There are a variety of Notes fields in II that can be used for various audiences, such as Internal, Customer, Interpreter, and at a variety of levels such as Profile, Booking, Job and Interpreter Job. This document will describe each of these and how they can be used.
Profile Level Notes
Customer Profile (Manage > Manage Customers)
Notes
On the top right hand side of a Customer Profile you will find a Notes section. These will be commonly used for Important instructions related to all Bookings for this Customer. These notes can be updated, removed etc. at any time via the Customer Profile.
Also Visible: In the Customer Information section of all Bookings for this Customer labelled Customer Notes.
Audience Visibility/Edits: These are visible and editable by Internal users only. These are not editable on a Booking, they can only be edited on the Customer Profile by Internal users.
Level: Customer Profile.
Exports: These notes are available under Manage -> Manage Customers -> Export Customers, labelled Customer Notes.
Retroactive - Yes. Any revisions to note on customer profile will update past, present and future jobs including verified jobs.
Special Instructions
Video Examples
Special Instructions Behavior with Recurring or Duplicate Jobs
These can be found under the Special Instructions section of a Customer Profile and are commonly used for important instructions related to all Bookings for the relative audience. These notes can be updated, removed etc. at any time via the Customer Profile. These notes can also be updated when creating Bookings, however, edits on the Booking will persist only at the Booking level, these will not update the Special Instructions at the Customer Profile level.
- Customer Special Instructions - notes in this section are intended for, and visible within Bookings, to Customers using the Customer Portal. They are also visible to Internal users.
- Interpreter Special Instructions - notes in this section are intended for, and visible within Bookings, to Interpreters using the Interpreter Portal. They are also visible to Internal users.
- Internal Special Instructions - notes in this section are intended for and visible to Internal users who can also view Customer & Interpreter Special Instructions as per above.
Also Visible: as above, Special Instructions are visible to the respective audience within all Bookings that they have access to. Special Instructions are visible to the interpreter and customer on the Interpreter Intelligence mobile app on a per-job basis under the Job Details section.
Audience Visibility/Edits: as above, Special Instructions are visible to the respective audience within any Bookings that they have access to, however, only Internal users can edit these at the Customer Profile level or within Bookings.
- Editing on a per-job basis updates the Special Instructions on the job itself; it does not update the Special Instructions on the Customer profile.
- All recurring and follow-up jobs that share the same booking ID will have the Special Instructions automatically updated when one of the jobs in the series is updated.
- It is not possible to update Special Instructions on a job that has been verified.
Level: Customer Profile & Booking level.
Exports: These fields are available under Manage Jobs Bookings Export by selecting the attributes customer special instructions, interpreter special instructions, and/or internal special instructions.
Retroactive - No. Revising special instructions on the customer profile will not modify currently existing or past jobs. Only newly-created jobs will contain these instructions. Duplicate, follow-up and recurring jobs will not contain new special instructions if these jobs are created from jobs that do not have the updated information.
Notes (Billing Information section of customer profile)
These Notes can be found under the Billing Information section of a Customer Profile and are commonly used for general Billing instructions at Customer level.
Also Visible: These notes are not visible elsewhere or to other users.
Audience Visibility/Edits: These are visible and editable by Internal users only.
Level: Customer Profile.
Exports: These notes are available under Manage -> Manage Customers -> Export Customers, labelled Billing Notes.
Customer Profile - Clients
(Manage > Manage Customers> Clients)
Notes
On each and every Customer Client (Clients tab on Customer Profile) you will find a Notes box. This will be commonly used for internal notes related to this Client.
Also Visible: These notes are not visible anywhere else.
Audience Visibility/Edits: These notes are visible to Internal users only on the Clients. These are editable by Internal users only via the Clients tab on a Customer Profile.
Level: Customer Profile > Clients.
Special Instructions
Customer Special Instructions, Interpreter Special Instructions and Internal Special Instructions are also available at the Client level.
Client Special Instructions are visible to the respective audience within all Bookings that they have access along with any Customer Special Instructions.
Customer Profile - Service Locations
(Manage > Manage Customers> Service Locations tab)
Notes
On each and every Customer Service Location (Service Location tab on Customer Profile) you will find a Notes box. This will be commonly used for internal notes related to this location, for example if a Service Location is temporary and should be disabled on a specific date.
