Send and Receive Fleet Notes

You can use the Notes section of the Editing Case screen to keep track of details surrounding cases. This is where all correspondence is recorded between the fleet and the service provider.

Conversations can take place between the service provider and fleet user, internally within the fleet, or both at the same time.

• Send a Note to the Service Location
• Send a Note to Other People in Your Fleet
• Send a Note to a Contact at the Depot for the Asset

Send a Note to the Service Location

1. Search for and select your case to open it for viewing.
2. The NOTES tab should be selected by default, but if not, near the top of the Viewing Case page, click the NOTES radio button. 
   If an estimate or approval request is already created, the radio button tabs will appear below that.
   
   
   
3. From the RECIPIENTS dropdown in the Conversation section, select the location of the recipient you want to add.
   The users and contacts for that location appear in a list.
4. Scroll through the list, and select the recipient.
   To select multiple recipients from this location, hold down the CTRL key for Windows or COMMAND key for Mac while selecting the recipients.
5. Click ADD RECIPIENTS.
   
   
6. Repeat steps 3-5 for any other recipients from other locations you want to add.
7. In the NOTES field, type the message you wish to convey to the service location, or select a saved response from the dropdown menu below the NOTES field and click INSERT to add it to the NOTES field.
   • To create a saved response, enter your note in the NOTES field, and click NEW below the NOTES field.
   • To delete a saved response, select a saved response from the dropdown menu, then click DELETE.
     
     
8. To make the note viewable by everyone, click the PUBLIC check box. If not clicked, it will only be viewable by the location you send it to.
   
   
   
9. To save a draft of a note to send later, click SAVE AS DRAFT.
   
   
10. To send the note immediately, click SEND NOTE.
    
    

The note will appear within the Conversation section of the page along with a time/date stamp and the recipients it was sent to. If you did not make the note public, only the recipients will see the note.

Send a Note to Other People in Your Fleet

1. Search for and select your case to open it for viewing.
2. The NOTES tab should be selected by default, but if not, near the top of the Viewing Case page, click the NOTES radio button.
   
   
   If an estimate or approval request is already created, the radio button tabs will appear below that.
3. In the Conversation section of the page, click the RECIPIENTS dropdown and select FLEET USERS.
   
4. Look through the list of names that appears, select the recipient you want to add, and click ADD RECIPIENTS. (use Control-click to select multiple names).
   NOTE: Up to 15 recipients can be added in the TO: section for any given note.
   
5. Type the message you wish to convey to the recipients into the NOTES field. Or select a saved response from the dropdown menu below the NOTES field and click INSERT to add it to the NOTES field.
   
   
   • To create a saved response, enter your note in the NOTES field, and click NEW below the NOTES field.
   • To delete a saved response, select a saved response from the dropdown menu, then click DELETE.
   • To make the note viewable by everyone, click the PUBLIC check box. If not clicked, it will only be viewable by the location you send it to. 
   • To save a draft of a note to send later, click SAVE AS DRAFT.
     
6. To send the note immediately, click SEND NOTE.
   

The note will appear within the Conversation section of the page along with a time/date stamp and the recipients it was sent to. If you did not make the note public, only the recipients will see the note.

NOTE: The note above will only be viewable by users at your fleet. Internal notes are recognized by the green color and the ‘Internal’ symbol on the top right of the note.

Send a Note to a Contact at the Depot for the Asset

1. Search for and select your case to open it for viewing.
2. The NOTES tab should be selected by default, but if not, near the top of the Viewing Case page, click the NOTES radio button.
   
   
   If an estimate or approval request is already created, the radio button tabs will appear below that.
3. In the Conversation section of the page, click the RECIPIENTS dropdown and select DEPOT.
   
4. Look through the list of names that appears, select the recipient you want to add, and click ADD RECIPIENTS. (use Control-click to select multiple names).
   NOTE: Up to 15 recipients can be added in the TO: section for any given note.
   
5. Type the message you wish to convey to the recipients into the NOTES field. Or select a saved response from the dropdown menu below the NOTES field and click INSERT to add it to the NOTES field.
   
   • To create a saved response, enter your note in the NOTES field, and click NEW below the NOTES field.
   • To delete a saved response, select a saved response from the dropdown menu, then click DELETE.
   • To make the note viewable by everyone, click the PUBLIC check box. If not clicked, it will only be viewable by the location you send it to. 
   • To save a draft of a note to send later, click SAVE AS DRAFT.
     
6. To send the note immediately, click SEND NOTE.
   

The note will appear within the Conversation section of the page along with a time/date stamp and the recipients it was sent to. If you did not make the note public, only the recipients will see the note.

NOTE: The note above will only be viewable by users at your fleet. Internal notes are recognized by the green color and the ‘Internal’ symbol on the top right of the note.

To learn more about sending and receiving notes, watch this video: