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Log To Notes

When this switch is ON, changes to the Debtor screen are automatically logged to the Debtor's Notes. This option is ON by default for several fields on the Debtor form, such as the Name and Home phone. You can also log to notes any changes to Debtor Detail fields

tip.gif You can enable this functionality by switching ON the 'Log To Notes' switch in the Access Rights form for most of the fields on the Debtor form and the Debtor Detail form.

tip.gif Please note that fields on other Debtor sub-forms will not log to notes.

Enabling Log To Notes

To enable Log to Notes:

  • Switch ON Log to Notes in the Access Rights form.
  • Rebuild Access Rights.
  • Sign in as the Operator and confirm that changes to the field that you set up are logged to the Debtor's Notes.

The rest of this document gives details of these steps.

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Sign In As User Level 99

Whenever you change access rights settings, it is good practice to sign into Collect! in EXCLUSIVE mode as an operator with User Level 99. So please do that before you get started.

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Switch On Log To Notes

Open the Debtor form.

1. Tab into the field that you want verified so that it is highlighted in blue.

2. Right click on the field and choose Properties in the popup menu for the field. This will display the Access Rights form for the field.

3. Check the field labeled Name on the Access Rights form to make sure you are verifying the correct field.

4. Put a check mark in the box next to the field labeled Log to Notes. This will make Collect! write to the Debtor Notes whenever a change is made to the data in this field.

tip.gif You cannot log changes to the Debtor's Mode field to Notes with this switch, but you could create a contact plan to change mode and write to Notes, if needed.

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Rebuild Access Rights And Test Your Settings

Once you have completed setting up logging to Notes, it is a good idea to Rebuild your Access Rights. Select System from the top menu bar and then select Rights, Access Rights. Select the REBUILD button to rebuild the list. Then sign in as each operator that you set up and test the settings.

When you go to any Debtor record and make a change to a field where Log to Notes has been set, you will see a new line in the Debtor's Notes with the old value for the field.

For example,

08/12/2010 11:05:32 NEW OWN: Old Debtor->User1: 'oldvalue'

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Log On First Entry

You can also tell Collect! to Log to Notes when the field was initially blank. This enables you to determine by whom and when any Debtor field was filled in for the first time. This also works for any field on the Debtor Detail form.

For example,

08/12/2010 11:05:32 NEW ACM: Old Debtor->User1: ' '

Switch this ON in the Screen and Messages form, accessed through System -> Preferences -> Options, Sounds and Colors.

tip.gif Log on First Entry works only with Debtor and Debtor Detail fields.

Collect! will not log to notes when creating a new Debtor. If the record is being modified on the same day it was created, Collect! will only log the first entry if the record is being modified by a different user from the one who created the record.

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Summary

This document has explained how to log changes to Debtor fields to Notes. This also applies to any fields on the Debtor Detail form.

The Log To Notes switch is set in the Access Rights form for each field where you want changes logged.

It is recommended that you test each operator and each field that you have set up to log changes to Notes.

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See Also

- Prompt To Verify Field On Exiting A Form
- How To Set Field Or Form Properties

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