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This article applies to:

  • Product: ONESOURCE WorkFlow
  • Subject: Workflow

Workflow notes

Use the
Notes
 tab in ONESOURCE Workflow to add, manage, and track notes directly within a workflow. Notes support threaded conversations, status tracking, and audit history to help your team collaborate within the context of a specific workflow.

Notes tab

Every workflow folder includes a dedicated
Notes
 tab, giving you a centralized view of all notes associated with that workflow. Each note displays:
  • Number
  • Author
  • Timestamp
  • Content
  • Type
  • Permanency status
  • Responses

Note types and permanency

Assign a note type to every note at the time of creation. Note types are a managed list that your administrator configures via
Setup
Lists
Note Type
. Notes can't be created until your administrator has set up at least 1 note type.
You can flag a note as
Permanent
 to indicate that it should transfer to future workflow cycles for the same jurisdiction and financial year. Notes not flagged as permanent are excluded from future workflow cycles. A visual indicator appears next to permanent notes for easy identification.

Create a note

  1. Go to the
    Notes
     tab within a workflow.
  2. Select
    Add Note
    .
  3. Assign a
    Note Type
     and, optionally, flag the note as
    Permanent
    .
  4. Optionally, select one or more users to notify. ONESOURCE Workflow automatically sends an email notification to the selected users when you create the note.
  5. Submit the note. It appears immediately in the
    Notes
     tab.

Reply to a note

To add a response to a note thread, select
Reply
 on any open note.
To reference a specific message within the thread, use
Quoted Reply
.
A snippet of the quoted message appears for context. You can optionally select specific users to receive email notifications when you add a response.

Edit notes and responses

While a note is in
Open
 state, note authors are able to edit their own note content. Response authors can edit their own response content and notify specific users of the update.
An
Edited
 indicator appears next to any modified note or response.

Delete notes and responses

Users with delete note permissions, or the note author, are able to delete a note and its associated responses from both
Open
 and
Closed
 states. Participants can optionally be notified of the deletion. In
Open
 state, users are also able to delete their own responses. Deleting a response removes only that response — the parent note and all other responses remain intact.

Update note properties

You can update the note type after a note has been created by selecting from the list of active note types, ensuring notes remain properly categorized. You can also switch the
Permanent
 flag on or off after creation. Notes marked as permanent transfer during workflow roll-forward, while removing the flag prevents carryover.

Close and reopen notes

Mark a note as
Closed
 to lock it from further edits or new responses. You can
Reopen
 a closed note when further discussion is required. When a note is closed, you can still view its history and delete it. You can optionally notify workflow participants when changing a note's status.

Note history and audit trail

Select
View History
 on any note to open a chronological log of all actions taken on that note.
The log records who made each change and when, and the before and after state of each update. This gives you full visibility into the lifecycle of a note, from creation through to the most recent change.

Notifications

Notification emails include a
View Note in ONESOURCE
 link. Selecting this link takes you directly to the relevant note in the
Notes
 tab, with no need to search or go through multiple pages. If the referenced note is no longer available, an informational message is displayed.

Key considerations

  • Notes are available to all users with access to the workflow.
  • Only the note author or response author can edit their own note or response content.
  • Closing a note prevents further edits or new responses until it is reopened.
  • Permanent notes transfer during workflow roll-forward; non-permanent notes don’t.
  • Your Administrator manages
    Note Types
     via
    Setup
    Lists
    Note Type
    .