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
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