Note categories are used when editing Notes against various elements in the system – like products, customers, suppliers and more. You can restrict access to notes by limiting Users to a set of note categories.
It is important to remember that not only can access to notes be limited by these categories, but they can also be used as filters on reports so you can produce a summary of the activity for a Customer by Category, or for a User/Rep by Category to allow a review of the performance in a targeted area.
Examples
To give an example: you may have reps entering sales related notes against a customer, and the finance team entering accounts related notes against a customer. You can set up a ‘sales’ and ‘accounts’ category to distinguish the notes. Users can be restricted to a set of note categories; thus you can have your rep and account users only viewing notes that are relevant to them.
Below is a list of some possible notes categories we have seen customers put to good use:
- Debt Collection Notes
- Account Rep Visits Notes
- Sales Calls Notes
- Customer Service Follow-ups
- Supplier Price Review Notes
- Customer Complaint Notes
- Product details/specification Notes
- GL Postings/Account “workings”
- Asset details/specification Notes
- CRM Notes
Minimum Requirements
The entry of a category against a note is mandatory, so you must set up at least one note category.
Changing Established Data
Add new note categories at any time or change the name and details of an existing note category.