Tracking Notes

Tracking Notes Overview

Tracking Notes is a unique functionality within SapphireOne designed to be a multi-purpose tool for any SapphireOne user. Typically a Tracking Note supports the life cycle concept, which will track through various stages and events within the life of the Tracking Note. 

A Tracking Note will allow the SapphireOne user to configure status and permission based once configured SapphireOne’s tracking note can become a multi-dimensional tool that can facilitate operational rules in various divisions or departments of your company. For example, you may house have an in-house legal department, and your legal department may be responsible for administrating your various iso-certifications i.e 9001, 27001, etc. The legal department may also have a number of precedent documents that could relate to credit accounts for your debtors, or on boarding of employees for Payroll/HR and many other legal policies and procedures, which will all be maintained within the SapphireOne Tracking Notes. These Tracking Notes can be configured to be permission based allowing only the legal department to update or modify the legal based documents. Another ideal example could be that you have an internal certification department and you might be a food manufacturer/distributor. You are required to test batches of product and you want to make sure that all the test results are stored within the one system of Tracking Notes. With testing you may have various tests controls and operators within your organisation, and are responsible for retesting and verifying the test results and then storing each one of those test results within your Tracking Note. This will simply be events on that particular test case or batch number. 

SapphireOne administrators will love the Tracking Notes functionality that allows the administrator to configure permissions based on status, and move Tracking Notes along in various events and stages with the ability to eventually close the Tracking Note or delete it as you require. As part of the workflow, SapphireOne Tracking Note has an inbuilt emailing that will notify both internal and external parties of events and updates. On the Tracking Note you will be able to assign team members or teams to a Tracking Note and have all connected parties to the Tracking Note notified either by workflow events or actions.

Once a SapphireOne Tracking Note has been created the user will be able to enter detailed information regarding the Tracking Note. One example of this includes the user creating the Tracking Note and it may be how to reproduce the particular Tracking Note. Another example, if it’s a precedent document, how to reproduce it would simply be a matter of going to the Document Management System contained within the Tracking Note and having a look at the current iteration of the particular document. It may be the company security system that has swipe cards and alarm codes and a log file contained within the Tracking Note precedent for all the users and their particular IDs for your company alarm system. 

SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for data entry. Any data entry field you can type into using a keyboard can use this feature.

You can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client. They may have made a phone call to that particular client using the Softphone technology. Consequently, this will automatically date and time stamp both the contact and the phone number you called.

As soon as the call is completed, the user has the ability to use Speech to Text (Windows) or Dictation (MacOS). They can dictate into the memo field of the CRM contact, adding as much description as they require.

Dictation and Speech to Text Procedure

This functionality applies across every single Data Entry screen. For example, the SapphireOne user is entering a Vendor Invoice (VI). Additionally, you may want to add a memo within the Vendor Invoice (VI). The user can utilise the tool and simply dictate the memo.

Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account. When the user is completing data entry using a General Ledger, there’s always a unique memo field for each GL account line. The user can then utilise this feature to quickly add the information they need to add. Alternatively, you may have an interview with an employee. After the interview process is completed, the user can then make notes about the employee.

Speech to Text or Dictation is an extremely powerful tool. It is something that we at SapphireOne, as well as our clients, utilise daily. It is a massive timesaver. 

The benefits of the SapphireOne Tracking Note function is to provide a company centric overview of all policies and procedures within your organisation. These may be as extensive as design improvement or as simple as onboarding employees. The user has the ability to create your own organisations prioritisation roadmap by department, provides valuable input for product and customer relationship development. 

In any organisation, it’s important to have transparency around reporting, policies and procedures, and the ability to be able to generate a timeline on those various Tracking Notes providing a clear delineated overview of both the timeline and responsibility of all parties for the particular Tracking Note. 

Traditionally these databases would be separate or agnostically separated from your ERP. SapphireOne believes that it is important that these systems form part of your ERP that’s allowing for the connectivity of reporting at the level that integrates all involved parties in a particular Tracking Note i.e. the Client, the Vendor, the Job Project, the Asset, the Employee, the Contact and many other fields contained within the SapphireOne tracking note. 

