Contacts Live Notes Tutorial

Table Of Contents

Contacts Live Notes at a Glance
Creating Notes
Sharing Notes with Other Users
Printing Notes
   Using Print Templates
Organizing Notes
   Notes Folders
   Modifying Notes
   Copying/Moving/Deleting Notes
   Viewing Notes in Contacts Live Notes
 

Contacts Live Notes at a Glance

Here is your Contacts Live Notes main window:

1. Contacts Live Notes toolbar includes the following function buttons:
   
    
   • Folder – lets you manage Contacts Live Notes folders. Click to access pull-down menu to add/delete/copy/move a folder and set folder access rights for other users
   • Notes – lets you manage one or several notes. Click to access pull-down menu to create a note and add it to Contacts Live Notes, copy or move notes to another folder, delete notes, and print notes
   • View – lets you list your notes listing in a list or grid format, specify hidden and visible notes properties in Notes pane, and limit notes visible text to any number of characters
   • Tools – click to access printing templates that allow you to choose your notes appearance to display it in printer friendly format
     
      
2. Search box. Enter keyword or a phrase (e.g. "meeting announcement") and click Go to see the list of notes where the search word is found.
3. Clicking on "Available Folders" will display all Contacts Live Notes folders. For every folder you can see its access rights for a user who is currently logged in, number of notes, and “Shared” checkbox indicating whether this folder is shared with other users. 
4. Subfolder indicator. Click “+” to expand.
5. Click to hide folder list pane. Notes pane will expand to occupy the whole browser window, as shown in the sample below:
   
   
   
    
6. Click to select all notes.
7. Sorting indicator. Click to reverse sorting order. Click on a column name to sort (e.g. click “Date” to sort notes by creation date).
8. Selected note checkmark.
9. File attachment indicator.
10. Click on a note to view its content in text format or add changes.
11. Displays total number of notes in the current folder.
12. Indicates current folder access rights for the logged in user.
13. Click “Shared” to see the list of users who have access to the current folder.

Creating Notes

To create a note, announcement, or a memo in Contacts Live Notes, click Notes -> Add Note from Contacts Live Notes toolbar. Type note subject and text and attach an optional file as shown on the picture below:

Once your note is saved, it will appear in the selected folder in Contacts Live Notes.

Sharing Notes with Other Users

Sharing your notes with other Contacts Live Notes users and user groups is done by setting access rights to a note folder by a user with administrative privileges. Select a folder and click Folder -> Modify Folder. Click on Users and Groups tabs to set/modify access to the folder for users and user groups.

The following are available levels of access to a folder:

Read (R) – a user (user group) can list and read notes in this folder
Write (W) – a user (user group) can add/modify notes in this folder
Folder (F) – a user (user group) can add/modify notes, folders & permissions

When setting access level to a folder, the combination of personal and group access rights will be applied, e.g. if user Ann belongs to a group which has R (Read) access rights, then Ann has an effective permission as in the table below:

 

Personal Permission	Group Permission	Effective Permission
-	R	R
RW	RW	RW
RWF	R	RWF

 

Note:

1. Access rights to a folder do not automatically apply to its subfolders. They need to be set manually by the process described above.
2. Setting access rights to a folder can be done by a user who has F (Folder) access level to this folder or by an account administrator in "Users & Groups" window.
    

    

Printing Notes

To display your notes, announcements, or memos in a printer friendly format, click Notes -> Print from Contacts Live Notes toolbar. Indicate your printing selection: selected notes, notes folder, or entire Contacts Live Notes. Select your print template and click Print. Your formatted note will open in a new browser window as well as printer setting pop-up window.

Using Print Templates

Contacts Live Notes includes a collection of Print Templates, which allow you to select your note appearance in a printer friendly format. Click Tools -> Print Templates to see the list of templates. The body of every template includes personalization variables; i.e. placeholders that correspond to a note property (note subject, attached file names, date, note author, etc.). When clicking Notes -> Print, variables from the selected templates (e.g. SUBJECT, CONTENT) are substituted with the corresponding properties of a selected note (e.g. "Marketing Seminar", "If you are interested to take part..."), as shown on the picture below:

Modifying a template:
Click on a template and add your changes, then save it under the same or a different name.

Creating a new template:
Click Add Template from a "Print Template" page to create a template. Indicate the name and design your own template in built-in HTML editor by placing substitution variables and text in the space provided. Your new template will be added to the "Print Templates" list.

Note:Contacts Live Notes HTML editor does not require HTML or programming skills to add or edit notes.

Organizing Notes

All notes in Contacts Live Notes are stored in folders. All basic operations are allowed on notes and folders; i.e. adding, copying, moving, deleting, etc.

Notes Folders

Your notes are stored in folders and subfolders. For every folder a user with administrative privileges can set access rights. Depending on your access rights you can add new folders to Contacts Live Notes, set access rights for other users, copy, move, or delete folders. Click Folders in Contacts Live Notes toolbar to see the list of folder operations.

Clicking "Available Folders" in folders pane will list all Contacts Live Notes folders. For every folder you can see its access rights for a user who is currently logged in, number of notes, and “Shared” checkbox indicating whether this folder is shared with other users.

Note: Deleting a folder will permanently delete all its notes.

Modifying Notes

To modify text of a note, click on its name in Notes pane and add and save your changes.

Copying/Moving/Deleting Notes

Select a note and click Notes -> Copy Note(s) (Move Note(s)) to copy (move) a note to a different folder.

Select a note and click Notes -> Delete Note(s) to delete a note.

Viewing Notes in Contacts Live Notes

Click View -> Grid to display your notes in tabular format. Click View -> List to see the listing of your notes with all notes properties; i.e. text, author, creation/modification date, file attachment, etc.

Click View -> Customize View to customize your notes grid view. Indicate hidden and visible notes properties, number of notes displayed on one page, and length of visible note text.