[Jones Records] Team Notes

Table of Contents:

HIGH-LEVEL Summary:

Share internal notes with your team on specific vendor or tenant records. All Jones users can also mention other team members, triggering an instant email notification.

What does it do? Features/ Functionalities:

• Jones users can write notes up to 400 characters.
• Users have text formatting options such as bold, underline, italics, etc.
• After submitting a note, it can be edited or deleted. Users can only edit or delete their own notes.
• Notes actions are not viewable in the Vendor/Tenant History tabs. They are also not able to be exported in any Jones reports, and they are not stored on QuickSight. They are viewable in mixpanel here.
• If there are any notes taken on the record, there will be a number sign in parenthesis next to the word "Team Notes". See in above picture: Team Notes (7). If no notes have been added to a record, no number will be shown.
• Notes are ordered by creation date with the most recent notes appearing first.
• The timestamp shown for the note will always be the creation time of the note. Even if the note was edited, the creation time will always be the time displayed on the note. To view the time a note was edited, hover your mouse over the word "edited" as seen below:

• If there are notes added to a record, a small icon will be shown on the homepage.
• For example, see the notes icon next to "Gurney Lawn Services" below.
• You can hover your mouse over the notes icon to see the number of notes on the record.

Mention and notify coworkers in Team Notes

• Coworkers can be mentioned in Team Notes, triggering an instant email notification so they can quickly take action.
• Here is a messaging document about the ability to mention and notify coworkers in team notes.
• Users outside of the company cannot be mentioned in Team Notes. For example: vendors, subcontractors, tenants, etc can't be mentioned in in Team Notes. Brokers can be tagged if their email appears as a user within Jones.
• Typing in "@" anywhere within a Team Note will pull up a list of all active users on an account that have permissions in the property/project. (If the record is assigned to account requirements, then the list will include users that have permissions to at least one of the properties with the account requirements.) All users will be listed in alphabetical order, and you can mention multiple users in a Team Note.
• "Active users" refers to users who have signed up for Jones and don't have a 'pending' invitation.
• Emails will be from "Alice" or the customer's email address if they have co-branded emails set up.
• See the below screenshot of what the email notification will look like. The email will contain the message, property/project name, project/property number, and name of the vendor/tenant record.
• The "View in Jones" link will take the user directly to the Team Notes tab in Jones of the specific record they were mentioned in.
• If multiple users are mentioned in a Team Note, they will all receive the same email notification and see each other in the "to" section of the email (not "cc")

• ICS (The Jones Team) can mention users in Team Notes, and it will appear as "Alice Inman" mentioning users on the note. Jones users cannot mention Alice Inman (Jones ICS) in Team Notes.
• Users can mention themselves in Team Notes, but they will not receive a notification email.
• Users will only receive email notifications if they are mentioned in the note. No one will receive email notifications by only responses in threads on Team Notes.

Which user roles can access this?

• All Jones user roles can view, add, edit, mention other team members, and delete team notes (including ICS) besides Tenants using the Tenant-Vendors solution. Tenants using the Tenants-Vendors solution cannot view team notes.

Why was this developed?

This was developed to streamline communication/ improve team communication across different organizations and team members within a company.

Recommended applications:

• Different team members can submit notes about their personal communications with the vendor/tenant.
• Team members can write notes about a tenant's lease
• We have one user (SavCon) that invited their insurance broker to Jones. He reviews some policy documents and then leaves notes on them using this functionality. He can mention relevant team members if the policies are not compliant.
• Inviter and read-only users are not able to waive or accept gaps. Mentioning and notifying a coworker in Team Notes is a fast way to get approval from managers on waiver approvals and other urgent matters.
• When new customers join Jones, the number of different email chains relating to problematic records in Jones can become overwhelming and confusing. Jones Implementations Managers can now communicate with new customers directly in Jones on a “per-record level”. This will speed up and improve the efficiency of customer onboarding. Refer to the implementations team for exact protocols on how they are using this feature with customers.

Known Limitations/ Future Enhancements?

• Users cannot sort the notes in any other order besides the default (earliest on top, oldest on bottom)
• The colors of users names are assigned at random. There is no way for users to edit their colors. If a user is one color, they will appear that same color across all properties in Jones.
• The same notes are not shown across global records being used on multiple different properties/ projects in the same account. If you are using a global record across multiple properties/ projects on your account, the notes will only be shown for each specific property/ project unless you are using Account Requirements.
• In the future, we will add the notes to the CSV downloadable reports users can run on Jones.
• Because users do not receive email notifications when they mention themselves in Team Notes, the sales team will need to create dummy accounts to show prospects this feature in demos.
• For example, a sales team member will need to create a user in Jones called "myname+123@getjones.com" and then mention that other user to show the email notification.

[360 Card] Jones Records

Customer Help Center Section on Team Notes