Notes in Fexa Allow users to add notes on work orders that are related to the work being completed, accounting related notes, and more. Vendors are able to communicate with their customer and vice versa.
To view or add notes on a work order, click on any work order and select the Notes tab.
Add a Note in the Blank field on the left side. On the right side the Visibility drop-down is used to select who can view the note. Any site may have a setting to default visibility to All or one of the other three options.
If An Action is needed on the work order, choose the Action Required toggle to be true.
The External Note toggle will only appear to those with associated integrations.
Adding a note will apply it to the work order and anyone who looks at the notes section will see it under the notes section. If the note should be shared immediately with someone specific, you should add an email to the note to ensure the specific someone receives the note!
There is a drop-down for email sources, which provides the Nature of the Relationship for the recipient and narrows down the actual list of possible selectable email addresses.
These email sources include Assignment Providers, Assigned Vendors Extra Contacts, Client, Client Extra Contacts, Department, Division, Internal Employees, Store, Store District Managers, Store Regional Managers, and Store Managers. (The language for the email sources can be updated to better suit individual sites).
These are also permission driven, and the email source will only be visible to those who have permission to view the related objects.
Any Note added to a Work Order can be viewed below and if the note was emailed, an email address will appear under Emailed To.
Administration
Once a note has been added, the visibility can be updated using the hamburger menu next to the note.
The visibility can be updated to All, Internal, Store or Vendor. If you wish to have this note externally visible, select the check box next to "External Note".
Note Visibility
- Internal - All users with internal employee, technician, and regional/district manager roles can view notes with this visibility. The Store Manager and Subcontractor Employee roles will not be able to see these notes.
- Vendor - All users with subcontractor employee, internal employee, and regional/district managers can view notes with this visibility. The Store Manager role will not be able to see these notes.
- Providers will ONLY be able to see notes for their company. If multiple providers are on the same work order, each provider will only have permission to view the notes added by their own company.
- If multiple providers are on the same work order, any note an internal user adds to a work order with this visibility will show for ALL providers on that work order.
- Store - All users with store manager, internal employee, technician, and regional/district manager roles can view notes with this visibility. Service Providers will not be able to see these notes.
- All - All users associated to a work order can view notes with this visibility. This includes the internal employee, technician, regional/district manager, and subcontractor employee roles.
- Providers will ONLY be able to see notes for their company. If multiple providers are on the same work order, each provider will only have permission to view the notes added by their own company.
- If multiple providers are on the same work order, any notes added by internal employees, technicians, regional/district managers or store managers with this visibility on the note will show for ALL providers on that work order.
- Vendor/Internal - All users with subcontractor employee and internal employee roles can view notes with this visibility.
- Providers will ONLY be able to see notes for their company. If multiple providers are on the same work order, each provider will only have permission to view the notes added by their own company.
- If multiple providers are on the same work order, any note an internal user adds to a work order with this visibility will show for ALL providers on that work order.