How do I configure Note Types on my system?

The My Council Services platform provides you with the ability to configure different types of Notes that can be added in various areas of the system.

There are two main Note Types available: User and Customer. Admin Users can configure the access levels for these Note Types.

By default, Customers can only view and add "Customer" notes, and Users cannot view Note Types that are Customer-only. However, an Admin User has the ability to configure a new Note Type with Customer and User access.

What areas of the system allow for Note Type configuration?

Note Types can be configured for the following system areas:

Do Note Types affect notifications?

Notifications for certain Note Types can be sent out, either by a Report Rule, or through Administration > Mail > Notifications.

For Customer Notes, emails sent by Mail > Notifications will:

1. Email your organisation's account (myorganisation.gov.uk)

2. Email the person who submitted the Note

For User Notes, emails sent by Mail > Notifications will:

1. Email your organisation's account (myorganisation.gov.uk)

2. Email the person who submitted the Note

3. Email the person who submitted the Service Request (if present/applicable)

If you wish to disable automatic notifications for Customers, Users, and/or Groups, untick any boxes where notifications are not required. 

Click on  Apply Changes  when finished.

What steps do I need to follow to configure Note Types?

1. Go to Administration > General > Types

2. The following screen will appear, showing Note Types that have already been added to your system.

Click on  Add  to start creating a new Note Type.

3. Select the Type, and provide a Name. Description, Icon, and Colours are not mandatory, but can be added if required.

If nothing is specified in the Start and End Dates, this Note Type will be available for use at all times.

Enable "Show Date" if you want Notes to record the exact date and time of submission.

If the Access Level is set to "Customer" only, Users will not be able to see or submit Notes using this Note Type, and vice versa.

If the Access Level is set to "Customer" and "User", then everyone will be able to use this Note Type, and see any Notes submitted with this Note Type.

If you only want specific Users to be able to view/use this Note Type, click on  Access  to select the appropriate Access Roles required.

Click on  Add  to apply the changes.

4. When adding a Note to a Service Request, Users have the ability to specify date parameters. No one will be able to view the Note before the Start Date, or after the End Date. If no dates are specified, the Note will always be available.