Improved feature: Request notes

The request notes feature in Admin/Dashboard > Inbox > Requests > Notes has been improved to provide greater flexibility for internal documentation and communication with stakeholders through the following features:

Types of request notes

Notes are now categorized by visibility and are color-coded in the request grid for quick identification:

• Internal notes (yellow): Only visible to the creator of the note. No notifications are sent.
• Shared notes (green): Visible to everyone with access to the request (Submitter, Provider Admins, Assigned To, Participants, Approvers, and Task Owners). No email notifications are sent.
• Notes shared with specific groups: You can select specific recipient groups (e.g., Submitter, Admins, or Task Owners) and add external email addresses. An email notification is automatically sent to all selected recipients.

Note content & formatting

When creating a note, you have access to several formatting and attachment options:

• Title: Assign a clear heading to your note.
• Body text: Use the built-in HTML editor to format text (e.g., bolding, links, and lists).
• Attachments: Documents can be attached to any note for easy reference.
  
  

Email notification details

For notes sent to specific groups or external emails, the notification includes:

• Standard request info: Key details about the associated request.
• Custom subject line: The note title is included as part of the Email Subject Line.
• HTML formatting: The email body preserves all formatting from the HTML editor.
• Downloadable links: Attached documents are listed as downloadable links.
  
  

Managing & viewing notes

To maintain a reliable audit trail, the following rules apply to existing notes:

• Review in UI: Most notes cannot be changed. Click the View (magnifying glass icon) button to read the content.
• Admin editing: Only Admins can modify notes they have personally created by clicking the Manage (gear icon) button.
• Audit trail: If an Admin edits a note, the change date is logged, and a new email notification is automatically sent to any original recipients.
  
  

The notes grid

The updated grid provides a high-level overview of all communication:

• Color-coding: The background color indicates the visibility type (yellow for Internal Notes, green for Shared Notes).
• Creation date: When the note was first logged.
• Sender: The email address of the person who created the note.
• Recipients: A list of email addresses and their associated roles.
• Note title: The subject of the note.