Attaching a Text Note to a Matter or Order

Overview

Text notes are added directly to the Order or Matter using the Notes tab.

• N1 - A note added to an Order/Invoice is only viewable in the History tab of that Order/Invoice.
• N2 - A note added to the Matter is only viewable in the History tab of the Matter.

Procedure

The following procedure describes how to add/view a text note within an Order and within a Matter.

To add a text note to an Order, do the following:

1. Find and open the Matter you wish to attach a note to.

See user guides LPG Search Functions and My Work Overview & Search for a discussion of ways to find Matters and Orders.

The Matter screen appears with the Engagement tab highlighted.

The list of Engagements associated with this Matter is displayed. 

Notes can be added to the Matter, the Engagement or to Deliverable orders.  Identify what level you wish to add the Note to.

2. Click the Order number of the order that you need to add a Note to.

The View Order screen appears.

3. Click the Notes

N1 - By default, a notification (email or in-app message) will NOT be sent to the Provider/Customer when the note is added. Click the Yes radio button if you require notification to be sent once the note has been saved.

N2 - By default, Notes added by the Customer will be visible to the Provider.  If the Customer wishes the note to only be visible to members of their workgroup, click the Internal Staff Only radio button.  (NOTE:  Notes added by Providers will ALWAYS be visible to the Customer)

N3 - By default, the note will be categorised as a Normal Note. Click the Commentary Note radio button if you wish to add specific commentary to the Order.  Commentary notes can be extracted to a special report, if required.

N4 – Enter a Short Description or title for the note that you are adding.   This can be up to 200 characters long.

N5 – Enter the Note Text – up to 2,000 characters can be recorded.  This count includes the Short Description (i.e. if you have a Short Description of 25 characters, you will only be able to enter approximately 1,975 characters of Note Text as the LPG will store’{Description} – {Note Text}’ as the Note Text).

4. When you have finished creating the note, click the Add The note is added to the Order.  You will be moved to the History tab to view the new note.

The following information is displayed for your note:

Date/Time  – The date and time that the note was added to LPG.

Note Type  – Commentary Notes show as Note Type “Commentary” whilst Normal Notes show as “Attach Note”.

Comments  – The Description and Text that were entered.

Updated By  – The Person who added the note.

From  – The company that the person who added the note belongs to.

View By  – The View By column shows whether the Provider can see the note. (NOTE: This column is not displayed to Providers)

Print Select  – Identifies whether the note will be included if you print the Order History.

5. Click on the Print History link to open a printable version of the history items.

6. Click on the Filter History link to refine what is displayed in the history list.

7. Customers can modify who can see a normal note or details of documents that they have uploaded to LPG. To do this, they scroll to the bottom of the History tab and click the Modify View Access  The Edit Order History window opens.

8. Use the drop down box in the Change To column to select which group can see the text note:

Customer Only –  Only users with customer roles are able to view the note

Current Provider Only – Only the provider who had access to the order at the time the note was made will be able to view the note

Order’s Current Provider – Any provider who has access to the order will be able to view the note

9. Scroll to the bottom of the window and click the Submit

The Edit Order History window closes. The display returns to the History tab in the View Order screen.

Tips & Troubleshooting