Creating Notes in Sonia

Introduction

The Notes feature allows the user to capture information that does not go into a hard-coded or custom field. It might be a record of a phone call, email, or meeting; it might be additional or sensitive information that is helpful to know.

Creating a Note

Open the record on which you need to create a Note. In this case, we have opened the Students module and selected a student.
Click the Notes button on the ribbon.
NOTE: The (1) below the Notes label indicates one Note already exists for this student.

Click the green + to create a new Note.
Active: Indicates the Note is active
Date: Enter the date the Note was created or the date of its relevance; for example, if it is a Note about a conversation, the date of the conversation would be appropriate
Category: Notes can be attributed a Note Category. Categories are a way to group together Notes for reporting purposes.
Note Category items can be added in School Options > Lists > Note Category.
Show to: Select the roles that can see the Note. Selecting Placement Officer indicates other placement officers can see this Note.
Once the Note is created, click OK, and save the record/profile.

Searching for Notes

In the Search tab of the module (in this example, the Students module), click “+ Add Criteria” > Details > Note. The Notes field will then be added as a filter.
Enter a keyword, and click the Search button at the right to display a list of students who have a Note on their profile that includes that keyword.

Notes Reports

To generate a report on Notes, click the Reports tab and then the Administration button.
Find the panel labeled Notes, and click the magnifying glass icon at the right.

Enter applicable filters, and click the View button.