Comments and Notes

Comments let your team add notes and discussion to any record in Qik: a person's profile, an event, a workflow card, a form submission, an email, and more. You can mention colleagues to get their attention, and create your own comment types (such as a "Phone call note" with its own fields) for structured notes.

Key concepts

• Comment: a piece of text attached to a record. It sits in that record's comment thread, newest at the bottom.
• Comment types: as well as plain comments, your organisation can define its own comment types with custom fields, for example a "Phone call note" with fields for call outcome and follow-up date. These are created like any other content type (see Creating Definitions).
• Mentions: type @ and a name to tag a colleague in a comment. They're notified and can click straight through to the record.

Comments may need to be enabled for your organisation. Contact support if you can't see them.

Adding a comment

On a record

Open the record. Most record pages have a Comments section. Type your comment in the box and click Submit.

On a person's profile

On a profile, comments and notes appear in the person's timeline. Use the comment area at the bottom of the timeline (Write a comment). If your organisation has several comment types, choose the type first. To show or hide comments in the timeline, use the Comments & Notes switch in the timeline filter. You can also click Add a comment in the person's contact actions.

On several records at once

In any list, select one or more records, open the actions menu and choose Add Comment (or the name of a comment type, such as Add Phone call note). When there are more than three comment types, you'll see Add Comment…, and Qik asks which type to use (Select comment type). Fill in the comment, choose a scope for it, and the comment is added to every selected record.

Mentioning someone

While writing a comment, type @ followed by a few letters of a colleague's name, then pick them from the list. You can mention dashboard logins from the dashboard, and app logins from within an app.

• A dashboard user who's mentioned gets a notification by email, push notification and in the app, titled "You were mentioned in …", with a button to view the record.
• An app user who's mentioned gets a push notification and an in-app notification.
• If you edit a comment and add a new mention, only the newly mentioned people are notified. Existing mentions aren't notified again.

Mentions inside team conversations work slightly differently (no email). See Conversations and Messaging.

Creating your own comment types

Comment types are useful when your team records the same kind of note again and again. For example, a sports club might use "Injury note", a training provider "Assessment feedback", and a clinic "Call log".

1. Create a new definition that defines a Comment, and give it a title such as "Phone call note".
2. Add the fields you want (dropdowns, dates, text and so on). See Custom Fields.
3. Optionally, on the Advanced tab, use Attachable To to limit which records it can be added to. Choosing a base type (such as Profile) allows every kind of profile. Choosing a specific definition limits it to that definition only. Leave it empty to allow the comment type on anything.
4. Give the right roles permission to create and view the new comment type.

Once it's set up, the comment type appears in the comment-type picker on matching records and in the actions menu. If a comment type isn't allowed on a record, it isn't offered there, and Qik rejects any attempt to add it.

Who can see comments

Comments follow the same access rules as everything else in Qik, with one extra check: you can only see or add comments on records you're allowed to view.

• A comment added in a record's comment thread is stored in the same scopes as the record. In practice, the people who can see the record (and have permission to view comments) can see its comments.
• When you add a comment from the actions menu, you choose its scope yourself. Pick a scope that matches who should be able to read it.
• Roles need permission to view and create comments, and for custom comment types, permission for that type. This lets you allow everyone to see general comments while restricting a sensitive note type (such as "Welfare note") to a few roles. See Roles and Permissions.

Write every comment assuming that anyone who can view the record may read it. For confidential notes, create a separate comment type and restrict who can view it.

Comments and conversations

Team conversations in Messages are built on the same comment system. Each message is a comment on a conversation. The difference is purpose. Use comments for notes about a specific record that should stay with that record. Use conversations for back-and-forth discussion between people. You can share a record into a conversation when you want to discuss it.

Tips

• Use comment types with fields for notes you'll want to filter or report on later. A plain comment is just text.
• Use @mentions rather than emailing a colleague about a record. The discussion stays attached to the record for whoever picks it up next.
• When a comment is deleted, the text of any in-app notifications about it, such as mentions, is cleared too. Emails and push notifications that have already been delivered can't be recalled.

FAQs