Scribe Allotments provides dedicated fields for key tenant details, but sometimes you may need to track additional information that doesn’t have a specific field. The Notes field can be used as a flexible solution to store important details, manage follow-ups, and generate reports using search and filtering.

When to Use the Notes Field

The Notes field is useful for tracking tasks and follow-ups related to tenant management, such as:

• Late Payment Follow-Ups – "Called on 5th Feb – tenant promised payment by 10th Feb."
• Pending Documentation – "Awaiting proof of ID – sent email on 1st March."
• Rubbish Clearance Notices – "Inspection failed – tenant given two weeks to clear rubbish."
• Renewal Queries – "Tenant unsure about renewing – following up in two weeks."
• Plot Transfer Requests – "Tenant requested move to smaller plot – waiting for availability."

Using Keywords or Acronyms for Easy Filtering

To make searching and reporting easier, consider using short keywords or acronyms when adding notes. Examples include:

• LATEPAY – Tenants with late payments
• AWTID – Awaiting proof of ID
• RUBCLR – Rubbish clearance notice sent
• MOVEREQ – Tenant waiting for plot transfer
• RENCHK – Follow-up needed for renewal

Using consistent keywords allows for quick searching and filtering.

How to Add Information to the Notes Field

1. Navigate to Tenants.
2. Click on the tenant’s record.
3. Scroll down to the Notes field.
4. Enter the relevant information, including dates, actions taken, and a keyword if applicable.
5. Click Save to update the record.

Finding and Reporting on Tenant Records Using Notes

If you need to find tenants requiring follow-ups, you can search or filter by keywords in the Notes field.

Quick Search

1. Go to Tenants.
2. Enter a keyword in the Quick Search bar, such as LATEPAY.
3. Press Enter to see matching tenant records.

Advanced Filter

1. Click Filter in the toolbar.
2. In the Notes field, enter a keyword or phrase, such as AWTID.
3. Click Apply Filter to display relevant tenants.

Saving a Filtered List for Reporting and Follow-Ups

If you regularly need to check certain follow-ups, you can save the filtered list in Quick View 

1. After applying a filter, click Actions in the top-right corner.
2. Select Save List.
3. Name the list (e.g. "Late Payments").
4. Click Save.

Your saved list will now appear under Quick Views, allowing you to quickly report on outstanding actions without needing to reapply the filter.

Updating or Removing Notes

Once an issue is resolved (e.g. a payment is made or a document is received), you can update or remove the note:

1. Open the tenant’s record.
2. Edit or delete the text in the Notes field.
3. Click Save.

The record will automatically disappear from any saved lists once the note is removed.

Summary

The Notes field is a powerful tool for tracking follow-ups and additional tenant details when no dedicated field exists. By using search, filtering, and saved lists—and applying consistent keywords—you can easily store and report on important information, ensuring no follow-up is missed.