Add and Manage Employee File Notes in Encompass

Purpose

This article explains how to add, view, edit, attach files to, and delete free-form notes within an employee's file in Encompass. Notes can be any length and are used to maintain detailed, centralized records for employees or drivers.

When to Use This Article

• A user needs to add a note to an employee's file
• A user needs to edit or delete an existing note
• A user wants to attach a file to a note
• A user asks about the difference between Employee File Notes and License Notes

Steps to Follow

Note: Lengthy notes will not appear in reports or views. For report visibility, use the License Notes area associated with License Information instead.

1. Go to the Employee File tab when viewing an employee.

2. Scroll down to the Notes section and click Add New.

3. Enter the details of the note and click Save.

4. The note will display with the Subject and a preview of the content. The Last Activity date shows when the note was last edited or added. Click the subject to view the full note.

Managing Notes:

Hover over a note to reveal action buttons:

• Pencil icon — Edit the note
• Paper clip icon — Add an attachment
• Trash can icon — Delete the note

What Not to Do / Common Pitfalls

• Do not use Employee File Notes for information that needs to appear in reports — use License Notes (in the License Information area) instead, as lengthy Employee File Notes do not appear in reports or views.
• Do not forget to click Save after entering a note — unsaved notes will be lost.
• If the Notes section is not visible in the Employee File tab, verify the user has the appropriate permission.