Notes

The Notes function provides a valuable search tool for locating system, visitor, and inmate notes. This function is accessible by selecting Notes under the Call Detail tab in The ENFORCER®.

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The Notes function lets you search for notes based on the origin or content of the note, including:

• Inmate notes entered manually on the Inmate Detail page by a user.
• Inmate notes generated automatically by the system based on a user action, such as transferring an inmate to a different physical site within the correctional facility, changing an inmate PIN/passcode, merging an inmate record, or copying an inmate record.
• Call notes generated automatically by the system based on events during a call, such as a called party refusal to accept a call.
• Call notes entered manually for a specific call record.
• Notes (manual and automatic) associated with a specific called party number. These are displayed in a Number Detail Record in the Global Numbers library.
• Call notes generated automatically when a user performs an action while monitoring a live call using the The Observer℠ module.
• Account-related notes entered manually by a user for collect, inmate debit, or direct bill accounts only.
• Notes entered by a user at an agency using The Visitor™ video visitation module for video visitation between inmates and friends/family.

When you click Notes in the Call Details tab, the Notes search page is displayed.

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By default, search results are displayed automatically for the previous week through the current calendar date, as shown in the example above. All notes created during the previous week are displayed.

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• Capability to save search results using the new Caselist button shown above.
• Capability to load saved searches and saved search results (caselists) by selecting an item from the Quick Searches dropdown list shown above.

A dropdown list of frequently-used prefixes is available on the Notes Search page. When you select an item from this list, that item automatically populates in the main search field to enable you to search for the desired item.

Each time a note is created, manually by a user or automatically by The ENFORCER®, the note is stored according to a Note Type. You can perform a Notes search by Note Type by clicking More Search Criteria, clicking Note Type, then selecting icon to select one or more types from the displayed list as shown in the following examples.

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After you click one or more note types and click Done, the selected types are added to the field in the Note Type box, as shown in the following example.

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Available note types are described in the following table.

1. Go to Call Detail > Notes to display the Note search page.
2. If you want to select a date range other than the default, select a date range for the search by clicking icon to select a date in the Date Range fields. Because notes are logged in The ENFORCER® by so many automatic processes and call events, you should narrow the date range as much as possible to minimize the search results.
3. To limit the search, enter an inmate ID, 10-digit called phone number, CSN, or username of the person who created the note. If you do not enter one of these parameters, the search results will contain every note created during the date range you specify.
4. Optionally, you can enter text that may appear in a note'snotes or note text portion. The text you enter is not case-sensitive.
5. If you want to limit the search results by removing certain columns from the display, click Change Columns to display a checkbox list of all available columns.
   
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6. To remove one or more columns from the search results, deselect the column heading(s).
7. Optionally, select a Note Type from the Note Type dropdown list.
   
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8. Click Search. The ENFORCER® displays a list of notes that meet your specified criteria.

You can perform a Notes search by category. Customized categories can be created for existing and future notes to meet specific facility requirements. You can search after note categories have been created and notes have been assigned to an existing category.

You can search for notes under one or more categories by clicking More Search Criteria, clicking Category, then selecting icon to choose one or more categories from the displayed list, as shown in the following examples.

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After you have set up a specific set of search criteria for a Notes search, you can save the criteria for a future search by clicking <Save New> in the Quick Searches box or by clicking Save.

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You can then select the same search criteria for a future Notes search without re-entering the criteria you specified.

After you use one of the options to begin the process, The ENFORCER® displays the Save This Search dialog box, which includes the details about your search in the Details pane, as shown on the left in the following example.

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In the above example shown on the right, the user named the search, selected it for use by other users, and clicked Save.

After the search has been saved, it will be accessible from the Quick Searches dropdown list, as shown in the following example. The search name is preceded by The ENFORCER® user ID of the person who created it, and if the search was made available to other users, it also displays (public).

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1. Go to Call Detail > Notes to display the Notes search page.
2. Perform a Notes search based on desired criteria.
3. Click <Save New> in the Quick Searches box or click Save.
4. In the Save This Search dialog box, enter a meaningful name for the saved criteria in the Name field. Be sure to include any information, such as an inmate’s ID or name that may help to identify the saved criteria to other ENFORCER® users.
5. To make the saved search available to other ENFORCER® users, select the Make this search public checkbox.
6. In the Save This Search dialog box, click Save. The new search name is added to the Quick Searches dropdown list and is preceded by the username of the person who created it. If you click the Make this search public checkbox, the search name will display to other users. If you do not click this checkbox, it will only be displayed to you.

