- Approve Class Notes
- Manage Categories
- Manage Search Filters
- Manage Home Page Display
- Export Class Notes
- Import Class Notes
- Manually Add Class Notes
Approve Class Notes
1. If there are class notes waiting to be approved, you will see the following: Approve Class Notes (2 awaiting approval).
2. Click Approve Class Notes.
3. You will now see the Class Notes that have been submitted and are awaiting approval.
NOTE: Depending on how Class Notes approval was set up for your community, you will either need to approve all Class Notes or only those that have photos with them. Contact Application Support if you need to make a change to the type of Class Notes you approve.
4. If you need to edit the Class Note, click . Make any change(s) needed and then click Preview and Submit Note.
5. Select the appropriate radio button for each Class Note. (Approve is selected by default.) The choices are:
- Approve
- Delete
- Skip
NOTE: The Skip option will skip over that Class Note, but leave it in the “awaiting approval” area. You may want to use Skip if you want time to think about the Class Note text or image that was submitted.
6. Click Approve/Delete.
7. Click Manage Class Notes to go back to the Manage Class Notes Homepage and continue working.
Manage Categories
Click Manage Categories.
Create a New Category
1. Click Create New Category.
2. Enter a name for the category.
3. Click Create Category.
Edit an Existing Category
1. Select the category you want to edit from the Available Categories.
2. Click Edit.
3. Edit the name in the Category Name area and click Update.
Delete a Category
1. Select the category you want to delete from the Available Categories.
2. Click Edit.
3. Delete category and move any notes to: Select a category where you want to move the deleted category’s notes.
For example, if you want to delete the Education category, you could select Careers as the category where you want to move the Education notes.
4. Click Delete and Move Category.
Make a Category Active
1. Select the category from the Available Categories column.
NOTE: Members do not see Available categories. In order for members to be able to post Class Notes to a category, the category must be in the Active column.
2. Click --->>.
3. If you would like to rearrange the order, use the direction keys to the right of the Active Categories column.
4. Click Save Changes.
Make a Category Inactive
1. Select the category from the Active Category box.
2. Click <<--- to take the category out of the Active Categories column. Click OK in the confirmation box.
NOTE: Members will no longer see the Class Notes under a category that was in the Active Categories column but is now only in the Available Categories column. The Class Notes are not deleted, but are just not visible.
3. Click Save Changes.
4. Click Manage Class Notes to go back to the Manage Class Notes Homepage and continue working.
Manage Search Filters
1. Click Manage Search Filters.
2. Available Member Field Filters (left column) displays the profile fields you can choose from to include in the search filter. Select the field(s) you want to use and click --->>> to move the field(s) to the Current Filters column.
NOTE: As a best practice, we recommend including first name and last name.
3. You can arrange the filter display by using the sorting buttons on the right side.
4. Click Save Changes.
5. Click Manage Class Notes to go back to the Manage Class Notes Homepage and continue working.
Manage Home Page Display
1. Click Manage Home Page Display.
2. Place checkmarks in front of the categories that you want to appear on the main community homepage.
3. Click Update.
4. Click Manage Class Notes to go back to the Manage Class Notes Homepage and continue working.
Export Class Notes
1. From the Community menu, under Class Notes, choose Export.
2. Select Type of Class Note Export: There are two different types of files you can export.
- CSV File Class Note Export (no photos) will be in a spreadsheet format viewable in Excel. The images will not appear. This method is used if you intend to import the exported data into an offline data store or simply want to review the data for statistical/reference purposes.
- HTML Class Note Export with photos will be in an HTML/Web document viewable in FrontPage or Word. Images will be shown. This method is used if you intend to utilize the Class Notes in some form of printed media such as a newsletter or newspaper.
3. Select Export Filters: Select the appropriate filters to apply to the data. Some examples are by Date, Category or Name. If you do not want to apply filters, use the “Find All Class Notes” option at the top.
4. Click Next once the filters are set.
If you select the CSV file option:
1. The next screen presents you with the option to include additional member fields in the export. The default fields are: First Name, Last Name, Member ID, and Class Note fields.
- To add additional fields click on the name of the field and click >> to move it to the box on the right. Add as many fields as you like.
- When you are finished, or if you are NOT including additional fields, click Next.
2. Export Preview: A preview of the export will be shown. Up to 10 rows of member data will be displayed in the preview. Click Export .
3. Click Download File. You can either open the file in Excel or save the file for future reference, offline data import, or printed distribution.
If you select the HTML file option:
Click Download File. You can either open the file in Excel or save the file for future reference, offline data import, or printed distribution.
Import Class Notes
1. Review your Class Notes data. There are three fields that MUST be included in the information to be imported.
- Member or Constituent ID (the field name varies by system)
- Category name
- Class Note text
NOTE: The optional field of “Publish Consent” may also be included. This column's data fields can use a value of either "Yes / No", "True / False" or "1 / 0".
2. Save your Class Notes data as a .csv file.
3. From the Community menu, under Class Notes, choose Import.
4. Click Browse to search for the .csv file you created. Click on the file.
5. Click Upload and Continue.
6. A preview of the first 10 rows of data will be displayed. Click Import Class Notes.
7. Click Manage Class Notes to continue working with Class Notes.
Manually Add Class Notes
1. Use the directory to look up the person you want to add a Class Note for.