Also Visible: These notes are not visible anywhere else.
Audience Visibility/Edits: These notes are visible to Internal users only on the Service Location. These are editable by Internal users only via the Service Location tab on a Customer Profile.
Level: Customer Profile > Service Location.
Exports: These notes are available under Manage -> Manage Customers -> Export Addresses, labelled Notes.
Special Instructions
Customer Special Instructions, Interpreter Special Instructions and Internal Special Instructions are also available at the Service Location level.
Service Location Special Instructions are visible to the respective audience within all Bookings that they have access along with any Customer & Client Special Instructions.
Venue Information
On each and every Customer Service Location (Service Location tab on Customer Profile) you will find a Venue Information box. This will be commonly used for important instructions related to the venue for all parties, such as directions, security, parking etc., and this will automatically appear in the Service Location section on all Bookings for this Customer where this Service Location is selected.
Also Visible: In the Service Location section of all Bookings for this Customer where the appropriate Service Location is selected.
Audience Visibility/Edits: Venue Information details are visible to everyone who has access to the Booking, i.e. Internal, Customer and Interpreter. It is editable by Internal users only via the Service Location tab on a Customer Profile. Venue Information is also directly editable on a Booking, by Internal and Customer users, using the Pencil & Save icon; such edits persist only to the relevant Booking and not to the Venue Information on the Service Location itself.
Level: Customer Profile > Service Location.
Exports: This field is available under Manage Jobs Bookings Export by selecting the attribute venue information.
Contact Profile (Manage > Manage Contacts)
Notes - Active Note, Experience, Availability, Notes
Under the Contact Information on a Contact Profile you will find a Notes section which includes 4 different sections to add various notes relating to the Interpreter such as the history of their Activation, Experience, Availability and any general Notes.
Also Visible: These notes will also be visible under Interpreter lists such as the Manage Contacts table and Interpreter list on the Assignment page of Jobs.
Audience Visibility/Edits: These are visible and editable by Internal users only and can be edited on the Contact Profile by users or they can also be edited via the Interpreter lists such as the Manage Contacts table and Interpreter list on the Assignment page of Jobs by simply clicking on the relevant note cell and then clicking/editing the appropriate notes field on the pop-up box.
Level: Contact Profile.
Grids: Active Note, Experience, Availability, Notes are visible under the Manage -> Manage Contacts grid.
Exports: These notes are available under Manage -> Manage Contacts -> Export -> Export Contacts and Export Interpreter Profile.
Consumer Profile (Manage > Manage Consumers)
Notes - Notes, Comments
Under the Consumer Details on a Consumer Profile you will find a Notes section which includes a Notes and a Comments box, typically used to record any specific requirements for the Consumer.
Also Visible: These notes will be visible to users only on all Bookings for the relevant Consumer (after selecting the Consumer) and also visible under the Manage Consumers table.
Audience Visibility/Edits: These are visible and editable by Internal users only and can be edited on the Contact Profile by Internal users or they can also be edited via the Manage Contacts table by simply clicking on the relevant note cell and then clicking/editing the appropriate field on the pop-up box.
Level: Consumer Profile.
Grids: Notes & Comments are visible under the Manage -> Manage Consumers grid.
Exports: Notes & Comments are available under Manage -> Manage Consumers -> Export Consumers.
Booking/Job/Interpreter Job Level Notes
When Creating/Editing a Booking/Job/Interpreter Job there are a number of notes fields available, some of which are coming from Profile level Notes as outlined above.
Job Details Tab
Customer Notes
In the Customer Information section of a Booking you will find Customer Notes, these Notes are coming from the Customer Profile (see above).
Also Visible: as above, the source of these notes are the Customer Profile.
Audience Visibility/Edits: These are visible and editable by Internal users only. These are not editable on a Booking, they can only be edited on the Customer Profile by Internal users.
Level: Customer Profile.
Venue Information
In the Service Location section of a Booking you will find Venue Information, these notes are coming from the Customer Profile Service Location (see above).
Also Visible: as above, the source of these notes are the Service Location under Customer Profile.
Audience Visibility/Edits: These details are visible to everyone who has access to the Booking, i.e. Internal, Customer and Interpreter. These are also directly editable on a Booking, by Internal and Customer users, using the Pencil & Save icon; such edits persist only to the relevant Booking and not to the Venue Information on the Service Location itself.
