Special Note...About Notes: There is a field on both the Notes and Sticky Notes: "Private." If this has a check mark in it, only those users who have the authority "View Private," can access these Notes for viewing. There are two (2) system settings that can be used to control if this field defaults with a check mark for "Private" or not. These are in the Notes folder in the Diamond System Editor. To have the "Private" field default without a check mark (so everyone can see any Notes or Sticky Notes), set the "Default Note to Private Notes" and "Default Sticky Note to Private" to "0" (Disable). If you do not want everyone to view all of the Notes / Sticky Notes, set this field to "1" (Enable).
Notes may be attached at three (3) levels in Diamond:
Client Notes: Any additional items, aside from the data entered on the Client screen, which pertain specifically to the client. With the Client screen open, select the Notes tab to open the Notes screen.
Policy Notes: Information for a specific policy, such as notations regarding driver, vehicle or policy coverages. With the Policy Information screen open, select the Notes tab to open the Notes screen.
Claim Notes: Additional information regarding a specific claim, as entered by an adjuster, underwriter, etc. With the Claim Detail screen open, select the Notes tab to open the Notes screen.
From the Notes screen you may perform the following:
New: Opens the New Note screen for entry of a new client, policy or claim Note.
Append to Note: Select to add additional information to an existing Note.
Print: Select to format the selected Note for printing.
Delete: Removes a selected Note from display.
Edit: Select to edit the text of an existing Note; proper authority is required.
(Make Note) "Sticky:" Presents the option to make the Note a Sticky Note.
(Assign Note) Ownership: Allows an available user name to be selected as the Note owner.
Note Type: You may or may not see this field; it is controlled by a system setting. If it is displayed, select the type of Notes you would like displayed in the Grid View.
Remove Check: This allows a user to remove all “Check on Renewals” check marks from all Notes without having to enter each Note and clicking the check box to remove it. This option is only available providing a user has the "Check on Renewal" authority within the authorities listed in Notes. When selected, the system returns a warning: "This will remove the Check on Renewals from all Notes." Clicking OK removes all check marks as well as the "Remove Check" option.
Detail / Summary View: Presents the option for viewing the Note, and related statistics, in a separate window pane or in one text field.
Display This Level Only: Allows viewing of Notes attached only to this particular policy, claim, etc.
Display This Level Down: Gives the user the option to view Notes only at the current level and down.
Display This Level Up: Allows a user to display Notes at the current level and above.
Display All At This Level for Client: If multiple policies exist, this option allows a user to view Notes (at the client level) for all other policies at a given level (i.e., Policy Level, Claim Level, Client Level, etc.). For example, if you have accessed a policy and a client has three (3) policies with each policy having a Note, selecting this option presents all the Notes for all policies.
Diamond's Sticky Notes allow a client, policy, or claim record to be tagged with special requests, requirements, or reminders. Used exactly like their paper counterparts, Sticky Notes are used primarily as "attention getters."
Sticky Notes may be presented in one of the following colors:
Yellow: This color indicates the Note is displayed on the current client, policy or claim record.
Red: If you make a Note and have marked it "Urgent," the Note displays in red.