Notebook Editor

Many Notebooks in ClearVantage can be edited and customized to suit the needs of your organization. If the Notebook has an Edit Layout button on the Activity Panel or sometimes a settings wheel, then it can be edited.

For the sake of conciseness, the screenshots in this document focus on the Individual Notebook as it is the most often customized.

This guide provides an overview of the steps required to manage any necessary changes to Notebooks.

Considerations

Your menus and notebook editors may appear differently than what is pictured in this guide. Please contact your Euclid Support Analyst if you do not have some of the options displayed or have questions about something that is not included in this guide, it may be specific to your system.

Not all notebooks can be customized.

Only System Administrators with the Role Administrator Role can make these changes. Please consult the System Administrator guide for more information.

Thoroughly test any changes to ensure staff are still able to add and edit records as needed after adding, modifying or removing fields from notebooks.

When editing a Notebook, the changes made are saved only to the user Role of your current account. Customize a specific role’s layout by:

1. Identify a user with the role to be customized.

2. Click on Administration.

3. Click on Users.

4. Locate the user and click on their ID.

5. Put a checkmark in the Role Administrator box.

6. Click Save.

7. Login to the specified account and follow the guide below customize the layout for all users of this role.

Working with the Notebook Editor

Notebook grid layouts can be customized by adding and removing fields or by organizing fields into Sections.

Fields hold data while the Sections group the fields together. Section names appear in bold and can be expanded and collapsed in the grid to hide or show the fields they contain.

Tabs allow users to interact with the primary record’s related and historical records.

The options available in the Activities menu allow users to perform updates and work with the record as needed.

Open the Editor

Open the notebook that needs to be customized.

Within the notebook, click on the Activities dropdown and click Edit Layout.

This will provide access to edit the settings and layout of the different components of a notebook:

• Fields

• Sections

• Activity Menu

• Navigational Tabs

• Layout of Fields and Sections

  

A confirmation window opens asking if you want to proceed, click Yes to open the Notebook Editor.

The fields on the right side of the notebook editor organized by the Section Names from the notebook are all the fields that currently display in the profile tab of the notebook.

The fields that are on the left under Available Fields are the fields that are not currently in use.

Field Management

Removing Fields

Click and Drag the field from the right side of the notebook editor and drop it to the left side under the “Available Fields” section.

If making no other edits or are ready to review your changes, click Save.

Add a Field

Click and drag the field you want to add from the left side of the Notebook Editor under the “Available Fields” section and drop it in the desired category on the right-hand side.

Unclick to drop into the desired location.

If making no other changes, click Save.

Rearranging Fields

The fields on the right side of the Notebook Editor can be rearranged by dragging and dropping the fields into the correct order that you want them to display in the profile tab of the notebook.

To do this, click and drag the desired field and move to the new location, look for the green line and then unclick to drop into position.

Use the icon to collapse sections to make rearranging easier if moving the field from one section to another.

Click Save on the bottom right-hand corner of the Notebook Editor.

Please Note: When saving changes in the Notebook Editor you are saving those changes for all users that have the same user role as the role you are logged in as.

Editing Field Settings

Each field has additional settings that can be modified by System Administrators.

Some fields in ClearVantage such as INVOICENUM and CUSTOMERCD cannot be edited, and certain settings may be locked.

Always test any changes after modifying any field settings to ensure new records can still be created and existing records can be edited as needed.

Please review your client specific documentation and System Administrator guide for additional details.

Relabel a field

1. Click on the gear icon next to the field you wish to relabel.

   

2. This opens the “Field Settings” window.

   

3. Change the “Field Title” and click Save to close out of the Field Settings window.

   • The Database Field is read only and is not editable.

4. Click the Save button on the Notebook Editor to save the changes.

5. Review changes on notebook.

Lock/Unlock a field

To make a field un-editable, follow these steps.

1. Click on the gear icon next to the field.

2. When Read Only? is checked, the field cannot be edited

3. When Read Only? is not checked, the field can be edited.

4. Click Save to close out of the Field Settings window.

5. Click the Save button on the Notebook Editor to save the changes.

Field Requirement

To designate a field as either required or optional, follow these steps.

