Create a Shared Notes Workflow

Context

Smartabase administrators can use roles to adjust the level of access that a person has on their Smartabase site. This extends beyond which forms can be viewed into how you can interact with a form- should you be able to create a new record or edit an existing record for a form, or should you only be able to read and review the information in that form? Perhaps you shouldn’t be able to see the form in its entirety but you may be authorized to view specific parts of that form. Administrators can adjust your role permissions to suit these levels of granularity so that you only see the information you’re authorized, and need, to see.

This tutorial focuses on the latter of those examples and how to share snippets of information from event forms without providing access to the entire event form. These can be referred to as shared notes and are common in medical workflows where consultation notes are private but it may be appropriate to provide a summary of the consultation to the wider service provision team. Rather than providing all staff with access to the consultation notes, medical providers can add a comment to their consultation notes which is linked to a shared communication event form that other staff members can view.

Goals

This tutorial will take you through the steps to build a workflow that allows different teams to share and view notes about an athlete.

Outcomes

1. Use linked calculations to create a shared notes event form.
2. Use smart flows to share comments from other event forms to the shares notes event form.
3. Set up roles to access the appropriate data sources to read and create shared notes.

Outcome 1: Create shared notes event form

1. Open an existing event form that you want to share notes from. In this tutorial, we’re referencing the Injury Record event form.
2. Add a field to the Injury Record form that will include the shared notes. In this tutorial, we’ll use a paragraph text field named Shared Notes but you could also use a text calculation to summarize other fields in the form.
3. Add an option calculation to determine whether a shared note has been entered. The field should be visible but can be conditionally hidden by using conflicting visibility criteria. Name the field Shared Note Entered and use the following calculation:

   if(isempty(Shared Notes), “No”, “Yes”)

   

4. Repeat the above steps for any additional event forms containing shared notes. In this tutorial, our secondary data source is the General Maintenance event form.
5. Create a new event form named Shared Notes.
6. Add a single select field named Shared from and list the event forms from Step 1 as options (Injury Record and General Maintenance).

   

7. Add a linked text calculation named Injury Record Notes and link the Shared Notes field from the Injury Record form.
   1. In the Calculation section, set the field to link through the newest value and restrict the calculation to Today only.
   2. In the Advanced Properties section, hide the field and set the Linked Update Range property to End of Current Event.

      

8. Repeat Step 6 but name the field General Maintenance Notes and link the Shared Notes field from the General Maintenance form.
9. Add a text calculation named Shared Notes and add a calculation to return shared notes based on the option selected in the Shared from field. Note the use of two apostrophe symbols to return a blank, rather than a quotation mark:

   if(Shared from = "Injury Record", Injury Record Notes, if(Shared from = "General Maintenance", General Maintenance Notes,''))
   

Outcome 2: Use smart flows to share notes between teams

1. From the administration site, select the smart flows tool and then select Create new Smart Flow. If you do not see this option on the administration home page, contact your Smartabase administrator to have this permission added to your role.
2. Set up the smart flow with the following parameters:

   

   • Name the smart flow Injury Record → Shared Notes
   • Set the Trigger Criteria as the Injury Record form and only trigger if Shared Notes Entered is equal to Yes.
   • Set the Target Events as the Shared Notes form.
   • The target event should be saved at a Point in Time of 0 hours- that is, the shared note will be saved as soon as the injury record is saved.
   • Tick the Use Template box. This will show the Shared Notes form. Select the Injury Record option for the Shared from field, then select Save New Template. Name the template Injury Record Shared Notes and click Okay.
   • Tick the Delete Target Event(s) box- this means that if an injury record is deleted, the corresponding shared note will also be deleted.
   • Either tick the Enable for all Users box to apply this smart flow to all users, or click Save and then add Monitored Athletes and/or Monitored Groups.
3. Set up a second smart flow for the General Maintenance notes. You will need to set up a second template named General Maintenance Shared Notes.

Outcome 3: Set up roles to access the shared notes workflow

1. From the administration site, select the roles tool and set up a new role. Alternatively, you could adjust an existing role on the site.
2. To view the linked fields in the Shared Notes form, you will need a minimum of linked access to the Injury Record and Dietitian Consultation forms. To read the Shared Notes form and view it in reports or a dashboard, you need a minimum of read access to the Shared Notes form. Apply the following role permissions:
   1. Injury Record Event (Linked)
   2. Dietitian Consultant Event (Linked)
   3. Shared Notes (Read)
3. When Injury Records or General Maintenance records are saved and a shared note has been added, a new Shared Note record will automatically be created with the shared notes.

   

4. You could add performance standards to the Shared from field to highlight where the shared notes originate from in reports, or you could build a dashboard to display recent shared notes to staff or athletes.

Test your workflow

• Ensure that your role has the necessary permissions to use view the event forms in the main interface.
• Enter some test records with shared notes for the Injury Record and General Maintenance forms against an account. Ensure that the account has the smart flows applied to them.
• Check that the Shared Notes form is returning the correct data.