Notes, Attachments, & Tracking in Order Entry

Order Entry includes tools for recording communication, storing supporting documents, and viewing activity history across Quotes, Orders, and Claims. These tools help maintain a complete record of each transaction and ensure that information is available throughout the project lifecycle.

Overview

The Notes, Attachments, and Tracking buttons are available both:

• On each browse screen (Quotes, Orders, and Claims), allowing you to review or manage the related information for the selected record.
• Within the record view itself, so you can access or add details while working on an open Quote, Order, or Claim.

These tools serve three main purposes:

Tool	Purpose
Notes	Record communication, instructions, or comments related to the document.
Attachments	Store supporting files such as drawings, correspondence, or approval forms.
Tracking / History	Review document activity, including edits, exports, and user actions.

Notes

Purpose

Use Notes to capture communication or instructions related to a Quote, Order, or Claim. Notes can document customer discussions, job site updates, or internal comments.

Types of Notes

• Internal Notes - For internal staff communications; not included on customer-facing printouts
• Customer Notes - May appear on printed forms or email communications, depending on document setup.

Common Uses

• Record customer requests or approvals.
• Note follow-up actions or project milestones.
• Explain price changes or job adjustments for audit purposes.

Behavior by Document Type

• Notes entered on a Quote carry forward when the Quote is exported to an Order.
• Notes entered on and Order remain specific to that order.
• Claims maintain independent notes, even when linked to a previous order.

Attachments

Purpose

Attachments store related files so that documentation stays linked to its record. This may include contracts, photos, correspondence, or signed approvals. Attachments are stored in a shared folder and appear in any module where the paperclip icon, , is visible.

Supported File Types

Most standard file formats are supported, including PDF, image files (JPG), spreadsheets, and text documents.

Note: PNG and HEIC file types are not supported.

Best Practices

• Use description filenames and add short notes for context.
• Include any signed approvals, change orders, or visual references.
• Avoid attaching unrelated or personal files.

For step-by-step instructions on adding, viewing, deleting, and printing attachments - or for administrator setup details - see Attachments in RFMS Core (Paperclip Icon).

Tracking

The Tracking button records key actions performed on Quotes, Orders, and Claims. It provides a detailed activity log that helps you see when records were created or updated, who made the change, and how the change occurred.

Purpose

Tracking helps maintain transparency and accountability across documents. Teach tracking record shows:

• Date and time the even occurred
• User ID and workstation
• Source and destination tables (for example, Quote > Order export)
• Related record numbers or batch IDs

How to View Tracking

1. Open a Quote, Order, or Claim browse screen.
2. Highlight a record and click the Tracking button, , on the toolbar.
   • If no tracking exists, the button will appear with a white T.
   • If tracking data is available, the T displays as yellow.
3. Review the entries listed by date, user, and action type.

What Creates Tracking Entries

Tracking records are created automatically when yo perform actions such as:

• Adding a new Quote, Order, or BidPro estimate
• Exporting a Quote to an Order
• Adjusting or re-saving a record
• Running recurring AR or billing group updates
• Performing data transfers via RFMS Link or similar tools

Note: Tracking reflects changes and system actions; it does not include printed or shared document history.

Best Practices

• Use the Tracking button to confirm order and export activity.
• Use PDF History to retrieve exact printouts of invoices or quotes.
• Do not confuse PDF History with Tracking - one logs actions, the other stores documents.

View Lines vs. Tracking

The View Lines button, , opens a read‑only view of all line items on the selected order, quote or claim. This lets you see line details and even open or add notes and attachments without locking the record.

(See Creating & Locating Quotes for how to use this feature without locking the record.)

Though the current state of the lines is displayed, but does not show the history of changes. (For more details on this feature, see I need to look at the lines on an order, but someone else is in it?)

Permission and Access

Access to Notes, Attachments, and Tracking depends on user permissions set in system security.
Users with limited rights may be able to view content but not add, edit, or delete records.