Send and Receive Fleet Notes

You can use the Notes section of the Viewing Case screen to keep track of details surrounding cases. This is where all correspondence is recorded between the fleet and the service provider.

Conversations can take place between the service provider and fleet user, internally within the fleet, or both at the same time.

• Send a Note to the Service Location
• Send a Note to Other People in Your Fleet
• Send a Note to a Contact at the Depot for the Asset

Send a Note to the Service Location

1. Search for and select your case to open it for viewing.
2. The NOTES tab should be selected by default, but if not, near the top of the Viewing Case page, click the NOTES radio button. 
   If an estimate or approval request is already created, the radio button tabs will appear below that.
    

   

3. From the RECIPIENTS dropdown in the Notes section, select the location of the recipient you want to add.
4. Click in the Send To field. A drop-down list of contacts will appear based on the recipients list selected. Click on a contact to include them in the note. Note that there is a max recipient list of 15 recipients.

   

5. Repeat steps 3-4 for any other recipients from other locations you want to add.
6. In the Note field, type the message you wish to convey to the service location, or select a saved response from the dropdown menu above the Note field and click a saved note to add it to the Note field. To add a new saved response, click CREATE NEW SAVED RESPONSE and enter the new note in the Saved response text field. Click SAVE RESPONSE to save the note and add it to the Note field.

   

7. To make the note viewable by everyone, click the PUBLIC check box. If not clicked, it will only be viewable by the location you send it to.

   

8. To save a draft of a note to send later, click SAVE AS DRAFT.

   

9. To send the note immediately, click CREATE NOTE.

   

The note will appear within the Conversation section of the page along with a time/date stamp and the recipients it was sent to. If you did not make the note public, only the recipients will see the note.

Send a Note to Other People in Your Fleet

1. Search for and select your case to open it for viewing.
2. The NOTES tab should be selected by default, but if not, near the top of the Viewing Case page, click the NOTES radio button. If an estimate or approval request is already created, the radio button tabs will appear below that.
3. In the New Note section of the page, click the RECIPIENTS dropdown and select the name of your fleet.
4. Click in the Send To field. A drop-down list of contacts will appear based on the recipients list selected. Click on a contact to include them in the note. Note that there is a max recipient list of 15 recipients.
5. In the Note field, type the message you wish to convey to the service location, or select a saved response from the dropdown menu above the Note field and click a saved note to add it to the Note field. To add a new saved response, click CREATE NEW SAVED RESPONSE and enter the new note in the Saved response text field. Click SAVE RESPONSE to save the note and add it to the Note field.
   To send the note immediately, click SEND NOTE.
6. The note will appear within the Conversation section of the page along with a time/date stamp and the recipients it was sent to. If you did not make the note public, only the recipients will see the note.

NOTE: The note above will only be viewable by users at your fleet. Internal notes are recognized by the green color and the ‘Internal’ symbol on the top right of the note.

Send a Note to a Contact at the Depot for the Asset

1. Search for and select your case to open it for viewing.
2. The NOTES tab should be selected by default, but if not, near the top of the Viewing Case page, click the NOTES radio button. If an estimate or approval request is already created, the radio button tabs will appear below that.
3. In the New Note section of the page, click the RECIPIENTS dropdown and select DEPOT.
4. Click in the Send To field. A drop-down list of contacts will appear based on the recipients list selected. Click on a contact to include them in the note. Note that there is a max recipient list of 15 recipients.
5. In the Note field, type the message you wish to convey to the service location, or select a saved response from the dropdown menu above the Note field and click a saved note to add it to the Note field. To add a new saved response, click CREATE NEW SAVED RESPONSE and enter the new note in the Saved response text field. Click SAVE RESPONSE to save the note and add it to the Note field.
   To send the note immediately, click SEND NOTE.
6. The note will appear within the Conversation section of the page along with a time/date stamp and the recipients it was sent to. If you did not make the note public, only the recipients will see the note.

NOTE: The note above will only be viewable by users at your fleet. Internal notes are recognized by the green color and the ‘Internal’ symbol on the top right of the note.