User Type Notes

This allows your company to default Notes to "Private" by user type and suppress the Private Notes check box on a Note based on a user's authority. This check box is located in the Company Configuration Tool / Company Setup / Organization Tab / Add - Edit User Types. In order to use this function, a user must have the authority, "Show Private Checkbox on Notes," (Notes group). This allows users to see the "Private" check box on Notes.

 The system setting, "Default Note to Private," (System Editor: Notes folder) behaves this way when set:

• True: The system will look at any user.
• False: The system looks at "User Type."

Here is how this works using various scenarios.

• If User Type “Default Note to Private” is checked and the system setting “Default Note to Private” is enabled => Private is checked by default.
• If User Type “Default Note to Private” is unchecked and the system setting “Default Note to Private” is enabled => Private is checked by default.
• If User Type “Default Note to Private” is checked and the system setting “Default Note to Private” is disabled => Private is checked by default.
• If User Type “Default Note to Private” is unchecked and the system setting “Default Note to Private” is disabled => Private is unchecked by default.

Other scenarios:

• If the Notes Authority “Show Private Checkbox on Notes” is checked => The Private check box will be visible and can be modified for checking / un-checking.
• If the Notes Authority “Show Private Checkbox on Notes” is unchecked => The Private check box will not be visible and cannot be modified for checking / un-checking.
• If the Notes Authority “View Private” is checked => Users can view private Notes from other users.

• If the Notes Authority “View Private” is unchecked => Users cannot view private Notes from other users.

Special Note: If the “Show Private Checkbox on Notes” is unchecked (not visible) but the system sets "Private" to be checked by default, then the user will not see the Private check box; it will be checked in the database (but not visible for modification).