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EMS Software, LLC

Working with Comments and Reminders in the Navigator

A comment is a text entry that explains or clarifies a reservation, a booking, a group, or a booking detail that is a service order. A reminder is a comment that has a due date associated with it, and if it is attached to a reservation, booking, group, or service order, then it is called an attached reminder. You can select from a pre-configured list of comment types and reminder types, or you can create a user-specified comment type or reminder type if none of the pre-configured types meets your working needs. You can add comments/reminders directly to a reservation, booking, or service order in the Navigator. You can also edit a comment/reminder, delete a comment/reminder, and view the history for a comment/reminder.

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A reminder that you add to a reservation, booking, group, or booking details is called an attached reminder. To work with unattached reminders, see Reminders Tab in Overview of the EMS Dashboard and Dashboard Options”.

To work with a comment or reminder in the Navigator

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The following procedures are written from the perspective of working with a single comment. By analogy, you can follow these procedures to work with a single attached reminder. To add multiple comments and/or reminders to a reservation in a single step, see Adding Multiple Comments and Reminders to a Reservation”.

1. Open the reservation in the Navigator. See:

Opening a reservation directly in the Navigator”.

Opening a reservation through the Reservation Book”.

Opening a reservation through a group”.

Search Tools”.

2. In the left pane of the Navigator, select the reservation, booking, or service order, and then in the top right pane of the Navigator, open the Comments tab.

3. Continue to one of the following:

To add a comment”.

To edit a comment”.

To delete a comment”.

To view the history for a comment”.

To add a comment

1. Click New. The Comment dialog box opens.

Comment dialog box

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2. On the Comment Type dropdown list, select the type of comment that you are adding; otherwise, if none of the pre-configured comment types meets your working needs, select (user-specified comment), and then in the Description field, enter a description for the comment type.

3. In the Notes field, enter the comment.

4. Optionally, do one or both of the following:

• To alert any EMS user that opens this reservation, booking, or service order that this comment has been added, select Alert Users.

• Click Spelling to spell check the comment before you add it to the reservation, booking, or service order.

5. Click OK. The Comment dialog box closes. The comment is added to the reservation, booking, or service order. The Comments tab remains open.

To edit a comment

1. Select the comment that you are editing, and then click Edit. The Comment dialog box opens, populated with the information for the selected comment.

2. Edit the comment as needed, including its type, description (if applicable), its Notes, and/or its Alert User status.

3. Optionally, click Spelling to spell check the comment before you save the edited comment.

4. Click OK. The Comment dialog box closes. The edited comment is saved for the reservation, booking, or service order. The Comments tab remains open.

To delete a comment

1. Select the comment that is you are deleting, and then click Delete. A message opens asking you if it is OK to delete the selected comment.

2. Click Yes. The selected comment is deleted from the reservation, booking, or service order. The Comments tab remains open.

To view the history for a comment

1. Select the comment for which you viewing the history, and then click Edit. The Comment dialog box opens populated with the information for the selected comment.

2. Open the History tab. The tab displays the following information for each change that was made to the comment—the date of the change, the login ID for the user who made the change, and the old and new values for the comment.

Comment dialog box, History tab

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3. Click OK. The Comment dialog box closes. The Comments tab remains open.