Power Notes

Overview

Power Notes use the standard Salesforce Task object and create records with a Power Note record type as a more flexible way to log notes and memos than what is available through Salesforce Activities and Notes. Power Notes provides the ability to add notes to multiple objects using templates and includes a viewer that consolidates the notes better than the standard Salesforce Activity Timeline screen.

Power Notes tasks are visible in the Power Notes viewer rather than the Activity Timeline. Logged in users will see Power Notes they’ve created on their Tasks page.

Prerequisites

• The Org must use Bullhorn for Salesforce release 2021.07 or newer
• Salesforce Lightning
• ATSv2 In BH4SF, the newest version of the ATS tool (Application Tracking System) data model is enabled
• Generic Lookup Component is enabled

Out of the box, Power Notes supports the following objects:

• Account
• Applicationv2
• Candidate A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider./Client A Company is the organization where the contact works. This can also be called the Client.
• Job A job (vacancy, position, role) is an opening for which a customer's client needs a placement.
• SendOut A Client Submission (Sendouts, CV Sent) occurs when a recruiter sends a candidate to the hiring manager for approval to have an interview. Schedule v2

The Power Notes component can be added to any page layout on these objects as well as the ATS v2 Action When used in ATS or Search and Match UI, one of multiple actions available after user has selected a sub-set of Candidates menu, with minimal configuration. It’s possible to add support for other objects with additional configuration. SeePower Notes Configuration for configuration and customization details.

Features

Power Notes adds these features to Salesforce Activities and Notes:

• Supports relationships with multiple objects in the Related To field.
• Display only tasks created by users (recruiters) related to interactions with clients A Company is the organization where the contact works. This can also be called the Client. and candidates A person looking for a job. A candidate can also be referred to as a Job Seeker, Applicant, or Provider. so it’s easier to browse the list of tasks for specific information.
• Pick a predefined Subject with a related fieldset to create structured notes.
• Use a template or add free-text to populate the Description field.
• Send the note as email to selected recipients.
• Save the note as a task on any of the related objects.

Saved Power Notes are displayed in the Power Notes viewer which includes the following capabilities:

• Search existing Power Notes using keywords or filters
• Expand or collapse the list of Power Notes or the individual Power Note
• Delete and Edit individual Power Notes

Using Power Notes

Create a Power Note

1. In the Power Notes viewer click on the New button.
   • Admins are able to hide the New button from the Power Notes viewer.
     
     
2. The New Power Note screen pops up.
3. Fill in the necessary fields and click on the Save button. Click Save & New instead to create another Power Note.
   
   

Relate a Power Note to a Record

When creating a new Power Note the Related section controls where the new note is saved and which records it is associated with.

A lookup field for each configured object is displayed. If the lookup field is populated when the Power Note is saved a task is created on the record selected in the lookup field.

If a relation already exists with another object, then the relevant Related lookup will be pre-populated with the related record. For example, when creating a Power Note from a Contact record, the Contact and Account related fields will be pre-populated using the info from that Contact record.

Subjects and Fieldsets

Pre-defined Power Note Subjects are created and customized in the Power Notes Subject Object. Associating a Subject with a Fieldset helps keep notes structured. When a Fieldset is associated, users will be presented with a specific set of fields to fill out after selecting their Subject.

Add a Subject

1. Go to the Power Notes Subject Object and click the New button.
2. Fill out the Subject field.
3. Enable the Active checkbox.
   • To make a Subject the default, mark the is Default checkbox.

Associate a Fieldset

1. System Administrators create a fieldset on the Task object with relevant fields. To add a custom field, create that field against the Activity object then add it to the Task layout. Both standard and custom Activity object fields can be used.
2. Enter the API API, or Application Programming Interface, is used by customers to create custom career portals or to take advantage of Data Mirror/DataMart. Bullhorn prefers to use REST API. name of the fieldset on the relevant Power Notes Subject record, in the Fieldset Name field

If no fieldset is present on the Power Notes Subject record, the free-text Description field is available to enter any note.

Additional configuration options are available for Power Notes Subject. For more details, see, Power Notes Subject Configurability.

Templates

Records from the Power Notes Template In BH4SF, this mainly refers to email templates Object can be associated with Power Notes Subjects to pre-populate the Description field when a Power Note is created. The template text is entered in the Template Content field of a Power Notes Template record.

Multiple templates can be associated with a single subject. After selecting a Subject, users will be able to select which template to use. A default template can also be designated for each Subject.

Email

Use the Cc field on the New Power Note screen to email the Power Note being created. This field is a lookup to Contacts/Users and uses the 2020 Email Editor functionality.

The email message body is the text entered in the Description field.

Post on Chatter

Post any text in the Description field of a Power Note to the Chatter Use Chatter features like feeds, profiles, groups, and more to share information, collaborate, and keep up with the latest updates in your company. feed on related records by selecting the Post to Chatter checkbox on the New Power Note screen. System Administrators can decide whether this function is enabled.

Power Notes Viewer

Search

The Power Notes Viewer lets users search and review existing Power Notes.

There are two ways to search:

• Search using a keyword by entering a keyword in the search box.
  
  
• Search using filters by clicking the filter button. The available filters are:
  • Power Note Owner
  • Created Date
  • Subject

  

Expand, Collapse, Delete

Expand or collapse the Power Notes displayed in the Power Notes Viewer using the arrow on the right. When collapsed, only Subject and Related To are visible. You can also Collapse All/Expand All using the command on the top right of the list.

Delete or Edit a Power Note by using the option under the downward arrow on the right.