Employer Profile: Notes

The Notes tab provides a chronological record of employer activity. Use it to document interactions, associate notes with an employer contact or client, review system-generated activity, and find previous notes using search and filters.

View and find employer notes

Open the employer profile and select the Notes tab. The number of matching results appears above the table.

Use the controls above the table to find notes and take common actions:

• Search notes by keyword: Enter a word or phrase to narrow the list using note content.
• Filters: Narrow notes by people, activity, CaMS EAP details, or checkpoint information.
• Download PDF: Open a printable report containing employer notes.
• Add Note: Record a new employer interaction or activity.

Information shown in the notes table

Filter notes

Select Filters to open the filter panel. Apply one or more filters to narrow the notes shown in the table. Available filters are grouped by topic:

• People: Authored By, Client, and Employer Contact.
• Activity: Activity Type.
• CaMS EAP: Sub-Goal and Plan Items.

Use Collapse All to close the filter groups, Expand All to open all of the filter groups at once, or select the X to close the filter panel.

Add a note

Add a note to document an interaction or other activity related to the employer.

Fields marked with an asterisk (*) are required. All other fields are optional.

1. Open the employer profile and select the Notes tab.
2. Select +Add Note.
3. Confirm or update the Date and Time for the activity.
4. Select an Activity Type.
5. Select an Employer Contact and/or Related Client when the note relates to a specific person.
6. Enter a detailed description in Notes.
7. Select Create follow-up task when additional work should be assigned or tracked.
8. Select Save Note.

Create follow-up task

Create a follow-up task while adding or editing a note when the interaction requires a next step. The task form opens within the note so both records can be created in the same workflow.

1. Select Create follow-up task. The task form opens below the note fields.
2. Enter a Task Name that clearly describes the next step.
3. If the note is not associated with a Related Client, optionally select a Service Provider and Client to associate the follow-up task with.
4. Under Who’s Responsible, select the staff member responsible for completing the task. Leave the task as Unassigned when a staff member has not yet been selected.
5. Select the task Date.
6. Under Does this task repeat?, keep Does Not Repeat for a one-time task or select the appropriate repeat option.
7. Enter any additional instructions in Details, if needed.
8. Select Save Task to create the follow-up task.
9. Select Save Note to finish saving the note.

Edit a note

Update a note when information needs to be corrected or additional context is required.

1. Open the employer profile and select the Notes tab.
2. Open the three-dot options menu for the note and select Edit.
3. Update the applicable information.
4. Select Save Note.

Delete a note

Delete a note when it was entered in error and should no longer remain in the employer record.

1. Open the employer profile and select the Notes tab.
2. Open the three-dot options menu for the note and select Delete.
3. Select Delete in the confirmation dialogue.

Automatic notes

The portal automatically creates notes to record certain system activities. For example, notes are created when a safety flag is added, updated, or removed. These automated entries help maintain a complete history of employer activity while reducing manual data entry.

Download or print notes

Create a PDF when notes need to be saved or printed for authorized use.

1. Open the employer profile and select the Notes tab.
2. Select Download PDF.
3. Select Download/Print and use the available browser or print options to save or print the report.

The report includes the employer name, note date, author, activity type, related to, and details.

Case note locking

To maintain data integrity, Notes are automatically locked after a set number of days, preventing further edits, deletions, or backdated entries.

• Group-Specific Locking Rules: Each System Service Manager (SSM) configures its own locking period. The default is 14 days, while some have a 2-day locking period. If you are unsure about your organization’s note locking policy, please contact your manager for clarification.
• Locked Notes: After the locking period, notes remain viewable but cannot be edited or deleted.
• Backdated Entries Restricted: New notes cannot be created with a date earlier than the lock period.
• Administrator Override: Administrators or Portal Staff with the Service Provider Group permission to manage Employers, can edit locked notes across their service provider group.