The Journal

This article will walk you through the Journal, where users add notes, store documents and can view what has happened against a record. 

TABLE OF CONTENTS

• Journal Permissions
• How to access the Journal
• Using the Journal
• Adding notes to the Journal
• Search the Journal
• Filter the Journal
• Print the Journal

Did you know: When we say "The Journal" this can actually apply to a variety of different journals, depending on the product you're using. However, the great thing about LocataPro is the consistency in how different modules work - so this guide might show you HPA2 but the guidance is applicable to all Journals.

Journal Permissions

As LocataPro is a modular platform, access to Journals is determined by roles and permissions - so you may have access to the HPA2 Journal, but not the HRS journal - dependent on service requirements. To gain access to the Journal for a specific product, ask a system administrator (e.g. your manager) to grant you the "View [product] Journal" permission. In the example below, we show the "View HPA Journal" permission.

Note: In most cases, this permission would be automatically granted by having the relevant "Role".

How to access the Journal

As mentioned previously, there are more than one "Journal". However, in most cases they are attached to relevant records - for example customers or properties. When on a record, the top header bar will appear similar to the below - with a Journal section. Click this to enter the journal.

Using the Journal

To get the most out of the Journal, its important to know what we can do with it. Within the Journal page are toolbar buttons, each with a purpose described below (right to left). In the following sections of this article, we'll work through these functions.

1. Add a Journal Entry
2. Search the Journal
3. Filter the Journal
4. Print the Journal

Adding notes and attachments to the Journal

Adding notes to the Journal is a very easy process, explained and demonstrated below:

1. Click the "Add New Journal Entry" toolbar button
2. Enter your note 
3. If adding an attachment - click "browse" then choose your document to attach
4. Click "Save and Close"

Did you know: You can add categories to your notes to add context as to what they are about. You can also mark them as important - we've demonstrated both these optional note features within the GIF above.

Note: Edit your note after saving by clicking the pencil icon shown below.

Search the Journal

Searching the Journal is a quick and easy way to identify relevant journal entries. From within the Journal, follow the below steps to search all entries:

1. Click the "Search for Journal Entries" button (Magnifying Glass)
2. Type in your search words
3. Click "Search"

Note: The search function narrows down the Journal entries displayed to just those which match your search terms. 

Filter the Journal

Filtering the Journal is a quick and easy way to adjust your Journal view to more relevant entries. To apply filters, follow the below steps:

1. Click the "Filter Journal Entries" button (Funnel)
2. Choose which filters to apply by checking/unchecking the boxes
3. Click "Close" to see your Journal in its filtered state
   
   

Did you know: The difference between searching and filtering is that you can save your filtered view. The next time you visit the journal, your saved filters are applied!

To save any filters you apply to the Journal, ensure to leave the below box checked.

Print the Journal

In some circumstances you might find it useful to print the journal - perhaps as part of preparing a case file or to send to your manager. Follow the below steps:

1. Click the "Print this Journal" button (Printer)
2. Choose your printer settings (for example save as PDF)
3. Click Print