Knowledge Base Article

Add Notebooks and Notes

A Notebook is a collection of notes pertaining to a particular subject. Notes can be used in whatever way the user and/or team determines. One example of how notes can be used is to create a Notebook for each of your departments, then provide resources and information pertaining to that department.

To get started, choose Workflow & Productivity > Notebooks - from the Argenta main menu on the left hand side of the screen:

Your Notebooks page will open. Select the “Add New” button for either a Team/Shared or a Personal/Private Notebook:

This opens the Notebook Workspace:

(Personal Notebook Workspace)

This workspace has 5 tabs of information. Lets take a look at each tab and field within this workspace:

1. Notebook Details tab:

(Personal Notebook Details tab)

On this tab you will enter these details:

Record Level Permissions - Set As View Only - Placing a checkmark in this box restricts this record to view-only access unless the user is the user who created the record, the user is a master admin, or the user is given specific permission to modify this record on the Record Permissions tab of this record. Permissions also work by assigning a department, district and/or precinct. If you have users in your system who are restricted by these permissions, they will only be able to see records in the departments/districts/precincts you have granted them access to.
Record level Permissions - Lock This Record - Placing a checkmark in this box locks this record so that users cannot view or update the record unless the user is the user who created the record, the user is a master admin, or the user is given specific permission to access this record on the Record Permissions tab of this record. Permissions also work by assigning a department, district and/or precinct. If you have users in your system who are restricted by these permissions, they will only be able to see records in the departments/districts/precincts you have granted them access to.
Notebook Name - Enter a name for your notebook here.
Category - Select the appropriate category for your notebook from the drop-down list. If an appropriate category is not listed you can add a new one by clicking the Add New icon.

(Team Notebook Details tab)

The differences between the Team and Personal notebook details tab are that the Team Notebook adds these fields:

Chapter - If this Notebook belongs to a specific chapter within your organization or you wish to restrict users by chapter, select the appropriate chapter from the drop-down list. If you have users in your system who are restricted by chapter, they will only be able to see records in the chapters you have granted them access to.
Division - If this Notebook belongs to a specific division within your organization or you wish to restrict users by division, select the appropriate division from the drop-down list. If you have users in your system who are restricted by division, they will only be able to see records in the divisions you have granted them access to.
Department - If this Notebook belongs to a specific department within your organization or you wish to restrict users by department, select the appropriate department from the drop-down list. If you have users in your system who are restricted by department, they will only be able to see records in the departments you have granted them access to.
District - If this Notebook belongs to a specific district within your organization or you wish to restrict users by district, select the appropriate district from the drop-down list. If you have users in your system who are restricted by district, they will only be able to see records in the districts you have granted them access to.
Precinct - If this Notebook belongs to a specific precinct within our organization or you wish to restrict users by precinct, select the appropriate precinct from the drop-down list. If you have users in your system who are restricted by precinct, they will only be able to see records in the precincts you have granted them access to.

With these fields entered, save your changes before moving on. Click the "Save All Changes & Continue" button or the Save icon from the top.

2. Notebook Notes tab:

On this tab is where you will find the notes in your notebook. You can add a new note to your notebook by clicking the "Add New" button. This opens the Add Notes screen:

From here you need to enter the Note Title and then you can type your note into the text editor. Most of your normal Word elements are built into this text editor for formatting and designing your note. Use the icons and text box area to format your note. This is where you will type out your note, add attachments and/or links to the note. If you are unfamiliar with Word elements or unsure of what all the icons do, you can hover your mouse over the icon and its title/explanation will show. For your convenience some of the important icons you may use are:

Use this icon to add an image to your email. By clicking this icon, it opens the Image Manager where you will upload your image and select it to add it to your email. To upload an image, click the "Upload" button which allows you to search for and select the image from your host computer. With an image selected, click the "Upload" button to upload the image to your manager. Once the image is in your manager, you will select the image and click "Insert" to insert your image into your email.

Use this icon to add a document to your email. By clicking this icon, it opens the Document Manager where you will upload your document and select it to add to your email. To upload a document, click the "Upload" button which allows you to search for and select a document from your host computer. With a document uploaded, click the "Upload" button to upload the document to your manager. Once the image is in your manager, you will select the document and click "Insert" to insert your document into the email.

Use this icon to add a hyperlink to your email. By clicking this icon, it opens the Hyperlink Manager where you will add the details of your hyperlink. On the Hyperlink Manager window you will enter the URL for your link, the link text you wish to have displayed for the link, if you wish to have the link open in the same or a new window, a tooltip and you can even apply a special color class to your link.

Use this icon to spell check your email. By clicking this icon, your email body will be checked for spelling errors.

Use this icon to add a table to your email. By clicking this icon, you can add a table to your email.

Once you are done adding your note, click the "Add This Note" button. Your new note has been added to your notebook. Repeat this process for all the notes you wish to add to this notebook.

3. Notebook Checklists tab:

In addition to adding a note or notebook you can also use notebook checklists. On this tab you can create a checklist and add items to the checklist. To add a checklist click the "Add New" button. This will open a line for you to name your new checklist:

Enter a name for you checklist here. Once a name is entered click the Save icon to save the checklist. With you new checklist saved, click the corresponding Open icon for the checklist to open it. This opens the checklist screen:

From here you can build your checklist. Click the "Add New" button to add a new item to your list. This opens a line item for you to add a name of your checklist item to:

Enter the name and click the Save icon. This adds your item to your checklist. Repeat this process to add as many checklist items as you need to this checklist. Make sure you save your additions as you go.

When you are finished adding items to your checklist click the Checklists Icon to return to your notebook workspace. Your Checklist has been added and you can access the items in the checklist by clicking the corresponding Open icon for any list you wish to open.

4. Notebook Files tab:

Like all other modules and sections in Argenta, you can also add an unlimited number of related files to this Notebook. If you need help adding a file please see our other KB Article - . Make sure to save your changes first before adding related files. If you would like to add any related files to this notebook you can do so here. Simply click the "Browse" button to search for and select a file from your computer or drag and drop the file into the "Drag & Drop File Box".

5. Record Permissions tab:

This tab controls the record permissions for the notebook.

5. A. View Only Access:

Sometimes you want users to be able to view a record but block them from modifying that record. Individual records can be set to View Only so only master admins and users who are listed here, can edit them. To grant users permission to modify this record simply add them here. Select a user from the Add User box (start typing the user's name) then click the Add button to add the user to the view-only access permissions.

5. B. Locked Record Access:

Individual records can be locked so only master admins and users who are listed here can view or edit them. To grant users permission for this record simply add them here. Select a user from the Add User box (start typing the user's name), then click the Add button to add a user to the locked record access permissions.