How to make notes that are private to some users

Overview

Have you ever just felt like the "Notes" section of Breeze was a bit more limited then you specifically need it to be at your church? You want to allow some users to add notes, others to edit previously made notes, some you would just like to be able to view notes (but not edit or add any), while keeping others from completely seeing notes all together? And then have you ever wanted to just quickly search to find those who have notes made on their profile? 

Here are the steps you may want to consider taking to allow you to easily be able to record notes on peoples profiles, block some users from viewing these notes entirely, and easily be able to export these notes to excel or in a directory format. 

Creating Profile Fields to store "Notes"

We recommend creating a section in Breeze by Customizing Profile Fields called "Private Notes" or "Notes". 

You would then use the "Notes" profile field to build out multiple fields for notes. You could title these differently based on your churches unique needs. You could do name these based off of staff members names (allowing each staff member to have a unique section to make notes in), action (easily tracking notes regarding visitation or counseling, etc.,), the possibilities are endless. Make these "Notes" fields unique to your needs at your church.  

2020-05-14_15-23-29.pngHow does each Role see this section?

You would want to Edit the Roles you have established at your church to grant each role the specific permissions they would need to either view, edit, or not see these fields.

Here is an example of what that Private Note Section looks like in a profile for a user that has access to view and edit these fields - (You may want to encourage staff to make notes starting with the date)mceclip2.png

Here is what the Role Permissions for this look like Under People > View :

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Here is what the Role Permissions look like Under People > Edit :

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Here is what it looks like for someone who has a role with access only to view these profile fields and not edit these profile fieldsmceclip3.png

Here is what the Role Permissions for this look like Under People > View :

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Here is what the Role Permissions look like Under People > Edit :Image_2019-08-14_at_4.34.06_PM.png

 

Here's what a profile looks like for a role that has no access to view or edit these profile fields in a profile: (That section is removed and hidden from view as before it would have been above Education & Work.)

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Here is what the Role Permissions for this look like Under People > View :

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Role Permissions look like Under People > Edit:

Image_2019-08-14_at_4.34.06_PM.png

Know that by setting "Notes" up this way, it allows you the flexibility to customize access uniquely to these note fields as needed to serve your church well. As an example, you could give a user access to view 2 fields but only edit 1. 

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Here is what the Role Permissions for this look like Under People > View :

Image_2019-08-14_at_5.17.27_PM.png

Role Permissions look like Under People > Edit:

Image_2019-08-14_at_5.16.43_PM.png

Setting up notes this way allows you to easily create internal notes at the church for staff, volunteers or committees to use (without using the note section in Breeze, based off of Role Permissions). 

How to export these notes:

This allows for the option to run and advance search while Searching People for individuals with this profile field filled out.  And then easily Export People to excel or a directory. You would want to customize these exports to include the unique profile fields (notes) you are wanting to include in the export. 


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