Some further examples that the SapphireOne Tracking Notes can be used for are as follows, compliance matters and that may be as simple as a precedent document or it may be as sophisticated as an ISO audit document. For example, if you have a legal precedent document and that precedent document is a Terms & Conditions for your clients when they apply for a credit account with your business or organisation. In this document, you may have a clause for a requirement of a director guarantee or directors guarantee from your client that you are going to provide a credit account to. 

It may also be around your ISO audit, for example, your organisation may have an ISO 27001. Within your ISO certification, you will have a regular audit requirement, which will facilitate on a regular basis having your certification reissued.  For example, you may have information Security Management Systems and you may have a series of precedent documents that are specifically designed for your ISO audit. As part of your ISO audit, you may also have several hundred documents at each time you have an audit, whether that be annually, you’ve got your procedures and policies in built into one or many Tracking Notes. 

The beauty of Tracking Notes within SapphireOne is it is multidimensional, and it can be used from a lot of different purposes. Here we give a couple of examples, one being precedent documents, legal precedents or documents i.e. ISO audits. 

Tracking Notes sits within the SapphireOne database. At SapphireOne our team uses Tracking Notes every single day to track a vast array of tasks that different departments and teams are currently managing. For example, new features and updates to the SapphireOne application will be recorded as a Tracking Note. Each Tracking Note will automatically create a sequential number. At this point, the user is able to add a specific descriptive title for the Tracking Note. 

A total of eight unique fields contain drop down menus that are customisable to your organisations specific requirements within the Tracking Note. This drop down list can be created to see an unlimited amount of your organisations project requirements. These fields include Status, Type, Product, Document, Reference, Priority, Component and Custom.

Additionally, there are Custom Text and Custom Text B fields, where we also have the ability to link a Tracking Note to a particular Client ID, which automatically links to the particular Client or Vendor. Within the Employee field you can link any Employee ID in your company or organisations register to the Tracking Note. It will only link to employees that have an Employee ID within your SapphireOne Payroll/HR. 

The following field is Job Project in which a Job Project can be linked to unique ID within the Tracking Note. The Assign To field allows the user to create a unique drop down list. For example, the user can design a link to an employee, department, resource, activity, etc.

There is a date and time stamp alongside the Created and Modified fields, as well as a Required By field below. By clicking on the Required By field, the user is directed to the SapphireOne Calendar where they can select the current date, a future date or a historical date. The following field is titled Risk, which opens to a risk register.

On the Tracking Note, we have four tabs contained within the Tracking Note, the first one being Summary. Summary is the default setting, so whenever a user opens a Tracking Note it will default to Summary. This is where the user will have entered their detailed summary with a date and time stamp, of the original information entered on the Tracking Note. 

The second tab after Summary is the Details tab. The Details tab contains a Found By field in which you can add your own customised list to, a Found Date, which will link to your SapphireOne Calendar with a current date, future date and historical date, and a Version Found, which again the user can create a customised list. Below is an additional field with the title Steps to Reproduce that also has a date and time clock stamp identical to the Keywords and Notes Time Stamp function of SapphireOne. The SapphireOne user also has the ability to link the Tracking Note to specific Hardware and Software located in your SapphireOne Asset Register.

Our third tab on a Tracking Note is titled Events. On each Event you can add a Type, these Types are a customisable drop down list which the user can add whatever they require. We then have Version, which is also a drop down list, which the user can customise. The user can also add an unlimited amount of Events using the Plus icon, and once the Event is completed it can be deleted by clicking on that Event and the Minus icon. If required, alternatively once completed it can be marked as Completed. 

The fourth tab is History. This provides the user with a complete list of all events ever added to the Tracking Note, proving the date entered by user and the details. 

Another part of Tracking Note is that there is a standard Document Management System located in the top right hand corner, so all documents can be linked to the specific Tracking Note. 

We also have Workflow, which is a very useful tool on Tracking Notes as the Workflow can automatically generate a sequence of stages or levels that can be approved on the particular Tracking Note. Within Workflow you can configure an unlimited number of stages of verification/certification, as well as unlimited levels within a stage i.e. Stage 2 requires 3 out of 5 authorised persons to verify before the Tracking Note is progressed to Stage 3. It will not progress to the next stage unless it has been verified by team members or required parties.

Tracking notes may be used for almost any job or project where something has to be tracked and reported on. 
The layout for the screen has been made very flexible so that it may be customised and used for virtually any purpose. 

