Asset Notes and Pop Up Notes
The asset file has a dedicated space for asset notes. Users will notice three panels within the Notes tab of the asset file and each has a distinct purpose.
To access the Notes tab of the asset file:
Click on Assets from the main menu
Locate and click on an asset to pull up the file
Click on the Notes section of the asset menu
Asset Comments are a separate feature from the Notes described here. To view or add comments on an asset, use the Comments icon in the asset header, not the Notes tab. Comments are threaded, timestamped messages that support @-tagging other users and unread notifications. See Record Comments/In-App Chat and Messaging.
PM Service Notes are elsewhere. Short standing instructions for servicing an asset, such as field service or location notes, are entered in the PM Service Notes panel on the asset’s PM section rather than on this Notes section. See Asset PM Tab (Preventative Maintenance).
Asset Notes
Use the asset notes panel to document ongoing notes/callouts on the vehicle.
Pop-Up Notes
Use Pop-up Notes when there are reminders or callouts on the record that you want to auto-prompt anytime the asset is accessed via the assets list or in a Work Order.
When setting pop-up notes, they can be made to pop up with both the asset file as well as when the asset is part of a work order OR only when a work order is created.
Pop up notes that are set to auto-prompt will pop up in a modal for the user accessing the specific record and must be acknowledged before they disappear.
To use a Pop-Up Note:
Click on Assets from the main menu
Locate and click on an asset to pull up the file
Click on the Notes section of the asset menu
Add the note in the Pop-up Notes Panel
If applicable, check mark the box to only require the pop up to auto-prompt with the creation of a work order
If applicable, check the box to disable all pop-up info which will prevent the auto-prompt
Pop-Up Attachments
The pop-up attachments can be used in conjunction with the pop up notes themselves. Use the attachments to include documents or pictures to your pop up note for reference and acknowledgement.
After adding the pop-up note, use the attachments panel to drag and drop or click the add attachment box to add a document or picture.
Where Asset Pop-Up Notes Appear on Work Orders
The two checkboxes in the asset’s Pop-up Notes panel control when the pop-up appears:
- Both checkboxes left unchecked: the pop-up appears when you open the asset file, when you create a work order, and when you open an existing work order for that asset. It also appears on the Job Details screen in Paperless Shop.
- On Create WO Only: the pop-up appears only when you create a work order. It does not appear on the asset file or when you open an existing work order.
- Disable All Pop-up Info: the pop-up never appears.
The pop-up shows the asset’s pop-up note text and any attachments marked as pop-up, and only appears when there is note text or at least one pop-up attachment. You must acknowledge it to close it. After that it will not appear again for the rest of your session, so it does not re-open on every screen.
The pop-up is a reminder only. Its text is not copied into the work order. To read it again, open the asset’s Notes section, or use the Vehicle Pop-Up Notes panel on the Job Details screen in Paperless Shop.
A work order’s comments (the comment icon in the header) are a separate feature from asset pop-up notes and from work order notes.