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Notes Tab

The Notes tab is your team's communication hub for this specific device. It's a place where administrators can leave messages, document quirks, share important information, and communicate with each other about anything related to this device.

Think of it like sticky notes attached to the device's file folder - except these notes are digital, timestamped, and visible to your whole team.

Permissions Required

To view and post device notes, you need:

  • View Devices - Required to access device profiles
  • View/Post Device Notes - Required to view this tab

If you don't have the View/Post Device Notes permission, the Notes tab won't appear on the device profile.

What Are Device Notes?​

Device notes are free-form text messages that administrators leave about a specific device. Unlike incidents (which track repairs) or the activity log (which tracks system actions), notes are for human communication.

Common uses for device notes:

  • "This device has a loose charging port - works but needs gentle handling"
  • "Student reports occasional freezing, couldn't reproduce during testing"
  • "WiFi connection is spotty in Building C but works fine elsewhere"
  • "Loaner given to student on 3/15 while their device is being repaired"
  • "Parent called about this device on 3/20 - see email in folder"
  • "Check-in: Found minor scratches on case but no functional issues"

Notes capture information that doesn't fit neatly into other tabs but is important for the next person working with this device.

How the Notes Interface Works​

The Notes tab looks like a chat or messaging interface - because that's essentially what it is! Your team is having an ongoing conversation about this device.

Reading Notes​

Notes are displayed in chronological order with the oldest notes at the top and newest at the bottom. This makes it easy to read the "story" of the device from beginning to end, just like scrolling through a text conversation.

Each note shows:

  • The message content: What was written
  • Who wrote it: Which administrator posted the note
  • When it was posted: Date and time the note was created
  • Delete button (if you have permission): Option to remove the note

The notes area is scrollable - if there are many notes, you can scroll up to see older ones.

Writing Notes​

At the bottom of the Notes tab, you'll find a text input area where you can write new notes.

To add a note:

  1. Click in the text area where it says "Type your message here..."
  2. Type your note (you can write as much or as little as needed)
  3. Click the Post or Send button
  4. Your note immediately appears at the bottom of the notes list

Your note is timestamped and tagged with your name automatically - you don't need to sign your messages.

Writing Helpful Notes

Be clear and specific in your notes. Instead of "weird problem," write "device randomly shuts off when battery is below 30%." Future you (and your colleagues) will thank you for the details!

When to Use Notes​

Device notes are most valuable for information that:

  • Doesn't warrant a formal incident: Minor quirks or observations that aren't broken enough to repair
  • Provides context for other administrators: Things your colleagues should know when working with this device
  • Documents unusual situations: Edge cases or one-off events
  • Tracks informal follow-ups: Reminders or ongoing monitoring

Good Note Examples​

✅ Documenting quirks:

"Screen brightness slider doesn't work, but keyboard shortcuts do.
Student has been using Fn+F5/F6 to adjust brightness without issues."

✅ Providing context:

"This is the backup device for Room 205's classroom set. Only assign
as a loaner for that class if possible, since it has their specialized
software configured."

✅ Tracking informal issues:

"Student mentioned battery drains faster than normal. Monitoring for
two weeks before creating incident. Battery health shows 85% capacity."

✅ Communication between staff:

"Tech services called - this device is flagged for summer refresh.
Don't assign long-term, will be collected in June."

What NOT to Use Notes For​

❌ Formal repairs: Use the incident system instead

  • Notes aren't structured for tracking parts, costs, or repair status
  • Incidents provide better accountability and reporting

❌ Device specification changes: Use the Edit function

  • If the asset tag changes, edit the device record
  • If status changes, update the device status
  • Notes aren't a substitute for proper data entry

❌ Checkout/return information: System tracks this automatically

  • The Checkout History tab already logs assignments
  • Adding notes about checkouts creates redundant information

❌ Private or sensitive information: Notes are visible to all administrators

  • Don't include student disciplinary information
  • Don't document suspected theft or policy violations (use proper channels)
  • Be professional - assume parents or administration might see notes

Who Can See Notes​

All administrators with the View/Post Device Notes permission can see all notes on the device. There's no such thing as a "private note" - if you post it, your whole team can see it.

This is intentional! Notes are for team communication. If information needs to be restricted:

  • Use your district's formal documentation systems
  • Communicate through email or other secure channels
  • Document in incident records if it relates to repairs (incidents have more granular permissions)

Deleting Notes​

Notes can be deleted if you have the Delete Device Note permission. A delete button (usually a trash can icon or "Delete" link) appears next to each note.

When you might delete a note:

  • You posted incorrect information and need to remove it
  • A note is no longer relevant (issue was resolved)
  • Information was accidentally posted to the wrong device
  • A note contains sensitive information that shouldn't have been shared

When you should NOT delete notes:

  • Just because the information is old (history is valuable!)
  • To "clean up" the notes section (unless notes are actually incorrect)
  • To hide mistakes (better to post a correction note)
Deletion is Permanent

When you delete a note, it's gone forever. The action is logged in the Activity Log (showing who deleted it and when), but the content of the note cannot be recovered. Make sure you really want to delete before clicking that button!

Common Use Cases​

Scenario 1: Documenting Device Quirks​

You're testing a device a student returned and notice something odd:

  1. Open the device profile
  2. Navigate to the Notes tab
  3. Post a note: "Trackpad click is inconsistent - works but requires firm press. Student adapted to using tap-to-click. Not broken enough for repair but FYI for next user."
  4. Next time someone works with this device, they'll see your note and won't be confused by the quirk

Scenario 2: Tracking Loaner Assignments​

A student's device is being repaired, so you give them a loaner:

  1. Open the LOANER device profile
  2. Go to Notes tab
  3. Post: "Loaner assigned to Johnson, Sarah on 3/15/25 while her iPad is at depot repair. Expected return date 3/30/25."
  4. When Sarah returns the loaner, you know exactly why she had it

Scenario 3: Communicating with Colleagues​

You're leaving for the day but there's a device situation that needs follow-up:

  1. Open the device profile
  2. Notes tab: "Student says this device disconnects from WiFi every 10-15 min. I reimaged it at 2pm, asked student to test overnight. Follow up tomorrow to see if reimaging helped."
  3. Your colleague arrives tomorrow, sees the note, and knows to check in with the student

Scenario 4: Preventing Repeated Work​

You spent an hour troubleshooting a weird issue:

  1. Finally figure out the solution
  2. Notes tab: "If this device won't connect to building WiFi: go to Settings > Network > Advanced and manually set DNS to 8.8.8.8. There's something weird about DHCP in this building that affects this model."
  3. Next time this happens (to you or a colleague), the solution is documented

Scenario 5: Documenting Non-Standard Configurations​

A device has special software for a specific purpose:

  1. Notes tab: "This device is configured for the art department's 3D modeling software. DO NOT reimage without checking with Mr. Anderson first - he has site licenses and custom plugins installed."
  2. Another technician sees the device needs reimaging, checks notes first, and avoids accidentally wiping important software

Best Practices for Device Notes​

Do's ✅​

Be descriptive and specific

  • Good: "Battery swells slightly when charging, visible gap between screen and case on left side"
  • Bad: "battery weird"

Include dates and context

  • Good: "As of 3/15/25, student reports no more freezing issues since last week's OS update"
  • Bad: "student says it's better now"

Write for your future self

  • If you wouldn't understand this note in 6 months, clarify it
  • Assume you'll forget the context - document it

Use notes for communication

  • Address your team: "Tech team: keep an eye on this one, might need replacement soon"
  • Ask questions: "Has anyone else seen random shutdowns with this model?"

Update with outcomes

  • If you post "monitoring battery life," later add "Update 3/20: battery performing normally, no action needed"

Don'ts ❌​

Don't use jargon without explanation

  • Bad: "ERR 0x80070002 on boot"
  • Better: "Getting Windows error 0x80070002 on startup - system file corruption, reimaging recommended"

Don't make assumptions

  • Bad: "Student obviously dropped this"
  • Better: "Case shows impact damage on bottom left corner consistent with drop"

Don't include personal opinions about users

  • Bad: "This kid is careless with devices"
  • Better: "Third screen crack this year - may need additional device care training"

Don't write novels

  • Keep notes concise but complete
  • If you need 3 paragraphs, the information probably belongs in an incident report

Don't forget to post follow-ups

  • If you note a problem and later fix it, update the notes!
  • Close the loop for your team

Notes vs. Incidents vs. Activity Log​

It's easy to confuse when to use notes versus other documentation systems. Here's a quick guide:

UseNotesIncidentsActivity Log
Formal repairs❌✅Auto-logged
Team communication✅❌❌
Device quirks✅Maybe*❌
Billing/warranty documentation❌✅Auto-logged
Tracking who did what❌✅✅
Quick observations✅❌❌
Photo documentation❌✅❌

*If a quirk needs repair, create an incident. If it's just a "good to know," use notes.

Searching and Finding Notes​

The Notes tab doesn't have a built-in search function, but you can use your browser's search:

  1. Press Ctrl+F (Windows) or Cmd+F (Mac)
  2. Type a keyword to search for
  3. Your browser will highlight matches in the notes

This helps when you remember writing something but can't remember when.

Common Questions​

Q: Can I edit a note after posting it? No, notes cannot be edited once posted. If you need to correct something, you have two options:

  1. Delete the incorrect note and post a new one (if you have delete permission)
  2. Post a follow-up note with the correction: "Correction to my previous note: ..."

Q: How long are notes kept? Device notes are permanent and remain as long as the device exists in the system. There's no automatic deletion or archiving.

Q: Can students or parents see device notes? No, notes are only visible to administrators with the View/Post Device Notes permission. However, write professionally - notes may be subject to record requests or legal discovery.

Q: What happens to notes if a device is deleted? If a device is deleted from the system, all associated notes are deleted as well. This is another reason to be thoughtful about deleting devices.

Q: Can I attach files or images to notes? No, notes are text-only. For photos or documents, use the incident system which supports attachments.

Q: Who deleted a note? The deletion action is logged in the Activity Log tab. You can see who deleted it and when, but the content of the deleted note is not recoverable.

Q: Can I see notes from deleted users? Yes, if an administrator who posted notes is later removed from the system, their notes remain visible. The note will still show who originally posted it.

Privacy and Professional Communication​

Remember that device notes may be:

  • Reviewed by supervisors or administration
  • Subject to public records requests
  • Used in legal proceedings or investigations
  • Accessed by multiple staff members

Guidelines for professional notes:

✅ Focus on facts, not opinions ✅ Use respectful language ✅ Document observable behaviors and conditions ✅ Maintain student privacy ✅ Be helpful to colleagues

❌ Don't speculate about intentions ❌ Don't use derogatory language ❌ Don't make unfounded accusations ❌ Don't share personal student information beyond what's necessary ❌ Don't post unprofessional comments

When in doubt, ask yourself: "Would I be comfortable if this note was read aloud at a school board meeting?" If not, rephrase it or use a different communication channel.

Making Notes Work for Your Team​

Device notes are most effective when your whole team uses them consistently. Consider establishing team guidelines:

Suggested team practices:

  • Post a note any time you work on a device (even if you also create an incident)
  • Document solutions to unusual problems
  • Note when devices are assigned special purposes
  • Update notes when situations change or resolve
  • Use clear, consistent terminology

Team discussions to have:

  • What kinds of information should always be noted?
  • When should we create an incident vs. just post a note?
  • How detailed should notes be?
  • Should we clean up old notes, or keep all history?

Consistency makes notes more valuable for everyone!

Next Steps​

The Notes tab is for team communication about devices. To see other types of device information:

Use notes to add the human context that other tabs can't capture!

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