Level: Customer Profile > Service Location.
Exports: This field is available under Manage Jobs Bookings Export by selecting the attribute venue information.
Special Instructions
In the Service Location section of a Booking you will find Special Instructions, these notes are coming from the Customer Profile (see above) but can also be edited on a Booking.
- Customer Special Instructions - notes in this section are intended for, and visible within Bookings, by Customers using the Customer Portal. They are also visible by Internal users.
- Interpreter Special Instructions - notes in this section are intended for, and visible within Bookings, by Interpreters using the Interpreter Portal. They are also visible by Internal users.
- Internal Special Instructions - notes in this section are intended for and visible by Internal users who can also view Customer & Interpreter Special Instructions as per above.
Also Visible: as above, the source of these notes are the Customer Profile.
Audience Visibility/Edits: as above, Special Instructions are visible to the respective audience within any Bookings that they have access to, however, only Internal users can edit these at the Customer Profile level or within Bookings. Any edits made on the Booking level will persist only at the Booking level (i.e. all Jobs that share the same Booking #), these will not update the Special Instructions at the Customer Profile level.
Level: Customer Profile & Booking level, i.e. any edits at the Booking level will persist for all Jobs under this Booking such as Recurring, Follow-up and Team Jobs.
Grids/Reset Columns: Special Instructions are available for selection anywhere there is a table/grid that includes the Reset Columns button by selecting Sp. I - Admin/Sp. I - Cust/Sp. I - Interp under the Reset Columns menu.
Exports: These fields are available under Manage Jobs Bookings Export by selecting the attributes customer special instructions, interpreter special instructions, and/or internal special instructions.
Consumer Notes & Comments
In the Appointment Details section of a Booking, when a Consumer has been selected, you will see Notes & Comments, these notes are coming from the Consumer Profile (see above).
Also Visible: as above, the source of these notes are the Consumer Profile and also visible under the Manage Consumers grid.
Audience Visibility/Edits: These are visible and editable by Internal users only and can only be edited on the Consumer Profile by Internal users or they can also be edited via the Manage Consumers grid by simply clicking on the relevant note cell and then clicking/editing the appropriate field on the pop-up box.
Level: Consumer Profile.
Appointment Details
In the Appointment Details section of a Booking you will see Appointment Details, these notes are available to edit on the Booking, i.e. all Jobs that share the same Booking #. These notes are typically used to provide any additional details relative to the appointment for the benefit of Internal users and Interpreters.
Also Visible: These notes are not visible elsewhere.
Audience Visibility/Edits: These details are visible to everyone who has access to the Booking , i.e. Internal, Customer and Interpreter. These are editable by Internal users and Customers when creating and/or editing a Booking.
Level: Booking.
Grids/Reset Columns: Appointment Details are available for selection anywhere there is a table/grid that includes the Reset Columns button by selecting Appointment Details under the Reset Columns menu.
Exports: This field is available under Manage Jobs Bookings Export by selecting the attribute appointment details. This field is also available under Accounts -> Receivables -> Refresh button -> Export Invoices Expanded - Full details, labelled notes. Similarly it is also available under Accounts -> Payables -> Refresh button -> Export Payments Expanded - Full details, labelled notes. It is also available on the Export Margins Report - Full Details under both Receivables and Payables labelled notes.
Notes
In the Notes section of a Job you will find 3 individual notes boxes that can be used for a variety of purposes and audience as outlined below. Note that each of these boxes are available at the Job level, i.e. you can add different notes to different Jobs under the same Booking. If you are updating one of these boxes on a Job that is part of a recurring set, you will receive the Update Recurring Job box which will allow you to choose how to apply the edits, i.e. to a single Job or multiple Jobs under the same Booking. These notes are not however at the Interpreter Job level, i.e. Team Jobs, therefore where Team Jobs are concerned these notes will apply to all of the Jobs. See below for more information on notes at the Visit level.
Job Details
These are similar to Appointment Details in that they are visible to all parties who have access to the Job and can be used to share additional details regarding the appointment, the difference being that these notes reside at the Job level rather than the Booking level. These notes are specific to the job that they are entered into and will not update across jobs in a recurring booking, except if there is a Team Job. On Team Jobs, if the notes in the Job Details note field are updated on one job, all of the team jobs will reflect the updated information.
