IN BRIEF
The Notes Report (STA-4), also called the Staff Notes Report, shows staff members with notes on their account. Administrators can use this report to review staff note details, including priority, status, note type, subject, creation details, and the full note text.
Overview
The Notes Report (STA-4) provides a list of staff members who have notes on their account. The report helps administrators review staff-related notes in one place and monitor details such as note priority, status, type, subject, creation date, who created the note, and the text of the note itself.
This report can help staff and administrators track internal communication, follow up on open notes, review critical notes, or confirm when staff notes were created or updated.
Key Report Details
The Notes Report includes the following information:
- Priority: The priority setting assigned to the note.
- Status: The current status of the note.
- Type: The note type assigned to the note.
- Staff Member: The staff member associated with the note.
- Subject: The subject entered for the note.
- Date Created: The date the note was created.
- Created By: The staff member who created the note.
- Note Text: The full text of the note.
Using Preset Filters
If you commonly use the same filters when running this report, you can save them as Presets. Load a Preset Filter when you open the report page, set your date range, and generate the report in the preferred format.
- For more information, see What are Preset Filters for Reports?
Accessing the Report
- From the main navigation menu, go to Reports.
- Locate the Staff reports section.
- Select Notes Report (STA-4).
Step-by-Step Instructions
General Filters
Notes Created Search
- All: Includes all notes, regardless of when they were created.
-
Day: Includes only notes created on the specified date.
- Date: Select the specific date to include.
-
Day Of Week: Includes only notes created during the week containing the selected date.
- Date: Select any date within the desired week.
-
Week Of Range: Includes only notes created within the specified date range.
- Start Date: Select the first date to include.
- End Date: Select the final date to include.
Locations
- Select one or more specific Location(s) to limit results to include only classes associated with the selected Location(s).
Notes Priority
- Select one or more specific note priorities to limit results to notes assigned to the selected priority status.
- Available priority options include:
- Low
- Medium
- Critical
Notes Status
- Select one or more specific note statuses to limit results to notes assigned to the selected status.
- Available status options include:
- Open
- Closed
Choose Staff
- Select a staff member’s name to limit results to notes created or updated by that particular staff member.
Sort By
- Account Name: Sorts report results by the staff account name.
- Priority: Sorts report results by note priority.
- Last Update: Sorts report results by the most recent note update.
Generating the Report
- Select your desired export format (such as HTML, PDF, XLS, or CSV) at the bottom of the report.
- The System will immediately generate the report in the selected format.
Troubleshooting & FAQs
-
Why are some staff notes missing from the report?
- Review the selected Notes Created Search, Locations, Notes Priority, Notes Status, and Choose Staff filters. A restrictive filter may exclude notes from the report.
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Can I run the report for all staff notes?
- Yes. Set Notes Created Search to All and avoid selecting restrictive staff, priority, status, or location filters unless needed.
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How do I limit the report to only critical notes?
- Use the Notes Priority filter and select Critical.
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How do I view only open notes?
- Use the Notes Status filter and select Open.
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Can I save the filters I use most often?
- Yes. Use Preset Filters to save commonly used report filters and load them the next time you run the report.