Case Note Topics

The Case Note Topics Mini Directory includes the user-defined Case Note topics. This directory provides a standard list of codes for consistency in data entry and is used when entering notes on the Case Notes tab in a Case Folder. The topics are useful to categorize, search and report on Case Notes.  The Case Note Topics Mini Directory includes the following two columns of information for each directory item:  Topic and Active. If a Case Status user defined screen has been defined for any case type and includes Case Notes information, a Case Status column will also be displayed.

Topics should be specific, but not so detailed that the user is confused when trying to select a topic from the list. It is also a good idea to avoid using ”Miscellaneous”, "General", or ”Other” as a topic. An overly general note topic may become a catch-all and will impact the searching and reporting features in the Notes area of Needles.

• Adding New Items
• Modifying Items
• Deleting Items
• Saving Items
• Printing The Mini Directory

Adding New Items

To add items to the Case Note Topics Mini Directory,

1. Select the Case Note Topics Mini Directory in the Directory Pane on the left side of the Directory Editor window.

2. Click on the Click to add row in the Items Pane on the right side of the window to open a new row for data entry.
3. Enter a Topic, up to 35 characters, in the Topic column. The Topic field is required and must be unique in order to save a new item and will display a red validation border and icon until a valid Topic is entered. Mouse over the validation icon to display the reason for the error.
4. The Active column is selected by default for a new item. Only Active items are displayed in the Case Notes Topic dropdown listing in a Case Note.
5. If Note information has been added to the design layout of the Case Status screen in any case type, the Case Status option will be available. Select the Case Status check box if the information from case notes with the selected Case Note Topic should automatically display on the Case Status screen in the case. If this check box is not selected, the Case Status check box on the individual case note will need to be selected manually for each case note that should display on the Case Status tab in a case.
6. Click on the Save button to save changes.

Modifying Items

To modify items in the Case Note Topics Mini Directory,

1. Select the Case Note Topics Mini Directory in the Directory Pane on the left side of the Directory Editor window.

The Hide/Show List button on the Header Band can be used to toggle the visibility of the Directory Pane.

2. Click into the column requiring modification in the row of the Items Pane on the right side of the window.
3. Modify the Topic, if desired. The Topic field is required and must be unique in order to save the changes and will display a red validation border and icon until a valid Topic is entered. Mouse over the validation icon to display the reason for the error.
4. Click on the Active check box to modify the Active setting for the mini directory item. Only Active items are displayed in the Note Topic dropdown listing in a Case Note.
5. Change the Case Status option controlling whether the information from case notes with the selected Case Note Topic should automatically display on the Case Status screen in the case by selecting or deselecting the check box.
6. Click on the Save button to save changes.

The Case Note Topics "Case Intake", "Email", "Email Sent" and "Posted Message" are required by the Needles system. The Topic for these items cannot be modified and cannot be marked inactive.

Deleting Items

To delete items in the Case Notes Topic Mini Directory,

1. Select the Case Notes Topic Mini Directory in the Directory Pane on the left side of the Directory Editor window.

2. Click to select one or more rows to be deleted in the Items Pane for the selected Mini Directory on the right side of the window.

Use CTRL + CLICK to select multiple rows.

3. Click the Delete icon located above the upper right corner of the grid in the Items Pane. The following deletion warning message will display notifying that if items are in use, they cannot be deleted and will be marked as inactive instead.

• Click the Yes button to remove the selected items from the Mini Directory, OR
• Click the No button to cancel the delete process.

4. Click on the Save button to save changes.

The Case Note Topics "Case Intake", "Email", "Email Sent" and "Posted Message" are required by the Needles system. These items cannot be deleted, and the Delete icon will be disabled when any of these items is selected.

Saving Items

Printing The Mini Directory

A list of Mini Directories or a list of items in a Mini Directory can be printed using the Mini Directories report in the Report Library or using one of the options in the Hamburger menu of a grid to print or export the current grid view.

Mini Directories Report

A list of items in a Mini Directory can be printed using the standard Needles Mini Directory report.

You will need the proper permissions to access the Directory Reports.

To access the Mini Directories report,

1. Click the Reports ribbon in Needles.
2. Click the Report Library button on the Reports ribbon.
3. Select the Directories tab on the left-hand side of the Report Library.
4. Double-click the Mini Directories report from the list of reports. You can also click the Run this report icon above the reports grid. The Mini Directories report will display in a new tab window within Needles.
5. On the Parameters pane, select the desired Mini Directory(ies) from the dropdown that you would like the report to filter. (The default parameter setting will print all Mini Directories.)

6. Click the Submit button to run the report. The Mini Directories report displays all columns from each mini directory. Click on bookmarks in the convenient Document Map in the lower left corner of the Print Preview window to easily navigate to the section of the report displaying the desired Mini Directory.

Click the Reset button to reset the fields to the last selections when the Submit button was clicked.

7. From the Print Preview window, click on the appropriate ribbon buttons to search, print, send or export the report.

Grid View

While viewing the list of Mini Directories in the Directory Pane or the list of items for a Mini Directory in Items Pane, the current grid view can be printed by clicking the Hamburger icon in the upper left corner of the grid and selecting the Print option from the menu. Other options include exporting the current grid view in the desired format.

The columns can be repositioned, however they are default and cannot be removed from the grid.

Printing the grid view will only print the list of the Mini Directories or the list of items in a Mini Directory. To print a list of Mini Directories and the corresponding items, use the Mini Directories report in the Report Library.