Also Visible: These notes are also visible/editable on the Notes tab within Financial Review by Internal users only, however, any edits made here will be visible to all who have access to the Job. All parties who have access to the Job can also view/edit these notes in any Job grids, for example Dashboard, Manage Jobs etc., by clicking on the Job ID (or selecting View More from the Job action menu) and navigating to the Reference/Notes tab and clicking on the Job Details field to edit.
Audience Visibility/Edits: These details are visible/editable to everyone who has access to the Job i.e. Internal, Customer and Interpreter as per above. These are visible/editable by Internal users only within Financial Review but all updates will be available to all who have access to the Job.
Level: Job.
Grids/Reset Columns: Job Details are available for selection anywhere there is a table/grid that includes the Reset Columns button by selecting Job Details under the Reset Columns menu.
Exports: This field is available under Manage Jobs Bookings Export by selecting the attribute job details.
Billing Notes
These are for Internal users use only and are used during the Job Workflow (Assignment, Cancellation etc.) to capture any important instructions for billing purposes, as well as within Financial Review to record any actions taken during the billing process.
Also Visible: These notes are also visible/editable on the Notes tab within Financial Review by Internal users only. Internal users can also view/edit these notes in any Job grids, for example Dashboard, Manage Jobs etc., by clicking on the Job ID (or selecting View More from the Job action menu) and navigating to the Billing Notes tab and clicking on the Billing Notes field to edit.
Audience Visibility/Edits: These details are visible/editable to Internal users only.
Level: Job.
Grids/Reset Columns: Billing Notes are available for selection anywhere there is a table/grid that includes the Reset Columns button by selecting Billing Notes under the Reset Columns menu.
Exports: This field is available under Manage Jobs Bookings Export by selecting the attribute billing notes. This field is also available under Accounts -> Receivables -> Refresh button -> Export Invoices Expanded - Full details, labelled billing info. Similarly it is also available under Accounts -> Payables -> Refresh button -> Export Payments Expanded - Full details, labelled billing info. It is also available on the Export Margins Report - Full Details under both Receivables and Payables labelled billing info.
Notes about Interpreter(s)
These are for Internal users only and are used during the Job Workflow (Assignment, Cancellation etc.) to capture any important instructions relative to the Interpreter(s) to be assigned/assigned.
Also Visible: These notes are also visible/editable on the Notes tab within Financial Review by Internal users only. They are also visible/editable on the Assignments tab of the Job.
Audience Visibility/Edits: These details are visible/editable to Internal users only.
Level: Job.
Grids/Reset Columns: Notes about Interpreters are available for selection anywhere there is a table/grid that includes the Reset Columns button by selecting Interpreter Notes under the Reset Columns menu.
Exports: This field is available under Manage Jobs Bookings Export by selecting the attribute interpreter notes, the resulting column in the export will also be labelled interpreter notes. This field is also available under Accounts -> Receivables -> Refresh button -> Export Invoices Expanded - Full details, labelled interpreter notes. Similarly it is also available under Accounts -> Payables -> Refresh button -> Export Payments Expanded - Full details, labelled interpreter notes. It is also available on the Export Margins Report - Full Details under both Receivables and Payables labelled interpreter notes.
Assignments tab
Notes about Interpreter(s)
These are for Internal users only and are used during the Job Workflow (Assignment, Cancellation etc.) to capture any important instructions relative to the Interpreter(s) to be assigned/assigned. These are the same Notes about Interpreter(s) as available on the Job Details tab as outlined above.
Also Visible: These notes are also visible/editable on the Notes tab within Financial Review by Internal users only. They are also visible/editable on the Job Details tab.
Audience Visibility/Edits: These details are visible/editable to Internal users only.
Level: Job.
Grids/Reset Columns: Notes about Interpreters are available for selection anywhere there is a table/grid that includes the Reset Columns button by selecting Interpreter Notes under the Reset Columns menu.
Exports: This field is available under Manage Jobs Bookings Export by selecting the attribute interpreter notes, the resulting column in the export will also be labelled interpreter notes. This field is also available under Accounts -> Receivables -> Refresh button -> Export Invoices Expanded - Full details, labelled interpreter notes. Similarly it is also available under Accounts -> Payables -> Refresh button -> Export Payments Expanded - Full details, labelled interpreter notes. It is also available on the Export Margins Report - Full Details under both Receivables and Payables labelled interpreter notes.