1. Click on the gear icon next to the field.

2. When Required? is checked, the field must contain data to create the record or update it.

3. When Required? is not checked, the field does not need to contain data in order to be created or updated.

4. Click Save to close out of the Field Settings window.

5. Click the Save button on the Notebook Editor to save the changes.

Field Layout

For a field to take up less space on the notebook the settings can be changed to be a Compound Field which will cause the field that displays right after this field to be next to it.

1. Click on the gear icon next to the field.

2. When Compound Field? is checked, then the next field will appear next to this field.

3. When Compound Field? is not checked, then the next field will appear on the line after this field.

4. Click Save to close out of the Field Settings window.

5. Click the Save button on the Notebook Editor to save the changes.

Formatting Large Numbers and Currency Fields

For a numeric field to be displayed with thousands separators (i.e. 1,000,000), you will need to apply "large number" formatting.

1. Click on the gear icon next to the field.

2. When Large Numbers is checked, then the number will be displayed with thousands separators (i.e. 1,000,000).

   

3. See image below on how the field is now formatted.

   

Advanced Field Settings

By default, most fields display as text fields. With some fields, including UDEFTXT fields, there are a few options to change the field type. To edit field settings see the Editing Field Settings section.

Note

If you wish to use any option containing vw_Elements, please contact your Euclid Support Analyst.

• Checkbox - This will make the field a checkbox.

• Multi-line Text Field - This will make the field a multi-line text field.

• URL Field - This will make the field a URL text field. The button to the right of the field allows you to go to the URL page.

• Combo Box (LOOKUPS) - This will make the field a single dropdown field. See below for instructions.

  1. To add a single dropdown field, find a UDEFTXT field under the "Available Fields" section and click and drag the field from the left side of the Notebook Editor and drop it in the desired category on the right-hand side.

  2. Unclick to drop into the desired location.

     

  3. Click the gear icon to open the "Field Settings" window.

     

  4. Set the "Field Title" and change the "Field Type" to Combo Box (LOOKUPS). Add the "Data Source" title with all capital letters and no special characters or spaces, this will be the new lookups category to add the dropdown options. Click "Save" to close out of the "Field Settings" window.

     

  5. To add the dropdown options, locate the "Lookups" reference table. From the "Administration" main menu in ClearVantage, click on "Reference Tables".

     

  6. Find the "Lookups" reference table and click "Add Record".

     

  7. Fill out the following fields:

     

  8. CATEGORY: Enter the category title that matches the data source title you added to the UDEFTXT field.

  9. CODE: Enter the code for the dropdown option with no special characters or spaces.

  10. DESCRIPTION: Enter the title of the dropdown option that will display in the dropdown field.

  11. Click "Save" to save and close the record. Continue adding dropdown options to the field by adding records and following step 7.

  12. To view the new field and dropdown options, locate the new field in the notebook to find the dropdown options you just added.

      

Manage Navigational Tabs

Just like fields on the notebook, the navigational tabs can also be modified by System Administrators.

These tabs in the notebook allow users to navigate to related and historical records for the primary record.

Remember, when changes are saved in the Notebook Editor those changes are saved for all users that have the same user role as the role you are logged in as.

Always test to make sure staff are still able to access all relevant data to the notebook after making changes to the available tabs.

Remove a Tab

1. Open the notebook that needs to be customized.

2. Within the notebook, click on the Activities button dropdown and click Edit Layout.

3. Scroll down the left side of the Notebook Editor until you see the “Available Tabs” section.

4. Uncheck the checkbox next to the tab label you wish to remove.

   

Click the Save button on the Notebook Editor to save the changes.

