Advanced Sticky Notes Usage

Back to: Bundles Every Administrator Should Know About > Chapter 4 - Sticky Notes

Transcript

This video picks up where we left off in the last one.  There, we looked at some of the basics of using StickyNotes.  Here, we will look at some slightly more advanced functionality.

We already know the notes that we create stay in approximately the same place we put them.  But we also have the ability to attach one directly to a specific field.  We do this by hovering over the field, and then clicking the color of the note we want to create.  I’ll create a green, or low priority one, and have it attached to the Customer ID.  We can type in our text, and click save, the same as we would with any other.  I can drag this around.  However, because it’s attached to the field, it behaves slightly differently than the others we have.  If I click refresh, you’ll quickly see what I mean.  The note automatically returns to be positioned underneath the Customer ID field.  This is different than the behavior we’ve seen so far.

The primary fields aren’t the only ones that we can attach record level notes to either.  We can come down to our subtabs, and I’ll go ahead and move this out of the way, so we can see them.  Let’s choose this marketing subtab.  We can create a note that’s attached to the lead source, in the same way we created the last one.  Let’s type in that this is a lead source note, under the marketing tab, so it’s easy to identify, and then save it.  If we’re in the marketing tab, it’s easy to see that this is here.  But what happens if we’re in a different subtab?  Let’s find out.  If we click the sales subtab, and scroll up to the top, we can see the note is in the upper right-hand corner of our record.  If we went back to the marketing subtab, it would once again appear down there.  The upper right-hand corner is also where this would appear when the record is initially loaded.  This way we don’t miss any notes on the record, but can have them attached where they make sense.

In addition to containing text, we can also attach a single file, or single image, to each note.  Let’s create a new low priority one, like we normally would do, and type in some text.  I’ll click over to this folder that I already have open.  I’ll also move it out of the way, so we can see our note in the background.  This folder contains a document, and an image, that we’ll attach.  Let’s start with this blank customer invoice word document, and attach it by dragging and dropping it.  The document is then uploaded to NetSuite, and attached.

Let’s create another note, and attach an image.  We’ll go ahead and do the same steps as before, going to our folder, and dragging and dropping the image file.  The icon of the file that you saw, the pie chart, is the actual image.  Let’s also type in some text for this as well, identifying that this is an image file, and click save.

For both of the notes we created, that have attachments, we have a paperclip icon.  That icon identifies that there is an attachment.  If I click on the paperclip, for the image attachment, we get this preview.  That’s because I have image previews turned on.  This works with common image types, such as JPEG’s, GIF’s, BMP’s, and PNG files.  If I click on the paperclip, for the one with the word document attached, there isn’t a preview.  That’s because previews are really only available for images.

If we want to see the word document that’s attached, we have to download it first.  We can do this by clicking on the link to the document.  After it’s downloaded we can open it from our browser.  We could have also gone to our downloads folder to get it.  This is how you could download, and access any other type of file that was uploaded as well.

In the last video we looked at most of these options under the menu, however we didn’t look at preferences.  Let’s take a look at that now.  These options allow you to customize, on a user by user basis, how StickyNotes look.  For example, the font size can be increased for someone who has visual impairment issues.  We can also increase the size of the note, to allow all of the contents to still fit.

If we don’t like the colors of the notes, we can come over here and change them.  This again might be done for someone with partial color blindness.  Or maybe you just want them to pop out a bit more.  As soon as we click in the field, we get a color picker we can pick from.  If you want a color that isn’t listed here, you can type in a hexadecimal color value.  If you aren’t familiar with this, just search for, Hex Color Picker, in a web browser, and you will come up with all kinds of information about it.  Let’s choose this bright red down here.

We could select a shortcut key for posting notes.  This would allow us to create one quickly, without using our mouse.  We could also choose to hide them, which does the same thing as selecting the hide option from the menu.  Let’s click save, and we can see our changes take effect.  Our notes are bigger now, and the important one, here in the background, is bright red.

If we realize that we really don’t want to have these be great big, and want our colors back to the way they were, we can go back to the menu.  We’ll click Preferences again, and click Reset to Default, and just like that, they are back to the way they were.

There are a couple of preferences, that are not available on the preferences menu, or the StickyNotes menu.  To show you those, I have to switch to a different role than my administrator one.  In this VP of Sales role, I’ll hover over Setup, then Customize, and select StickyNotes Setup.  Most of these settings are the same as what we just looked at, though they are formatted a little differently.  We have options to enable, or disable, the preview of image attachments, for notes, both on the record they are attached to, and on the StickyNotes board.  This is the only location where this option can be changed.  So far we’ve only been looking at the record that notes are attached to, but we’ll look at the board in the next video.

There is one last thing I want us to take a look at before we go, and that’s how notes show up in email.  I’ll go ahead and click over to another browser window, that I already have up.  Here we have an email from a note that I created earlier, and sent to Aiden Somerhalder.  We can see this is a normal priority note, and is for our customer MAC, based on the subject information.  In the body of the email, we have links to view, or edit, the record, and we can see the message that was written in the note.  In order for the links to view, or edit, the record to work, you will need to already be logged into NetSuite, otherwise you will be presented with a login screen.

There is slightly more to StickyNotes than we covered here, however we did get to most of the major points.  Now we know how to use notes on individual records, but there is also a StickyNotes Board that we can use, and we will take a look at that next.

Back to: Bundles Every Administrator Should Know About > Chapter 4 - Sticky Notes