1.  ADDING NOTES TO A CASE/SERVICE

Notes may be added at the case level and at the service level.


Notes may be created automatically by W5 to log certain activities that occur.  These notes act as audit entries.


There are two basic types of notes that appear in cases:


Standard Notes

· Notes entered by the user or audit entries created automatically by W5.

· Standard notes may be added:

· From the Notes tab in case maintenance

· From the Charge Maintenance form

· From a diary entry

· From the calendar

· From a workflow action

Extended Notes

· Items that are grouped into the notes section on a case but are actually 
  created from other tasks, these would include:

· Emails (sent and received)

· Workflow action history and workflow comments

· Client and client contact instructions and comments

· Vendor instructions and comments


1.1.  Adding Notes in Case Maintenance or Services Level


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the Case item in the case navigator panel to add the note at case level.


– OR –


Click on the Services item in the case navigator panel to the add note at the service level.


2.  Click on the Notes tab.


3.  Click on the New button (bottom of the form).


The file # of either the case or the service will appear in the File: field. This will help ensure that you are entering the note onto the correct case or service file.


4.  Set the options as needed:


(a) Fixed Width Font *


A standard font is used when not selected. A fixed width font is applied to the text when it is selected.


(b) Floating Note *


When selected the Note separates from the case into its own window.



(c) Orig. Author


The owner of the note who has possibly instructed the W5 Author on the Note specifics.


(d) W5 Author


The person who has created the note. This individual could also be entering the note on behalf of someone else (e.g., the Orig. Author).


(e) Corrected by


The person who has changed the note.


(f) PRIVATE R


To prevent the note from appearing on the web portal.  This effectively allows you to create “for staff eyes only” type notes.  The W5 administrator may have set W5 to check this by default.


- OR -


PRIVATE *


To “publish” a note to the web portal. 


We suggest that you practice caution and restraint in using private notes if you handle cases where, by their nature or their legal jurisdiction, there may be issues regarding “full disclosure”. Having said that, private notes can be a valuable tool for providing certain instructions to internal staff without cluttering the information made available to clients and vendors on the web portal.


(g) Dated


The date the note was created. It will default to the current date if one is not specified.


(h) On


The date the note was changed by the Corrected by user.


5.  Subject


For the title for the note.


6.  Class


To classify the note and may be left empty. Note classification codes are used:


· In case maintenance to help organize the notes.


· By the user security system to prevent or allow users to view specific notes.


7.  Activity - Optional


Is optional and if filled in, it may be used as an aid to identify a specific note as representing a special type of activity on the file. This may be useful for


8.  Note Text


Below the subject field is the text entry area.  Notes may be as small or large as you need.  The W5 administrator may arbitrarily set a limit on how many characters they will allow in a note.  Unless the administrator changes the default, you can type up to 1 million characters in a note.


We suggest that you keep notes as brief as possible.


9.  Click the Save button (bottom of the form).