Saved Note Templates let your team create reusable, pre-written notes for Work Orders. Instead of typing the same update over and over — for example, “Parts on order, ETA 3–5 business days” — engineers and admins can select a saved template and apply it to a Work Order note in one click, on both the Dashboard and the mobile app.
Templates can be scoped to a specific issue type (e.g., HVAC, Plumbing) or made available for all issue types, and they can be created at the site level or the network level.
- Managing Saved Note Templates
- Network-Level vs. Site-Level Templates
- Using a Saved Note on a Work Order — Dashboard
- Using a Saved Note on a Work Order — Mobile
- Visibility and Permissions
Managing Saved Note Templates
Saved Note Templates are managed from a dedicated setup page.
- From the Dashboard, go to Work Order Setup.
- Select Saved Notes from the submenu.
- The Saved Notes page displays all existing templates in alphabetical order, along with options to edit or delete each one.
From this page you can also create a new template. Select Create New Note and fill in:
- Title — a short, descriptive name for the template (e.g., “Parts on Order”).
- Note Text — the open-text content that will be applied to the Work Order note.
- Issue Type — choose one or more specific issue types, or select All to make the template available regardless of issue type.
Network-Level vs. Site-Level Templates
Admins with network-level access can create Saved Note Templates at the network level as well as the site level:
- If a network-level template is set to All Issue Types, it becomes available at every site in the network.
- If a network-level template is scoped to specific issue types, it will appear at the site level for any Work Order matching those issue types — regardless of which site the issue type belongs to.
- If a selected issue type has limited visibility (for example, it was originally created for only certain sites within the network), the Saved Notes page will display a message noting that the template will only be available for selection at that specific site.
Using a Saved Note on a Work Order — Dashboard
Navigate to Notes tab on a work order.
When adding a note to a Work Order from the Dashboard, an Apply Saved Note dropdown appears above the note text box.
- The dropdown defaults to None.
- Templates are listed alphabetically by name.
- Selecting a template automatically fills the note text box with that template's text, overwriting any text already entered.
- The dropdown only appears if at least one saved template exists for the Work Order's issue type.
Using a Saved Note on a Work Order — Mobile
On mobile, engineers can apply a saved note after tapping Add Note on a Work Order.
- Tap the Apply a saved note… dropdown.
- Templates are listed alphabetically by the first letter of the first word; no template is pre-selected by default.
- Selecting a template fills the note text box with the template's text, preserving any line breaks.
- The text can be edited after it's applied, before the note is submitted.
- If no saved template exists for the Work Order's issue type, the dropdown will not appear.
Visibility and Permissions
Saved Note Templates are intended for the building team, not tenants.
- Engineers and Building Admins can view and apply Saved Note Templates when adding notes to Work Orders.
- Tenants and Tenant Admins do not see the Apply Saved Note / Apply a saved note… dropdown.