Clicking this button will display the edit history for the memos, including the before/after details

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