Add a note to a record

How-to guide Who can do this: Any signed-in portal user with access to the record

Write a note on a record's page so people who can open that record can read your observations and decisions, newest first.

Before you start#

Who can do it. You need to be signed in and able to open the record. Saving is then accepted when the record belongs to your organization. A company user is accepted when the record's company is theirs. That covers a vehicle, a driver, a work order, a refuel order, a purchase order, their own tenant page, and a financial transaction that names their company. A merchant user who is not also tied to a company is accepted when the record's merchant is theirs. That covers the merchant page, a store of that merchant, a work order or refuel order that names that merchant, and a financial transaction that names that merchant. A staff user can add a note on any record that shows the notes box.
Where. The box sits on the record page. The shared layout of that page is Record detail pages. Notes are on a vehicle, a driver, a work order, a refuel order, a purchase order, a tenant, a merchant, a store, and a financial transaction.
Stores. The notes box on a store is shown to the merchant that owns the store, to staff, to a superuser, and to a platform operator. A company user who is none of those opens the store and does not see the box, and cannot add a note there.

Open the record you want to write about.
Find the notes box. On a vehicle, a driver, a work order, a refuel order, a purchase order, or a tenant page, the heading is Notes. On a merchant page, a store page, and a financial transaction page there is no Notes heading. Use the box whose placeholder is Add a note....
Click the box and type the note. The placeholder reads Add a note....
Click Add Note.

The list refreshes on the same page, and the box clears when the note is saved.

The new note is placed at the top. The list is newest first.
Each note shows who wrote it, how long ago, and the text. The name is the person's full name, or their sign-in name when the full name is blank. The time is a relative phrase that ends with ago, for example 2 hours ago.
When the record has no notes yet, the list reads No notes yet..
On a vehicle, a driver, a work order, a refuel order, a tenant, a merchant, or a financial transaction, everyone who can open the record sees every note on it, including notes written by someone else. A company user can open a store and still not see its notes.
On a work order, the company and the merchant named on the order can both open the page, so each sees the other's notes. A merchant does not open a refuel order whose status is Draft or Blocked, so that merchant does not see those notes; the company and staff still do. A merchant supervisor only opens work orders and refuel orders for the stores assigned to them.
The portal keeps the note with the record. It does not offer a way to change the wording or to remove the note later. Who changed the record's other details is a separate page: Check who changed a record and when.

Rule	Detail
Records that carry notes	Vehicle, driver, work order, refuel order, purchase order, tenant, merchant, store, and financial transaction.
Company user	Accepted when the record's company is that user's company.
Merchant user with no company	Accepted when the record's merchant is that user's merchant, including the merchant page itself.
Staff	Accepted on any record that shows the notes box.
Store notes	Shown to the owning merchant, to staff, to a superuser, and to a platform operator. A company user who is none of those does not see them and cannot add one.
Work orders	The company and the named merchant can both open the page and read every note. A merchant supervisor only opens work orders for assigned stores.
Refuel orders	Same as work orders, except a merchant does not open a refuel order in Draft or Blocked.
Order of the list	Newest first.
How many are listed	At most the 100 newest notes. Older notes stay stored and are not shown on the page.
Length	The box does not set a maximum length.
Blank note	The box must contain text. An empty note is not sent.
After it is saved	The portal has no action to edit or delete the note.

Message or symptom	Cause	Fix
The browser asks you to fill in the box, and no note is added	You clicked Add Note while the box was empty. The box will not send an empty note.	Type the note, then click Add Note again.
A note you know was saved is missing, while newer notes are listed	The page lists at most the 100 newest notes.	Older notes are not available from this page.