Note Type Management

Organizations often struggle with inconsistent note-taking practices across teams, difficulty locating relevant information due to unstructured documentation, and lack of standard formats for recording investigation details. There are also often challenges in enforcing data security and confidentiality requirements due to limited visibility into note classifications and departmental access controls.

The Note Type module in the OWL platform provides a structured, flexible, and standardized approach to capturing and managing information. Note Types help organize and categorize notes for improved clarity, consistency, and better information management across the platform. To maintain uniformity, all existing notes have been automatically assigned a default "General" Note Type. Notes can be associated with Cases, Subjects, and Tasks, ensuring that related contextual information is easily accessible and properly organized within investigations and workflows.

The enhanced Notes experience also introduces admin-configurable templates, enabling administrators to create and manage reusable Note templates directly from the Administration module. 

How Notes Can Help Organizations:

• Insurance investigators can use predefined Note Types and templates to capture claim assessments, fraud indicators, policy reviews, and investigation findings in a consistent format.
• Organizations can apply sensitivity classifications to notes containing policyholder information, financial data, or confidential claim details, ensuring access is restricted appropriately.
• Officers and investigators can categorize notes by investigation type, intelligence gathering, witness statements, or evidence collection using structured Note Types.
• Sensitive intelligence records can be classified using configurable sensitivity levels, ensuring only authorized personnel can access confidential information.

How Notes Interact with Other Features/Functionality/Modules:

1. Case Management - Notes can be attached to Cases, enabling investigators to record case-related observations, findings, and updates
2. Subject Management - Notes can be associated with Subjects, allowing teams to maintain subject-specific intelligence and activity records.
3. Task Management - Notes can be added to Task, Notes provide a structured way to document findings, observations, and follow-up actions directly on a task
4. Template Builder - Note Types can utilize templates created in the Template Builder to standardize note creation and data capture.
5. Link Analysis - Fields marked as "Consider for Link Analysis" can contribute to relationship discovery and visual link analysis.
6. Audit & Compliance - Creation and update details for templates and Note Types provide traceability and support compliance requirements.

Access Details: 

Note Types can be created by the Organization Administrator (All Departments) and Administrator - Team (only in their departments) licenses. Supervisors have read-only permissions to these Note types, specific to their departments.

Create a Note Type

Steps to Access Note Types:

1. Click Administration.
2. Click Case Management.
3. Click Note Types.
4. This will open the Note Type Manager page.

Create a Note Template (Optional)

The Note Templates module displays the list of all available templates within the platform, including templates associated with specific Note Types. These templates help standardize note creation and ensure consistent documentation across departments and workflows.

For templates associated with a Note Type, the module also displays related Note Type details such as the associated sub note types and the departments that have access to the Note Type. Additionally, the module provides audit-related information including the template creation details and the most recent update information.

Before creating a Note Type, administrators can create a reusable Note Template through the Template Builder.  

Access Template Builder:

1. Navigate to Administration.
2. Select Case Management.
3. Click Template Builder.
4. The Template Manager page opens.

Steps to Add Templates for Notes:

1. Click the Add Template button located in the Template Manager section to begin creating a new template.
   
2. This will redirect the User to the Template Manager page.
3. From the Template Manager page, select the Record Type Notes.
4. Once you select the Note, you will see the Section Name field pop up.
5. A Template cannot be created without sections, and each section can be defined by a name, and they can have a specific number of fields separated from other fields within the template
   
6. Click the Add Section button to insert a new section into the template. You can configure each section to include up to four columns, allowing for the flexible arrangement of fields within the section.
   
7. To rename a section, click the Edit button next to the section name.
8. Each section column includes an option to add Subsections. Clicking this will create a new subsection within the selected column. You can add as many subsections as needed to organize your template effectively.
9. To insert an additional section, click the + Add New Section button. This will add a new section beneath the existing one.
10. On the left-hand side, you'll find the All-Attributes menu. This menu includes:
    -> Global Fields predefined by the OWL system
    -> Organization Custom Fields created by organization users and administrator.
    -> Auto Incremental Fields for adding auto-incrementing values to the template 
11. Expand the Global Fields category to view all available fields. Simply drag and drop the desired fields into the appropriate section columns.
12. To locate a specific attribute, use the Attribute Search Box. Enter the attribute name, and the system will retrieve matching fields from all available categories.
    
13. Drag and drop the desired fields into the section columns and arrange them according to your layout preferences.
14. Click the three-dot menu next to any field within the template. This menu provides two options:
    • Mark as Mandatory – Set the field as required for users filling out the template.
    • Remove Field – Delete the field from the template layout
    • Consider for Link Analysis
    • Consider for Auto Deconfliction.  
15. Expand the Organization Custom Fields. This section displays all available field types created by administrators and also allow to create custom fields.
16. If you want to create a new Custom field, Drag and drop the desired field type into the template layout.
17. Upon dropping a field, a pop-up window will appear prompting you to:

• Define the name of the custom field
• Configure additional options (e.g., choices for select, radio button, Multi-Select, etc. field types)
  

18. Click the Save button to add the custom field along with its configured options to the template.
19. To Select existing Custom field, Drag and drop already existing field under Organization Custom Fields into the section columns and arrange them according to your layout preferences.
    
20. To include an auto-increment field, expand the Autoincrement Field menu and drag the desired field into the column section of your template.
21. There is no requirement to include every field type. Templates can be created with just one field or even hundreds. Custom and auto-increment fields are optional and can be added or removed based on your specific needs.
22. Once all fields are added, click the Save button to initiate the template-saving process. Before saving, you can preview how the template will appear within a Case or other record type.
23. After clicking Save, a pop-up window will appear prompting you to enter template details - Template Name, Template Type and Department.
24. If a Template Type and Department(s) are selected:
    • The template is saved under the selected Template Type.
    • The template becomes available for use when creating notes associated with that Template Type, if its enabled.

    • Users belonging to the selected department(s) can access and use the template.
      

      

25. If a Template Type and Department(s) are not selected:

• The template is created but is not associated with any Template Type.
• Since the template is not linked to a Template Type, it will not be available for selection when creating notes.
• The template remains inactive for note creation until it is associated with an appropriate Template Type and department(s).
  
  

26. Click Save.
27. Once saved, the template is visible in the Template Manager page for future use and editing.

28. To use this template, first enable it. To enable the template, click the Action button, select Edit, and then enable the Status/Toggle button.

Add Note Type

Steps to Create a Note Type:

1. Navigate to the Note Type Management page.

2. You will see an "Add Note Type" button under the Note Type Manager page.

   

3. You will be redirected to the Add Note Type page.
4. Enter the Note Type Name and select the Record Types. These are the required fields to create a Note.
5. The Record Type field is a multi-select dropdown that allows you to choose which record types can access the Note Type. It displays all available record types for creating a note.
   
6. Select Department. When creating a Note Type, assigning departments is optional. The department selection determines the visibility and availability of the Note Type within the organization. 
   
   If no department is selected:

• The Note Type is created at the Organization Level.
• It is available to all users across the organization, regardless of their department.
• Any user with the appropriate permissions can select and use the Note Type when creating notes.
  

If one or more departments are selected:

• The Note Type is associated with the selected department(s).
• It is available only to users who belong to those departments and have the required permissions.
• Users outside the selected departments will not be able to view or use the Note Type.
  

7.   Sub Note Types provide additional categorization within a Note Type, making notes easier to organize, search, filter, and report on.

Example: A Note Type called Case Notes can have Sub Note Types such as Initial Assessment, Evidence Review, and Closure Notes.

Users can add multiple Sub note types by clicking the Add Sub Note option.

8. Select a Note Template (Optional) from the Template field. Note templates can be created and managed through the Template Builder module.
9. Click Save.

Edit Note type

Steps to Edit Note Type:

1. Select the Note Type that needs to be edited from the Note Type Management.
2. Click the Actions button corresponding to the selected Note Type and choose the Edit option.
3. This opens the Edit Note Type dialog box.
4. Users can modify fields such as:

• Note Type Description
• Sub Note Types
• Record Types
• Associated Template
• Status

After making the required changes, click the Update button to save the modifications successfully

Delete Note type

Steps to Delete Note Type:

1. Select the Note Type that needs to be deleted from the Note Type Management.
2. Click the Actions button corresponding to the selected Note Type and choose the Delete option.
3. This opens the Delete Note Type dialog box.
4. Click the Delete button to delete the Note Type.

Note Sensitivity

The Sensitivity feature allows organizations to classify notes based on the level of confidentiality and access control required. Sensitivity classifications help ensure that sensitive investigative, operational, or business-critical information is only accessible to authorized personnel.

Admin and Super Admin license type users have the ability to create and manage custom sensitivity levels based on organizational requirements. When creating or updating a note for any supported record type, users can apply an appropriate sensitivity classification to protect the information contained within the note. Additionally, sensitivities can be configured as Confidential, providing an extra layer of protection for highly restricted information.

Sensitivity classifications are department-aware. When a sensitivity is assigned to one or more departments, only users belonging to those departments and having the necessary permissions can view and use that sensitivity while creating or managing notes. This helps organizations enforce information-sharing policies and maintain data segregation between departments.

Permissions

• Admin and Super Admin users can create and manage sensitivities.
• Supervisors can use sensitivities available to their departments.

Access Sensitivity 

1. Navigate to Administration.
2. Select Case Management.
3. Click Note Types.
4. Open the Sensitivity tab.

Create Sensitivity

1. Click Add Sensitivity.
   
2. Enter the Sensitivity Name.
3. Enable Confidential if required. 
   
4. The user can create Sensitivity for multiple Departments using the multi-select dropdown.
   
5. Enter a description (optional).
6. Click Save.
   

     The sensitivity classification is now available for use when creating notes.

Edit Sensitivity

1. Navigate to the Sensitivity tab.

2. Select the required Sensitivity.

   

3. Click Actions → Edit.
   
4. Update:
   • Sensitivity Name
   • Sensitivity Description
     
5. Click Update to save changes.
   

Delete Sensitivity

1. Navigate to the Sensitivity tab.
2. Select the required Sensitivity.
   
3. Click Actions → Delete.
   

4. Confirm by clicking Delete.