Adding a Tab

1. Open the notebook that needs to be customized.

2. Within the notebook, click on the Activities button dropdown and click Edit Layout.

3. Scroll down the left side of the Notebook Editor until you see the “Available Tabs” section.

4. Check the checkbox next to the tab label you wish to add.

   

5. Click the Save button on the Notebook Editor to save the changes.

Rearrange Tab Order

1. Open the notebook that needs to be customized.

2. Within the notebook, click on the Activities button dropdown and click Edit Layout.

3. Scroll down the left side of the Notebook Editor until you see the “Available Tabs” section.

4. To change the sort order of the tabs, click and drag the tab name to the desired location. Unclicking will drop the tab into the new location.

5. Click the Save button on the Notebook Editor to save the changes.

If you want to use any of the options containing vw_Element

Relabeling a Tab

In the Notebook Editor, click on the gear icon next to the tab you wish to relabel.

This opens the “Tab Settings” window.

1. Change the tab “Title” and click Save to close out of the Tab Settings window.

2. Click Save on the Notebook Editor to save the changes.

Manage Activity Buttons

1. Open the notebook to be customized.

2. Click on the Activities button dropdown and click Edit Layout.

   

3. A confirmation window opens asking if you want to proceed, click Yes.

4. Scroll down the left side of the Notebook Editor until you see the “Available Activity Buttons” section.

Remove an activity button

1. Open the notebook to be customized.

2. Click on the Activities button dropdown and click Edit Layout.

3. Scroll down the left side of the Notebook Editor until you see the “Available Activity Buttons” section.

4. Uncheck the checkbox next to the activity button label you wish to remove.

   

5. Click the Save on the Notebook Editor to save the changes.

Add an Activity

1. Open the notebook to be customized.

2. Click on the Activities button dropdown and click Edit Layout.

3. Scroll down the left side of the Notebook Editor until you see the “Available Activity Buttons” section.

4. Check the checkbox next to the activity you wish to add.

   

5. Click Save on the Notebook Editor to save the changes.

Note

Some activities that are not currently available in your database may require additional configuration. Please contact your Euclid Support Analyst with additional questions.

Activity Button Settings

Edit the Activity Title

In the Notebook Editor, click on the gear icon next to the tab you wish to relabel.

1. Change the Tab Title and click Save to close out of the Tab Settings window.

2. Click Save on the Notebook Editor to save the changes.

Quick Buttons

Check the “Activity quick button?” checkbox if you want this activity button to appear along the top of the notebook, next to the activity button dropdown.

1. Change the Tab Title and click Save to close out of the Tab Settings window.

2. Click Save on the Notebook Editor to save the changes.

Manage Sections

Additional just like Fields and Tabs, the Sections on a notebook can be relabeled, rearranged and settings modified. Sections can be edited in the Notebook editor by clicking Arrange Sections.

Rearrange

1. Click Arrange Sections in the Notebook Editor to open the Drag and Drop editor for sections.

   

2. Click Arrange Sections

3. Drag and Drop

   

4. The Section that is selected will turn blue so it can be easily moved to the note location. Unclick to drop into place.

5. Click Save to save your changes.

Section Settings

In the Section Settings System Administrators can update settings that apply only to the selected Section.

Relabel Section by editing the Section Title.

Display the full section by default or just the Section Title by editing the Initially Collapsed setting.

• When the Initially Collapsed? = Yes, then the section will be visible, but the user must expand the section to see the fields when the notebook opens.

• When the Initially Collapsed? = No, then the section will be fully expanded when the notebook opens. The user can collapse the section at any time in the notebook without going to the notebook editor.

Display this section on the notebook by changing the visibility setting.

• When the Hidden? = Yes, then the section will not be visible to any users when the notebook is viewed.

• When the Hidden? = No, then the section will be visible, and display based on the setting selected for Initially Collapsed for all users.

If making any changes to these settings, always click save after your changes.

Refresh the notebook to review your changes.

Reset to Default

In the Notebook Editor, changes can be restored to Default if needed. Please use this with caution.

Note

Always test changes in your train database before making changes in live.

This cannot be reversed.

• Available Fields

• Available Tabs

• Available Activity Buttons

To restore the default settings:

1. Click the Settings Wheel for the Section name.

   

2. Click Reset

3. Click Yes to Confirm.