Rock U - Rock Fundamentals - Note Types

Transcribed Video Content

Note types are the structural backbone of how you organize and secure the notes that you store in Rock. Here's how to set them up right now. One of the greatest things about note types is that you can connect a note to a specific entity in Rock. So for example, if your finance team decides they wanna start adding notes to batches, I'll show you how we can do that. You'll start by going to admin tools, up to settings, and we're gonna look for note types. And once you're here, you can search through the note types that you currently have or you can add a new one. That's what we're gonna do here. And let's just call this batches. Then for the entity type, this is really important because this is how you pick the entity that's being connected to the note. And we're just gonna pick financial batch here. Now to make it easier to differentiate between note types, it's nice to add an icon. I'm just gonna pick cache because that makes sense. Right? Then you can also pick a color that this note type will be highlighted to differentiate between this and other note types as well. You can select the content format, but don't really worry about this. I just you can leave it as is. Then one nice thing is sometimes notes, you'll want to choose if there's approvals on notes in case there might be some sensitive information. And the way you can do that is by clicking enable AI approvals. And if you have an AI provider set up, which is outside of the scope of this video, but it's a special thing you can do in Rock, then you can pick guidelines for things such as make sure the note isn't inappropriate, that it doesn't have any sensitive personal information or anything you wanna make sure isn't part of a note, then AI can automatically root out notes that you don't want saved. But I'm gonna turn that off. Something important to select is if you want users to be able to select notes, you'll wanna click user selectable. Then allows watching. This is something where if you're looking at a note and allows watching is on, you can pick to be a watcher of a note. And that means if anything changes with the note in the future, you'll get a notification. Then you can also pick whether the author of the note is automatically made a watcher for the note. You can pick whether replies are allowed on a note and if attachments such as images can be added to a note. We're gonna save here. And now what we're gonna do is go to finance and batches. We're gonna open a batch as we've just created our batch note type. And what I'm gonna do is this, we'll go down to the admin toolbar, pick zones. We're gonna edit our main zone here and we're gonna be adding a new block type called notes. And I'll just name it batch notes. We will save and I want this block to be between the batch detail and transaction list block, so I'm just gonna drag it up. Okay. And you're , where is it? Well, we have to set it up. So back to the admin toolbar, click block configuration. Now we can click on the settings cog for this block. Now I'm gonna add a heading here for it, batch notes. And to make this distinguishable, you can also add an icon here. I'm just gonna add the same one that we used on the note type. Now we're gonna skip this configuration. Something that's important here is to pick the entity type. And this gives context for this block to know where am I drawing the information from that I need to put a note on a specific entity in Rock? So now it's here and we can start using it. You can click the plus button and we'll just say test note. There's a couple different things you can configure here. We have some attributes even set up for our note, and you can pick whether this is an alert, private, or whether you wanna pin this note to the top. Let's just save it. And now this batch, specifically this batch, has a note associated with it. That's really awesome. Now I'm gonna show you a different case in Rock. We're going to go back and we're gonna add a new note type. This note type is going to be for event registration. So we're gonna scroll and find where is this? Believe it's under registration, and we're gonna go to registration instance. And this is gonna be a registration instance. We'll just name it registration instance. And we'll leave this all alone for now. Make sure it's user selectable. Now what we're gonna do for the sake of this example is go to tools, and we're going to go to event registration. Now say for one of your actual events that's happening, you wanna be able to associate notes with that event. We're going to go and add that block, that notes block, and I'm gonna drag it right here. And you may be thinking this is just the last setup, But actually what's different here is we're gonna set up our notes block. So this is the registration instance notes, And we're gonna give it the context we did before to registration instance. And now you don't see anything popping up here. It's kind of odd, but it's because it doesn't actually have the context for what this registration instance ID is so that it can specifically connect this note to a registration instance. And you might be wondering, well, how are we gonna give that information? And the answer is pretty simple. We're actually gonna go to the page properties and head to the advanced settings, and we're gonna add a parameter here under context parameters. What we need to add here is the registration instance ID parameter. And this is just pulling from your URL, which already has context for which registration instance we're looking at. Now we've entered this. When we save and we refresh, we see, boom, now we can actually add a note type for this registration instance. And that's really nice because it will allow you to connect this note with this specific entity. Now, one last thing I wanna show you with note types is how you can use them to filter. So we're gonna go to our person profile, and this is a place where we already have a note block by default. And we get a lot of notes here. Maybe you're overwhelmed by them. Now it's really easy on the notes block.