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GSFFNOTE - Notes Facility

The purpose of the Notes Facility is to allow the creation and maintenance of free-form notes for data in Callista.

This facility allows additional information to be attached to records in the Callista database, and is accessed from forms in many subsystems. The forms which call the facility have very similar layouts.

All notes must be assigned to a Note Type. The types are defined by the institution for each subsystem where notes are used, the type reflecting the purpose of the notes associated with it.

Notes may be created only in TEXT format.

For example, in the Course Structure & Planning Subsystem, Notes of Type HANDBOOK could be created for inclusion in the institution's handbook.

To create a note relating to a record on the Callista database:

In Insert mode in the form calling the Notes Facility:

  • Ensure that the desired context is displayed in the top block
  • Select the type representing the purpose of the note from the list of values in the 'Note Type' field
  • Save
  • Select the corresponding Edit Note (GENF0010) button.
  • Type the text of the note
  • Save
  • Exit Note Facility

Rules/Notes:

The label for the 'Note Type' field will vary, depending on context. The field is the leftmost one for data entry in the calling form.

In order to be able to insert a Person or Enrolment Note, the current user must not have User (in SECF0040) or Role Restrictions (in SECF0041) that prevent the insertion of the required Person or Enrolment Note Type.

To update a note relating to a record on the Callista database:

In the form which normally calls the Notes Facility:

  • Ensure that the required context is displayed in the top block
  • Select the note record to be updated
  • Select the corresponding Edit Note button to go to GENF0010.
  • Make changes to the text content of the note.
  • Save the text and then exit.

Rules/Notes:

WARNING - Caution should be exercised before deleting notes to ensure that the information is no longer required.

In order to be able to update a Person or Enrolment Note, the current user must not have User (in SECF0040) or Role Restrictions (in SECF0041) that prevent the updating of the required Person or Enrolment Note Type.

To delete a note relating to a record on the Callista database:

In the form which normally calls the Notes Facility:

  • Ensure that the required context is displayed in the top block
  • Select the note record to be deleted
  • Delete the record
  • Save

Rules/Notes:

In order to be able to delete a Person or Enrolment Note, the current user must not have User (in SECF0040) or Role Restrictions (in SECF0041) that prevent the deletion of the required Person or Enrolment Note Type.

WARNING - Caution should be exercised before deleting notes to ensure that the information is no longer required.

 

Last Modified on 7 June, 2006