Managing Notes in Arez.io

Managing Notes in Arez.io

Notes in Arez.io help teams communicate, track work progress, report incidents, and maintain a clear record of activity on both reactive and planned preventative maintenance (PPM) work orders.

What Are Notes Used For?

Notes are used to:

• Keep track of work carried out on a job

• Report incidents or issues

• Share updates and progress with relevant parties

• Maintain an audit trail for reactive and PPM work orders

Note Categories

When adding a note to a work order, users can categorize it as one of the following:

• Notes – General updates or communication

• Progress – Updates related to work progress

• Incident – Used for reporting incidents or issues

Notes & Progress Section Overview

Within the Notes & Progress section, you will find the following features:

Tabs for Note Categories

Use the tabs at the top of the section to switch between:

• Notes

• Progress

• Incident

This helps organize updates and makes it easier to filter information related to the job.

Notes Update Notifications

A Notes Update Notification toggle is available within the section.

When enabled, notifications will be sent whenever a new note is added to the job.

Notifications are sent to:

• Assigned Worker

• Service Partner

• Admin involved in the job

Adding a New Note

You can add a new note by:

• Clicking the + Note icon in the top-right corner

• Clicking the link at the bottom of the section that says:

  • “Click here to add one”

New Note Popup Options

Adding a new note opens a popup window with the following options:

Note Text Box

Enter the details of the note, update, or incident.

Privacy Setting (Admins Only)

Admins can select the visibility of the note by choosing:

• Public

• Private

Attachments & Links

You can attach files or add links related to the note or job.

This section also supports:

• Drag and drop uploads

• File attachments

• URL links

Note Color Selection

Each note can be color-coded for easier identification.

By default, note colors are automatically assigned based on the user type, such as:

• Worker

• Service Partner

• Admin

• Client

Admins can also manually change the color if required.

Add Tags

Use the Add Tag(s) dropdown to assign relevant tags to the note or job for easier tracking and filtering.

Who Can Add Notes?

All user types can add notes to a job, including:

• Admin

• Client

• Service Partners

• Workers

Note Privacy Settings

There are two privacy settings available for notes:

Public Notes

Public notes are visible to all parties involved in the job, including:

• Admin

• Clients

• Service Partners

• Workers

Use public notes when the information should be shared with everyone involved in the work order.

Private Notes

Private notes are only visible to the person who created the note and the admin.

Examples

• If a service partner leaves a private note, only the service partner and admin can view it.

• If an admin leaves a private note, the note will be visible to the admin and the assigned worker or service partner.

Private notes are useful for internal communication or sensitive information that should not be shared publicly.

Note Visibility Rules

Different user types have different permissions when creating notes.

Important Rules

• Admins have full control over note privacy settings.

• Suppliers and workers can only create private notes.

• Clients can only create public notes.

Setting Default Note Visibility

Admins can configure the default visibility setting for notes.

Navigate To

Management Console → System Settings → Operational Settings

Within this section, you will find the Default Note Visibility option.

This setting allows admins to define whether newly created notes default to:

• Public

• Private

Important

This setting only applies to admins and their internal team members.

It does not apply to:

• Clients

• Service Partners

• Workers

Changing Privacy When Adding a Note

When adding a new note to a job, a note popup window will appear.

Within this popup:

• The note visibility toggle will automatically follow the default note visibility setting.

• Admins can manually override the visibility setting for that specific note by switching the toggle between:

  • Public

  • Private

Managing Existing Notes

Admins can manage notes using the Options menu (3 dots) beside each note.

The following actions are available:

Edit

Allows the admin to reopen and modify the note.

Make Public / Private

Instantly changes the note’s visibility setting.

Pin to Top

Pins the note to the top of the notes section for better visibility and quicker access.

Delete

Permanently removes the note from the job.

Best Practices

• Use Progress notes to keep stakeholders updated on ongoing work.

• Use Incident notes to record issues or unexpected events.

• Keep sensitive internal communication as Private notes.

• Pin important notes so they remain easily visible to the team.

• Review note visibility before saving to ensure the correct audience can view the information.