Client Screen - Action Notes

Modified on Wed, 22 Jun 2022 at 01:41 PM

Action Notes are Client Notes with a task to perform, whether that’s for yourself or someone else in your Organisation. You can make an Action Note on yourself or for another user when a task needs further action.

This solution covers:

Creating an Action for a Chintaro User
Viewing Action Notes that have been assigned to you
Viewing all of the Action Notes that have been made in the system
Re-assigning Action Notes to another Chintaro User

Creating an Action for a Chintaro User

To create an Action Note, you must first create a Client Note. To turn the Client Note in to an Action Note, click the Action? box in the Client Note.

The Action Fields will then become enabled:

Field	Description
Action Date	Enter the Date the Action is requested.
Action By	Select the Chintaro user that the Action will be assigned to
Action Type	Select the Action to take. You will be able to filter and sort Action Notes by the Action Type. This drop down list is customisable by your System Administrator.
Action Note	Enter the details of the Action required.

After entering information in all of the Action fields, click the Update button to save the Action Note.

Viewing Action Notes that have been assigned to you

The Chintaro user that was selected in the Action By field will now be able to see the Action assigned to them in the Control Panel of their Home Screen.

Once the necessary action has taken place, double click on the Action Note in this field to open the Client Notes screen.

Double click on the row to open the Note, add any comments in the Action Note, and tick the Completed? box when the task is finished.

Once entered, Client Notes and Action Notes can be emailed to other Chintaro users, printed, transferred to another Client record (if entered on the wrong Client Record), or copied to another Client.

Viewing all of the Action Notes that have been made in the system

All Action Notes can be viewed by going in to the Home Screen > Clients > Client Notes screen.

To filter this screen by Action Notes, go to the 'Action' column, drop the black arrow down and select 'Is Selected':

To see all outstanding Actions, further filter the 'Action Completed' column to 'Is Not Selected' also:

To report on Action Notes, click either Print or Export in the blue buttons at the top of the screen.

Re-assigning Action Notes to another Chintaro User

If a staff member leaves your Organisation, goes on leave or for any other reason needs to have their tasks assigned to someone else, you will want to re-assign the Action Tasks allocated to that Chintaro user to another Chintaro user.

From the Home Screen> Clients> Client Notes. This will open the Manage Client Notes screen. Filter the column to the Chintaro User you will transfer the Action Notes from, by deselecting All and selecting their Chintaro username:

Select the Chintaro user you want to reassign the Action Notes to, from the Action By drop down list:

Once you have filtered the screen and selected the Chintaro user who will take responsibility for the Action Notes, click Re-Assign Officer:

Chintaro will warn you that you are about to update the Client Notes; press Yes to Update, or No to Cancel.

Clicking Yes will reassign the Action Notes to the selected Chintaro user, where they will be able to view the Action Notes assigned to them on the Control Panel of their Home Screen: