Notes

You can take notes throughout AI Insurance. Notes are text records associated with an entity. Notes exist as a sub-tab across Policies, Insureds, and Events. They support plain text and don't allow for formatting and notes can be as long as you'd like.

Notes are automatically tagged with date, time, and author upon creation. If necessary, you can always edit the content of your note.

Where to Find Your Notes

To access notes associated with an entity type, Navigate first to an instance of that entity, then the sub-tab for notes.

Policies -> Select a specific policy -> Notes

Events -> Select a specific event -> Notes

Insureds -> Select a specific insured -> Notes

Accessing Event Notes

Select the “Events” section located on the left sidebar of the screen.

Select any one of your specific events

Select the "Notes" tab

Accessing Insured Notes

Select the “Insureds” section located on the left sidebar of the screen.

Select any one of your specific insureds

Select the "Notes" tab

Accessing the Policies’ Notes

Select the “Policies” section located on the left sidebar of the screen.

Select any one of your specific policies

Select the "Notes" tab

Creating Notes

To create a note, first navigate to a policy, insured, or event and select the Notes tab.

Under the tab, enter your note into the text field.

After entering your note, you may optionally change the visibility of the note between either “Visible to everyone” or “Privileged”. Privileged notes may only be viewed by users with the right permissions.

Once you finish entering your note and set the appropriate visibility, select “Create Note” to finish creating your note.

Once created, your notes are displayed in order from most recent to oldest.

Editing Notes

You may also update the contents within a note after creating it. This is ideal for updating information that changes frequently such as statuses or numeric values while avoiding duplicate notes entries with similar information.

Any changes made to a note will also be tracked in the activity log. The activity log will track the user who changed it, the time the changes were made, as well as the before and after values of the note that was edited.

How to Edit a Note

To edit a note, go to a note within a Policy, Insured, or Event and look for the edit icon.

Select the edit button and update the content within the input field.

Once in the edit state, you may freely adjust the text contained in the note. When you are finished, Select “Save” to confirm the edits. If you wish to revert the note back to its state prior to editing, select “Cancel”.

Privilege

Notes can be classified as "Privileged" or "Visible to everyone". By default, notes are visible to everyone. The following Roles are able to view Privileged Notes:

• Carrier Admin
• Event Manager
• Manager
• MGA

Privileged notes can be used to control visibility of notes that bear confidential or sensitive information. Users without privilege are unable to see privileged notes. Users without permissions to view privileged notes will not see the notes nor any activities associated with them.

Important Note: If you change a privileged note to be "visible to everyone" its contents will be visible on the activity log forever!