Job Notes
These are for Internal & Interpreter users only and are used during the Job Workflow (Assignment, Cancellation etc.) to capture/communicate any important notes between Internal users and Interpreters relative to the appointment before or afterwards. These are not accessible by Customers.
Also Visible: These notes are also visible on the Notes tab within Financial Review by Internal users only. Internal users & Interpreters can also view/edit these notes in any Job grids, for example Dashboard etc., by clicking on the Job ID (or selecting View More from the Job action menu) and navigating to the Reference/Notes tab and clicking on the Job Notes field to edit.
Interpreter Portal (full site) Click on View More > Click on Release Notes tab > Click on Job Notes to open text box and enter message > Click Ok
Audience Visibility/Edits: These details are visible/editable to Internal & Interpreter users only.
Level: Job.
Grids/Reset Columns: Job Notes are available for selection anywhere there is a table/grid that includes the Reset Columns button by selecting Job Notes under the Reset Columns menu.
Exports: This field is available under Manage Jobs Bookings Export by selecting the attribute interpreter job notes, the resulting column in the export will also be labelled interpreter job notes.
Internal Job Notes
These are located at the Interpreter Job level (Individual Interpreter Job where there are multiple such as Team Jobs), under the Interpreters section. These are for Internal users only and are used during the Job Workflow (Assignment etc.) to capture/communicate any important notes between Internal users relative to the individual Interpreter Job, i.e. each individual Interpreter Job can have a different note. These are not accessible by Customers or Interpreters.
Also Visible: These notes are also visible/editable at the bottom of the Time Record tab within Financial Review (labelled Notes) by Internal users only.
Audience Visibility/Edits: These details are visible/editable to Internal users only.
Level: Interpreter Job.
Final Job Notes
These are located at the Interpreter Job level (Individual Interpreter Job where there are multiple such as Team Jobs), under the Interpreters section. These are for Internal and Interpreter users only and are used during the Job Workflow (Assignment etc.) to capture/communicate any important notes between Internal and Interpreter users relative to the individual Interpreter Job, i.e. each individual Interpreter Job can have a different note. These are not accessible by Customers.
Also Visible: These notes are not visible/accessible elsewhere, however, they can be added to via Job Close Notes and Cancellation Notes when Closing/Cancelling a Job either as an Internal, Customer or Interpreter user.
Audience Visibility/Edits: These details are visible to Internal and Interpreter users only but can be added to via Job Close Notes and Cancellation Notes when Closing/Cancelling a Job either as an Internal, Customer or Interpreter user.
Level: Interpreter Job.
Grids/Reset Columns: Final Job Notes are available for selection anywhere there is a table/grid that includes the Reset Columns button by selecting Final Notes under the Reset Columns menu.
Job Close
Job Close Notes
These are located on the Close Job screen and can be added by Internal, Customer or Interpreter users when closing Jobs. These notes are added to/accessible under Final Job Notes on the Assignments tab (see section above) by Internal and Interpreter users only. Once added, these are not accessible by Customers.
Also Visible: These are also visible on the Assignments tab at the Individual Interpreter Job (where there are multiple such as Team Jobs), under the Interpreters section.
Audience Visibility/Edits: These details are visible to Internal and Interpreter users only but can be added to via Job Close Notes when Closing a Job either as an Internal, Customer or Interpreter user.
Level: Interpreter Job.
Job Cancellation
Notes at Cancellation
When a Job is cancelled by either an Internal user or a Customer, additional can be entered on the Job Cancel screen. These notes will be added to Billing Notes on the Job Details page (see above) and also Notes at Cancellation visible within Financial Review and Final Job Notes on the Assignment page.
Also Visible: These are also visible within Billing Notes in several locations (see Billing Notes above) and on the Time Record tab within Financial Review.
Audience Visibility/Edits: Once entered, these notes are visible to Internal users. They are visible to interpreters in the Final Job Notes field.
Level: Interpreter Job.
Grids/Reset Columns: Billing Notes are available for selection anywhere there is a table/grid that includes the Reset Columns button by selecting Billing Notes under the Reset Columns menu.
