Introduction

Post-it notes are special objects that can be added on top of any drawing in Redline and Change Management modes.

Post-it notes supplement regular archive objects and documents that usually require more string metadata, versioning and security. 

They can be added by anyone with Redline or Change Management rights, without a need to high level privileges for manipulating archive content.

Characteristics of a post-it note:

• note is represented by an icon and resides on a specific layer

• note can contain text and any number of attachments, typically images

• note content is not versioned, once it is added to a document it will stay there

Since v3.9

Adding Notes

To add Post-it note, select one of these editing modes:

• Redline

• Change Requests

General functionality is the same regardless of the editing mode, so it will not be covered separately per mode.

A dedicated Post-it note button will be added to "Insert" toolbar:

Open

A dedicated Note icon will follow mouse cursor, click on a desired position to insert note:

Open

(Note is saved automatically regardless of the Auto Save option). 

Adding content

Click on newly added note to open it's content view:

Now use the Add File button to add any content. Anything can be added as attachment to Post-it note, but only certain file will offer thumbnail view or preview option. 

Select one or more files to be attached to your note:

All files are now uploaded and processed:

 If your content preview did not show automatically, you can use a reload button to load the note content again. Make sure you save you text description before reloading. 

File type examples that can be added:

Removing Notes

You can remove either entire note with all of its content, or single files (attachments) from within a note. 

1. Use Delete File button to remove selected file from within a note

2. Use Delete Note button to delete entire note. 
   
    Warning: entire note with all of its attachments will be deleted. A confirmation prompt is displayed if Note contains one or more attachments. Otherwise the note is deleted right away. 

Notes security

Each Post-it note is bound to a layer that is was placed on. The security for the note and its content depends on its layer security. 

If a user has sufficient rights to access the layer, one will also be able to access note and its content. 

As a result, the note access can also be controlled by sharing access to specific redline layers or depends on Change Management workflow steps and access rights. 

Printing Notes

Since v4.7

When notes (see (no) Notes with text and images) are added to the drawing and contain some text / images, they can be exported as a PDF report. 

Only images that are visible as thumbnails will be included in the report. Other attachments like PDF, Word or text will not be processed. 

Image below shows notes with image attachments:

In order to see notes on the print preview and to get a report for all notes on the drawing, please enable "Notes" option:

In the actual PDF, each note is replaced by a symbol with number. These numbers are then referred in a report to table that lists all notes.

A Note text and all images are listed in the table:

Report configuration

Reports are generated by suing a system template. System administrator can add a additional custom template under:

Administration → Reports → Report Templates

Template requirements:

• DOCX format

• contains single table with 3 columns:

  • Column 1: used for note sequence number

  • Column 2: used for note text

  • Column 3: used for note images

• Table should have two rows:

  • Row 1: used as header row

  • Row 2: used as content rows

Only one template can be used. If more templates of this type are uploaded, only the first one will be used. 

Monitoring

Administrators can see a list of all files added to Post-it notes in Admin Panel\System\System Settings\File Repository\Post-it Note Content status tab

The list is divided according to attachment status (Unprocessed, Unconvertible, Converted and Failed ones).
Re-convert of single file or all is possible from here.