The following example shows a Quick Searches dropdown list of all saved searches. For one of the saved searches in this list, the user named bclark selected the Make this search public checkbox when the inmate last name Wickels search was created. However, the user mdelvall did not elect to make the inmate name smith, bert search public, so the saved search cannot be viewed by users other than mdelvall.

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1. Go to Call Detail > Notes to display the Notes search page.
2. Select the desired search name from the Quick Searches dropdown list.
3. Click Load to load the search criteria for the selected search name.
   
   

   When you select a saved search and click Load, the search is loaded for the same date range that you saved from the original search. To search for a different date range, you must specify a new start date/time and end date/time before you click Search.

4. Click Search. The ENFORCER® displays the search results.

1. Go to Call Detail > Notes to display the Notes search page.
2. Select the desired search name from the Quick Searches dropdown list.
   
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3. Click Load.
   
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4. Add or edit any desired search criteria on the Notes search page.
5. Click Save. The Update Saved Search dialog box is displayed and lists any added or changed search criteria, as shown in the following example.
   
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6. Select the Confirm: Replace existing search checkbox. Optionally, you can change whether other users can use the search by selecting or deselecting the Make this search public checkbox.
   
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7. In the Update Saved Search dialog box, click Save. The search is saved under the same name but with the modified criteria.

Sample lines on the Notes Results screen are shown in the following example. Depending on the note's origin, not all columns will contain information.

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Most of the column headings in the notes are self-explanatory. The Type column indicates the selected Note Type as discussed in article.

You can click on any blue hyperlink on the Notes results screen to access additional information related to the note. This may include:

• The call record associated with the note in the CSN column.
• The Number Detail Record in the Global Numbers library for the called number in the Phone column.
• The Inmate Detail page for the inmate who placed the call in the Inmate column.

The following example shows each hyperlink that may be displayed on a Notes search results line item.

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If you want to simplify the search results by removing certain columns from the page, click Change Columns to display a checkbox list of all available columns.

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You can omit these column headings from the Notes search results by deselecting one or more checkboxes. The following table describes the columns on the Notes search results.

To clarify an existing note or provide additional information to other ENFORCER® users, you can reply to an existing note.

1. Go to Call Detail > Notes to display the Notes search page.
2. Perform a notes search to locate the note for which you want to add a note.
3. In the Action column of the desired note, click icon.
   
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   The following dialog appears:
   
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4. Enter the desired text for the note. Click Save.
   
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5. The new note is saved under the same category as the original note, with the new note text displayed in the Note column.
   
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The new note can be viewed on the Notes search results page by searching for the latest note by category, which will allow it to be used in future searches.

You can define customized categories for existing and future notes to meet specific facility requirements. Afterward, you can group existing or future notes under a newly defined category, change a category for a note, or decategorize a note.

• If your facility is interested in notes related to activities of an organized gang, you can define a category using a gang name and add gang-related notes to an Inmate Detail page, call record, or call recording. Later, the category can retrieve all notes related to the gang or gang activity.
• If you are at a multi-site agency and you are interested in retrieving notes regarding all inmate transfers during the last 6 months, you can limit a Notes search to the Inmate Transfer Note Type and set the last 6 months as your From and To dates. After you have completed the search, you can click icon in the Action column on the Notes search results screen to assign all displayed notes to a new Transfers category.

1. Go to Call Detail > Notes to display the Note Search page.
2. Perform a notes search to locate the first note you want to add to a new category.
3. In the Action column for the desired note, click icon.
   
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   The following dialog appears:
   
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4. Click icon.
   
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   The following dialog appears with the Category field displaying None.
   
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5. Enter the name of the new category. Click icon again.
   
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   A check mark appears next to the Category field to indicate that the new category has been added.
   
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The new category is added to the Note Category dropdown list on the Notes search page for use in future searches.

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1. Go to Call Detail > Notes to display the Notes search page.
2. Perform a notes search to locate the note you want to assign to a new category or change to a different category.
3. In the Action column of the desired note, click icon.
   
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   The following dialog appears:
   
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4. Select the category you want to assign to the note from the dropdown list.
   
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   A check mark displays to the right of the Category field to indicate that the category of the note has been assigned or changed.
   
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The note will be displayed on the Notes results page when you search for it by the assigned category for use in future searches.