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Notes by Contact Report

Redtail CRM offers you a large number of Standard Reports to assist you with quickly accessing information that is relevant to your day-to-day operations.  One such report is the Notes by Contact Report.  

To access the Notes by Contact Report, click the Standard Reports option under the Reports menu from your top navigation menu to see all of the available Standard Reports within your database:

 

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On the resulting page, your Notes by Contact Report is accessible within the Note Reports section:

 

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After clicking Notes by Contact, your report will open up, displaying all Notes entered within your database during the past week by default.  Here's a look at a sample Notes by Contact Report:

 

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This report displays your document data in several columns:

  • Note Added — this is the Date and Time Stamp for the Note's entry.
  • Account Number — if the Note is tied to a specific Account, the Account Number and Company will be displayed here.
  • Note — this displays the Note itself.  
  • Category — this displays the Master Category indicated for the Note.
  • Contact Name — this indicates the Contact record to whom the Note was added.  Clicking the Contact Name will take you directly to their record overview.
  • Added By — this displays the name of the database user that added the Note.

To get more use out of the Notes by Contact Report, use the grid system to filter, sort and group the content in the report on the fly. The grid allows:

  • Reordering information by sorting and grouping
  • Showing additional columns

How to use the grid:

  • When in the Report, hover over the header row item you would like to filter or sort, then click the arrow that appears within that header. In the example below, I've clicked the arrow in the Category header:


     gradcat.png

  • Sort Ascending / Descending will arrange the items in the column alphabetically from A to Z or Z to A or in terms of value.
  • The Columns option will allow you to check off the columns you want to appear in your grid. Column options are different for each report.
  • Group By This Field will allow you to group all the items in the grid by the field from within which you have chosen the dropdown menu.  If you were to click Group By This Field from within the Category header menu on this report, the grid would then refresh, grouped by Master Category of the Notes rather than in order of when the Notes were added, as in the example below:


    notsbycat.png


  • Show in Groups will collapse the items in each of the groups by default. Clicking the plus sign in the grid next to an item will expand the group.  If you don't want your report items displayed in groups, just uncheck Show in Groups from the menu.
To the right of your report, you should see a Filters widget:
 
 
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By default the Start and End Dates are set to display the past week's worth of Notes when you select the Notes by Contact Report.  The Filters widget provides you with a way to set your own parameters for what Notes you'd like to see in the report.  You have several filter options.  You can choose your own Start and End Dates, you can enter any words or phrases that should be included in the Note Text, you can filter by a specific Contact and, if desired, you can indicate that your Filters should limit the report results to specified Master Categories or Database Users.  You can also choose whether or not to include those Notes added by disabled database Users. If you wanted to search for all Notes entered within your database between January 1, 2012 and August 1, 2012 that included the phrase "client review" and included those entered by disabled database users, you'd set this up as in the example below and then click Apply Filter:
 
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With these filters in place, if you click Apply Filter, your report would then refresh, displaying only those Notes that meet your parameters.
 
 
Also to the right of your report, you should see an Options box:
 
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Export to Excel will download your currently displayed Notes Report in Excel format.
Export to PDF will download your currently displayed Notes Report in PDF format.
 
Send to Search sends the currently displayed contact names in your Notes Report to your Advanced Search page, where you can take further actions with those contacts.
 
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