Content Manager 25.1 Content Manager

# Notes

The Notes function enables you to enter additional details or information regarding the item you are working with.

This is usually information that you cannot enter in any of the other fields.

The Notes field for Content Manager objects can be searched for using the Notes text search method. To search Notes content, the Notes field must be indexed. Indexing can be done for specific Content Manager objects, additional to those listed on the reindexing tool, using the Content Manager Enterprise Studio - Dataset - SQL Text Indexing - Reindex option, see Content Manager Enterprise Studio Help > Dataset setup and maintenance > Configure SQL Text Indexing dialog box for details. Alternatively, Notes for other objects can be indexed via the Content Manager client - Administration - Reindex - Other notes option, but note this does option not allow for specific object selection.

These functions assist with Notes field maintenance:

- User Stamp - enables you to add a user stamp which indicates who entered the note and when
- Spelling - checks the spelling of the note.

  See Checking spelling.

- Add Notes - appends new notes.

  When you click the button, the Add Annotation dialogue box appears.

  See Add Notes.

About Notes

You can add the Notes field to the view pane - see Modifying the view pane.

You can apply the notes function to all tagged items or, if no items are tagged, the selected item only.

If no items are tagged, you will see a Notes window where you can add notes or edit the existing notes of the currently selected item.

If several items are tagged, you will see an empty Notes window and the text you type will be appended to the existing text of the notes for each of the tagged items.

Notes field behaviour

The position in a Notes field where a user can add notes to a record is set by the administrator in the Record Type - Menu page:

- Prevent users without 'Record Administration' permission from overwriting existing Notes
- Allow users without 'Modify Records' permission to append to Notes
- When adding notes to a Record, insert the text
  - At Either End - user decides where to insert the notes
  - Only at Top
  - Only at Bottom

    These enable a user of user type Administrator to enforce the function so that users can only add notes to the beginning or the end of existing notes.

    Users with full access permissions to notes can still type new notes by placing the cursor and typing directly into the Notes field.

  NOTE:

  - It is strongly recommended that you do not attempt to format notes text other than by paragraph, as Content Manager formats the text dynamically to suit the available space on reports etc. and any formatting, such as columns of text, may be lost. The Notes field has a limit of 64KB, which is approximately 60,000 characters.
  - Users of the user type Knowledge Worker and Notes - by default, a user of the user type Knowledge Worker has Append to Existing Record Notes permission. However, there may be circumstances where this user cannot add to notes.

    The administrator can resolve some of these circumstances by selecting Allow users without 'Modify Records' permission to append to Notes in the Record Type properties in the Menu page.

    Other circumstances cannot always be resolved as easily - it could be that the item has Access Controls or other security applied that do not allow the user to update the item's notes.

Copyright 2008-2025 Open Text
Version 25.1 | Last updated January 2025
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Product: Content Manager 25.1

Topic Title: Notes