Setting up notes in XBert effectively ensures clear communication, streamlined workflows, and consistency across teams. Read more below to understand the difference and relationship between Note Link Tags and Note Topics.
This guide provides a structured approach to note organisation, ensuring seamless onboarding and ongoing client management.
Click play for a quick video guide! ✨
Key Concepts
✅ Client Notes – These are the client-specific notes themselves, where you will assign a note topic and note link tag and will include the instructions or content for a specific client.
The information on the note can also be the information available on the tasks created if it is linked to a template via a Note Link Tag.
✅ Note Topics – Grouping notes under relevant categories for better retrieval.
Example topics: "Payroll Queries," "Supplier Invoices," "Tax Compliance."
✅ Note Link Tags – Used to categorise notes based on templates. This will be used to link your client notes to templates or templates' subtasks.
Best practice: Match the note tag name with the template name so users immediately recognise which template the note applies to.
Difference between Note Topics and Note Link Tags
Think of Note Link Tags like folders in a filing system (each folder matches a specific client note for a task).
Think of Note Topics like labels that help you find related notes quickly across different folders (kind of similar to how processes are). Each note can be labelled by a note topic.
How It Works
A note link tag attaches a client-specific note to a template and/or subtask, ensuring important information is available where it’s most relevant.
When you create a note and apply a Note Link Tag, it categorizes the note under a relevant workflow.
If a Note Topic is added, it becomes part of a searchable group across different templates.
When the note is linked to a template/subtask, it remains visible where it’s needed—so that when a task is created from a template, all relevant client-specific notes will be available.
Best Practice Setup for Notes
Define Standard Note Topics
Establish a list of commonly used topics within your organization (e.g., Compliance, Payroll, etc).
This reduces redundancy and keeps note topics organized.
Create a Consistent Note Link Tag Naming Convention
Align note link tags with templates (e.g., "Payroll Review" for payroll templates).
Ensures that users immediately recognise where a note should be applied.
Linking Notes Effectively
Use notes to attach important client-specific information to templates and/or subtasks.
This ensures relevant notes are visible where they are needed.
How to Set It Up
Imagine a staff member handling a Payroll task:
Step 1: Create the Note
Note Link Tag: "Payroll Notes" (Matches the payroll template)
Note Topic: "Payroll Instructions" (Flags it for attention)
Client: Which client is this note for? Assign it to that client (which means it will only appear if this client is a part of the template's schedule).
Note Content: ...
Step 2: Link the Note to the Payroll Template
To do this, you have to select the note link tag used on the note.
In this example, select "Payroll Notes".
You can also link notes to templates' subtasks. To do this, click on the note link icon and select the note link tag.
Step 3: View & Resolve
The template will generate tasks with client-specific notes that have the same note link tag.
You and your team can work on the tasks with the Payroll Instructions notes easily available.