The tracking note may be linked to any Client, Vendor or Job/Project in the data file. By default, SapphireOne opens up the tracking note on the Summary Tab as seen below. 

Data entry is not allowed in the lower area when the Summary Tab is currently selected. 

The window is in two sections, the upper section, Tracking Notes area which is displayed all the time and the lower Tabbed area which alters as the appropriate tabs are selected. 

This enables the user to modify the data details in the lower tabbed areas while having immediate access to any details or selections that have to be entered or made in the Tracking Notes area. 
The screenshots for the Details, Events and History tabs will only display the actual tab area itself and will not display the Tracking Notes area. 

Use of the Green Buttons

These drop down menus are user creatable. 
The button both Adds an item to the drop down list and also Removes an item from the drop down menu. 
To Add an item to the list, left click the mouse to select the button. The pop up as seen to the right will be displayed asking for the entry of a new item for the drop down menu. 
To remove an item, select the item from the drop down menu, hold the Shift key down and left click the mouse on the button. The item will be removed from the list with no further warnings. 

Tracking Notes Area 

  • The number is generated by SapphireOne and is not alterable by the user. SapphireOne generates these numbers In ascending order and in sequence. 
  • All of Status, Type, Product, Document, Reference, Priority, Component and Custom data entry fields are user creatable drop down menus. (See above). 
  • The Client, Vendor and Project data entry fields may all be utilised to link the tracking note to a particular Client, Vendor or Project. All have a light blue background so that the entry of the @ symbol may be used to search for the correct ID to enter. 
  • If required, an employee may be entered into this tracking note. The data entry field is light blue so it is searchable when selecting the employee 
  • If necessary, a Required By date may be entered in the data entry field. As it is underlined there is a pick calendar available for the selection of a date. 
  • If a valid email address is entered SapphireOne will send an email to the entered address when this tracking note is closed is closed. 

Tabs Area

Notes and comments may be entered into this area. 

There are 4 tabs to select from and these are Summary, Details, Events and History 
  • The Summary tab which SapphireOne defaults is where a brief summary of the item may be entered and is not user alterable. 
  • The Details Tab is when extended details of the item may be entered. 
  • Any Events that occur may be entered under the Events Tab. Any events that occur are listed in the area at the bottom of the screen. 
  • SapphireOne keeps a history of all that happens when this tracking note is altered in any way. 

Details Tab 

Data Entry Procedure
  • The data entry field is automatically entered by SapphireOne looking at the currently logged in user. This data entry field may be altered if required by the user. 
  • The is also automatically entered by SapphireOne and may be altered by the user if required. 
  • The data entry field is a user creatable drop down menu and the user must enter the data here if required. If the option is in the list just select it and if it is not in the list, select the to add the item to the pick list. 
  • The and area is where a description of the tracking note may be entered. The reader will notice that complete formatting of text styles and colours is allowed for in this data entry field. 
  • The area is where additional note and comments may be entered for the tracking note. The reader will notice that complete formatting of text styles and colours is allowed for in this data entry field. 
  • The Hardware and Software data entry fields are searchable and both of the fields are linked to the items that are listed when an Asset Inquiry is performed. 
  • The data entry filed is linked to a User Inquiry. Any active user on SapphireOne will be included in the pick list and may be selected in this data entry field. If correctly entered the user surname and first name will automatically be displayed by SapphireOne 

Events Tab

Any Events that have an effect on the tracking note may be entered here. Three user created drop down menus are provided for the entry of data. There is a space where notes may be entered concerning the event. 

Data Entry Procedure 

Data entry for the events tab is very simple. First select the button in the lower right hand corner of the screen to create a new event. This will cause SapphireOne to enter in the current date and the user who is entering this event. The only drop down menu that should have an entry is the drop down menu as this give the event a name or type. Then select from or create items for the remaining tree drop down menus if required. 
As each event is save SapphireOne displays these as list in the lower section of the window. Any event may be remove from the list by selecting the button in the lower right hand corner of the window. 

History Tab

The details under the History Tab store details of any changes made to this tracking note. As may be seen below in the screen shot below the Date, by user and some details are stored. These details are kept by SapphireOne and users are not permitted to alter these details. 

You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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