Rock U - People - Person Note

Transcribed Video Content

The most important things about someone rarely fit into a field, but using person notes, something you can easily add from the person profile or other places, You can keep yourself up to date and keep other people up to date on what's really going on in someone's life. I'm on Ted Decker's profile and you can see that notes are central to the person profile. So I'm gonna start by showing you how easy it is to add one. You can simply say something adding a note and if there's any attributes configured, you can pick those. Then you can pick the note type, which I'll tell you about note types in just a moment. These are just showing the, person note types. Then you can pick whether this is an alert and that's something that will show up at the top. It's a really important note, so you'll very rarely pick, an alert for a note. I can pick whether it's private to just me regardless of what the security settings are on this note type. I can also pin it to top and that will put it up at the top, but it'll still be under that alert note. And there you go. Click save and now we can see that adding a note note. Now let's look at what it takes to add a new note type for a person. We'll go to admin tools, then settings, and look for note types. And once you're here, you'll notice there's quite a few note types. Most of these are coming out of the box in Rock. And just to show you all the person note types, I'm gonna filter here because these are all connected to the person entity. And we got to see a couple of those already such as the personal note or quick note. And you can actually change security depending on what the note type is. So for example, we're gonna look into the pastoral note. And if you go to the security, view access, I've set it to only be for staff workers or staff workers. And edit access is for all those people including the administrator, and administration access is only the Rock administrator. So it's really clean to have different note types if you have different levels of security or varying levels of security for a note. And in this case, as an example, we created a note type that's only for pastors. We picked the entity type of person. We picked an icon that made sense to us, and that's just nice so that in the future, it's easier to distinguish between note types. You can pick the content format, and that's really just you're you're mostly gonna be using the new format. It'll come in unknown out of the box. You can also enable AI approvals. Read up on our documentation for how to set up an AI provider, but essentially this will allow you to do something you can automatically approve notes of a certain type. And that's if you require approval for new notes being created, but we're not gonna turn that on. Also, really important, if you wanna be able to access this person note, you wanna make sure it's user selectable. Note types that aren't user selectable, you won't be able to add new notes for as just a user. Then we can pick whether allows watching, watch authors, replies, and attachments. For more on what note watching is, you should check out our note types video or our documentation on note types and note watching. We're gonna save this and we're happy with the security. So let's just go straight back to Ted's profile. And you'll notice something different now. When we click to add a new note, we see the pastoral note note type pop up, and we can say something , Pastors reached out and checked in on Ted. And we've saved it. Now we can see that that pastoral note has the note type listed here. You can also easily edit any note or delete one that you've created. Then you can also filter on note types. So now we can see just the pastoral notes, but I'm gonna head back here and show you a couple different block settings. So if you go and you click on block configuration and then we click on settings here, I'm just gonna cover a couple of things. You can first of all pick whether you want alert or private checkbox to even be available here. And this is pretty important. You can select which note types show up here. So let's say I actually only want the pastoral note to show up and it's the only thing that we want to be able to be added from this note block. I'll just click that and we still have the context of the entity type being a person. So we're just gonna see those person notes here. I've saved it and there you go. Literally all we can see now is that pastoral note type that we added. Notes are how the story of a person survives staff turnover and many other things. So make sure you have your note type set up properly and you have your security set right and you can start using person notes to enhance your ministry.