File notes allow registry staff to enter free text additional information and upload supporting documents regarding an item on the register, on ad-hoc bases.
Verne provides the standard and the extended file notes functionality:
- Standard – the ability for registry staff to be able to add file notes to an entity. These file notes are not visible on the public register or to anyone else, regardless of their relationship to the entity.
- Extended – the ability for the file notes to be entered against almost anything on a register and not just the item being registered. For example a file note could be added to a; review task; user profile; team. It also allows; searching of file notes; view the history of changes; add tags to the notes.
Standard File Notes
Standard file notes allow registry staff to:
- Add a new file note.
- Edit an existing file note.
- Remove an existing file note.
Once a file note is added for a registered item it is displayed in the View Registered Item – General Details tab screen for the registered item. The file note though is never displayed to an external customer and can only be seen by registry staff who have permission to view file notes.
A current file note that is removed is not displayed after it is removed.
Extended File Notes
Extended file notes offer the following additional features:
| Feature | Description |
|---|---|
| Other item file notes | File notes can be implemented to almost anything in the register when required by the client. This is not the standard implementation and where file notes are required for more than the registered item, this comes at an additional cost. For example and not an exhaustive list, file notes within a register can be available for: • Tasks • User profiles • Teams |
| Advanced file notes presentation | There are two implementations to choose from as to how an item’s file notes are navigated to/presented, to allow file notes for the item to be viewed, added, edited and removed: • File notes tab (placed on the View Item Details tabbed screen as a separate tab) • File notes menu options (placed on the View Item Details tabbed screen as two separate menu options View file notes and Add a file note) |
| Search file notes | Where file notes have been implemented for more than a registered item in a register, (e.g. Tasks), the file notes can be searched and viewed through an admin function. |
| File notes tags | For each file note, there is the ability to provide a free format tag(s), for example ‘Warning’. These tags can then be used to filter or search on file notes to return file notes with that tag. A tag is entered or selected from tags already being used for the registered item. |
| File notes history | For each file note, that has been changed there is an option to view a history of that file note providing any changes to a file note. |
| File notes thread | File note thread allows a file note to be added for an existing file note. Providing a parent and a child note scenario, i.e. hierarchical file notes. For example from a File Note another File Note can be added which sits under then original file note. |
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