Using the notes feature

BNC CataList has integrated Notes features to help streamline communications with your contacts. Enter notes for your own reference or share notes with other CataList users.

Adding a note

We've made notes easy to add in CataList. The notes box allows you to scroll around the page, access content tabs, copy and paste text from page content, and set a left or right pinned position for the open box.

To add a note

  1. Click Add Note.

  2. Type in or copy and paste your text. You can mark note text in bold or italics using the following markdown:

    • To mark text as bold, enclose the text between two asterisks (for example, *This text will be bold*)

    • To mark text as italic, enclose the text between two underscores (for example, _This text will be italic_)

  3. To add a link, paste the URL into your note text and the link will automatically be actively linked when the note is in view mode.

  4. Click Save. The note is saved for your own reference only.

Click on a note to view or edit it. You can enter multiple private or shared notes, edit notes or change the share status on a note at any time.

If you have your notes content in an Excel file, or can export them from another system to Excel - you can also  upload a notes file into CataList. Uploaded notes can be kept private or can be shared.

Sharing notes

You can share your notes with your contacts who have CataList accounts.

To share a note

  1. Enter your note as outlined in the steps for adding a note, or click on an existing private note to open it for sharing options.

  2. Once your content is entered or opened, click Share at the bottom right of the note box.

  3. In the contact look-up, search for contacts in the CataList Directory, or your own contacts and distribution lists. Add as many recipients as you like to the note.

  4. Click Share to share the note.

If you are not able to find the contact you are looking for, you can find more information about finding, creating, and using Contact Lists here: Contacts and Distribution Lists.

Decided not to share the note after all? Click Cancel to return to the note entry screen where you can save the note as a private note or delete it. If you've already saved or shared a note, don't worry! You can edit content, edit sharing details, or delete a note at any time.

Tagging notes recipients automatically in custom catalogues

When you are working in custom catalogues and are sharing to specific recipients, you'll now see a new option you can select to suggest recipients on new shared notes. By default this option is not selected – you'll need to check the box if you want your catalogue recipients to be filled in automatically when you share a note.

You can still view, add and edit private notes while working in your custom catalogues, but if you choose to share a note, click the share button at the bottom of the note and your catalogue recipients will automatically be populated into the recipients list for the note. You can remove one or more of the note recipients before sharing the note if needed on particular notes, but to continuing sharing to all catalogue recipients simply click share again.

If you add more recipients to the catalogue after adding shared notes, the new recipients are not added to existing notes but will be suggested on any future shared notes while working in that catalogue.

Similarly, removing recipients from a custom catalogue will not remove the recipients from existing shared notes, but the removed recipients will not be suggested as recipients on future shared notes.

Uploading a notes file

If you have notes content that you've pulled out of another system into a spreadsheet, or if you've taken notes directly in an Excel sheet, you can upload your notes file quickly and easily into CataList. Keep your notes private so that they are only accessible to you, or share them with any CataList users in the directory or in your contacts and distribution lists.

 

To upload a notes file

  1. On My Page, click Load Files, then click Upload Notes File to launch the upload form.

  2. Click Browse for file to select the notes file you'd like to upload. 

  3. (Optional) If you want to share these notes with certain contacts, select Share these notes with recipients. This opens the contact tagging tools.

    1. Add as many contacts or lists as desired to the recipient list.

  4. Click Upload File.

CataList will import your notes, and tag any recipients you've indicated. If you haven’t chosen to share the notes, they will be uploaded as private notes. The system will provide a message confirming the number of notes that have been added to titles.

File details:

  • Your file should have two columns, one containing the ISBN-13 of the title you want to add the note to, and the other with the text that you want to add

  • Each column should be labelled in row 1 with column headers. The ISBN-13 column must have a header that contains the word "ISBN" and the note column header must contain the word "Note"

  • Your file should be in Excel format (.xls or .xlsx)

  • If your file has more than one tab, only tab 1 will be loaded. Tab name must not contain an apostrophe character.

  • If your file has more than one header with the word "ISBN" or "Note" it could cause an error in the upload process.

View or download a sample file.

Multiple Notes

Have more than one note to load for a given title? You can have the same ISBN in multiple rows in your file, or you can upload several different files.

The import process always creates a new, individual note per line and does not overwrite or add to existing note content. 

Errors in importing notes

If there were problems adding any of your notes, you'll be able to download a report with the loading status of each line from your original file. Click the Download arrow to start the file download.

The error report is a text file which reports the status of each line from your original file, in the same order as your original file.

It also contains the date of the notes upload, the original file name and the header names for the imported columns.

ISBNs not in CataList

You can use this error file to identify titles that may still need to be added to CataList. You could also copy and paste the report details into a third column in your original file - make sure that the ISBNs are lined up in the rows and sort by the line status to find and save notes content that you might want to attempt to load later, when ISBNs have been added to the system.

Finding the notes

My Page

Notes will always be visible on the Title Detail page, but you can also find recent notes in the Alerts section of your My Page. There, you will see a simple count of any new notes. To see a full list of all notes and their details, click View History to go to your Notes History page. 

Notes History

The Notes History page is a sortable table of notes that you've left for yourself, shared with others, or notes have been shared with you. From this table, you can click on the title ISBN to view more information and all notes for the title on the Title Detail page.