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
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.
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.
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.
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.
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.
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'
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.
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.
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.
See Also
- Prompt To Verify Field On Exiting A Form
- How To Set Field Or Form Properties
| 
Was this page helpful? Do you have any comments on this document? Can we make it better? If so how may we improve this page.
Please click this link to send us your comments: helpinfo@collect.org