Exports: This field is available under Manage Jobs Bookings Export by selecting the attribute billing notes. This field is also available under Accounts -> Receivables -> Refresh button -> Export Invoices Expanded - Full details, labelled billing info. Similarly it is also available under Accounts -> Payables -> Refresh button -> Export Payments Expanded - Full details, labelled billing info. It is also available on the Export Margins Report - Full Details under both Receivables and Payables labelled billing info.
Accounts - Financial Review
Time Record tab
Notes at Cancellation - see above on Job Cancellation, Notes at Cancellation
Job Notes - see above on Assignments tab, Job Notes
Notes - see above on Assignments tab, Internal Job Notes
Notes tab
Job Details - see above on Job Details tab, Job Details
Job Notes - see above on Assignments tab, Job Notes
Billing Notes - see above on Job Details tab, Billing Notes (these will also include any notes added at cancellation, see above Notes at Cancellation)
Notes about Interpreters - see above on Job Details and Assignments tab, Notes about Interpreters
Accounts - Receivables
Invoice Notes
When a Job has been Invoiced by an Internal user you can add notes to the Invoice itself (by selecting the Invoice on the Invoices tab on the right hand side and accessing Invoice Notes on the Invoice on the left hand side) for Internal purposes only. These notes will also be automatically stamped by the system indicating the user and date & time that the Invoice was created, or, in the case where an Invoice was bulk-created a system generated note will be added to indicate this.
Also Visible: These notes are not visible elsewhere.
Audience Visibility/Edits: These notes are visible to Internal users only.
Level: Invoice.
Grids/Reset Columns: Invoice Notes are available for selection under Accounts -> Receivables -> Invoices tab (you may need to use the Reset Columns button and select Notes).
Exports: This field is available under Accounts -> Receivables -> Invoices tab -> Refresh button -> Export Invoices.
Accounts - Payables
Payment Notes
When a Payment has been generated for a Job(s) by an Internal user you can add notes to the Payment itself (by selecting the Payment on the Payments tab on the right hand side and accessing Payment Notes on the Payment on the left hand side) for Internal purposes only. These notes will also be automatically stamped by the system indicating the user and date & time that the Payment was created, or, in the case where a Payment was bulk-created a system generated note will be added to indicate this.
Also Visible: These notes are not visible elsewhere.
Audience Visibility/Edits: These notes are visible to Internal users only.
Level: Payment.
Grids/Reset Columns: Payment Notes are available for selection under Accounts -> Payables -> Payments tab (you may need to use the Reset Columns button and select Notes).
Exports: This field is available under Accounts -> Payables -> Payments tab -> Refresh button -> Export Payments.
Tasks
Task Notes
When a Task is being created or edited for a Job by an Internal user you can add notes to the Task. These notes will be visible anytime that the Task is edited or within Task grids on the Tasks tab of the Dashboard or within the Job itself.
Also Visible: These notes are not visible elsewhere.
Audience Visibility/Edits: These notes are visible to Internal users only.
Level: Task.
Comments
Comments are another quick and useful way to add notes to a Booking, they are especially useful for brief notes, questions or reminders. You can add Comments either in View mode or in Edit mode on a Booking. Any Comments added to a Job will be visible under all related Jobs under that Booking #.
You can access and add Comments within a Job itself on the top right hand side, on the 2nd tab next to the Documents tab. Simply click on Add Comment, enter the comment, click on the Save link.
You can also access and add Comments from the Manage Jobs page and within Financial Review. Use the Reset Columns button to firstly add Comments to the grid and then simply click on the counter icon to view and/or add Comments. The counter will indicate the number of Comments, if any, that have been added.
You can also access and add Comments on the Assign Interpreter page Comments tab.
Both Customers and Interpreters can access the Comments feature and add and view Comments, however, they will only be able to view Comments that they have added respectively while Internal users can view all Comments.
Also Visible: Comments are visible from within a Job or Booking, the Manage Jobs page and Financial Review.
Audience Visibility/Edits: These are visible to respective users only; both Customers and Interpreters can add and view Comments, however, they will only be able to view Comments that they have added respectively while Internal users can view all Comments.
Level: Booking.
Grids/Reset Columns: Use the Reset Columns button and select Comments.
Exports: This field is not available for export.