Working with Project Notes – Home

Overview

Note: This feature must be enabled prior to use. Contact the Support team at support@responsive.io to enable it.

This article outlines how to manage Project Notes, such as any special requirements or conditions that the signing parties have agreed to fulfill as part of the RFx Project.

Project Notes can be leveraged to track obligations or commitments alongside a project that you have agreed to fulfill. This feature is flexible and customizable to the unique needs of each of our clients. Some examples of obligations/commitments you might track include:

Legal
IT
Customer Service
Product or Service Requirement
Data Privacy and Integrity

Note: The name of this feature is customizable (Project Notes can be relabeled as Obligations, for example). Contact the Support team if you would like to customize the feature name.

Permissions

You must have either the Super Admin or Admin with All Permissions role in order to access the Organization Settings to create and manage project notes.

Creating, Managing, and Associating Notes

Follow the steps below to create and manage project notes in order to track obligations or notes.

Creating Notes in Organization Settings

Go to Organization Settings > Project > Project Notes.
Click Create New.
Enter the Type (IT Obligation, for example).
Change the Status to activate or inactivate the project note.
- Status = Active: The template will be visible for all projects
- Status = Inactive: The template will not be visible for reuse in projects
Change the Project Visibility, if required.
- Visible to all projects: The template will be available for reuse for all types of projects
- Visible to selected projects: The template will be available for selected project types only
Add Fields to the template by clicking Add New.
- You can choose from several field types in the drop-down list (Text Box, Text Area, Dropdown, Radio, Checkbox, Date, Multi Select Dropdown, and Date and Time).
- For example, if you would like to capture notes for each obligation or to a question, select the Text Area or Text Box field type and add a name for the field.
Click Create. You can view the created notes as shown in the image below:

Adding the Project Notes Pane to Questions

Locate the question within a project that has the item that you want to track along with the Project Note that you have set up in your Organization Settings.
Click the Menu and select Project Notes from the drop-down list.

The Project Notes pane displays on the right side of the screen:

Adding Project Notes or Obligations to Questions

Click the + icon to add obligations or project notes to the question.
Click View Added Project Notes to view the obligations or project notes added to the question.
Click the added IT Obligation to update title and notes.
Add Title and Notes.
Click Save.

Managing and Exporting All Project Notes

To view all project notes for the project, click the Project Notes tab. You can view the individual properties by clicking on one of the notes in the row, or you can export all Project Notes to Excel.

During the export process you can select the columns to be exported. You can also drag to rearrange the columns to the order in which they should appear in the exported report.

Associating One Obligation to Multiple Questions

You can associate multiple questions to one obligation. For example, if an IT obligation note has been added to Question 1 within a project, you can associate the IT obligation note with another question within that project.

Go to the project question.
Click the Menu and select Project Notes from the drop-down list.
Click within the Add Existing Project Notes section, then click the + icon next to the item you want to associate.
Note: Click the icon to unlink or remove associations from the existing obligations or notes, and click the icon to remove the added obligations from questions.
The item is added to the other question and can be viewed under View Added Project Notes section as shown below: