Notes overview

Notes are workspace records for free-form care context. Use them for observations, meeting notes, follow-up details, or information that does not belong in a Guide answer, Form submission, Report, or Library file.

Find Notes

Open Notes from the active workspace navigation. CareMap shows Current Notes by default. Select Notes view and filters to switch between Current and Archive, or to narrow the list by:

• Access, such as Owned here, Organization-owned, Shared with me, or About me;
• Author;
• Attachments, including With attachments or Without attachments;
• Subject from and Through dates; and
• the current search text.

Use Reset view when filters are active and you want to return to the default Current list.

Each Note row shows its title or generated-title status, body preview, About relationship, author, subject date, modified date, revision count, attachment count, and storage size. Badges such as Organization, Shared, Read only, Shared editor, About me, Archived, and Created by Agent explain why the Note appears and what state it is in.

Create a Note

Select New Note, then use the editor sections:

1. In Note, enter a title and body. If you leave the title blank, CareMap can generate one from the Note content.
2. Use Subject date and timezone when the Note is about a specific visit, event, observation, or time period.
3. In Attachments, add images, audio, video, documents, or other files that belong with the Note.
4. In Access, choose who the Note is About and whether eligible contacts or linked organizations should have Can view or Can edit access.
5. Select Create Note.

An About person keeps permanent view access to the Note. Choose About people carefully, because that relationship cannot be removed after the Note is created.

Edit and review history

Open a Note to read its full body, metadata, and attachments. If you can change it, select Edit. Saving an existing Note creates a new revision, and you can add a What changed? (optional) summary for the revision history.

Select History to review older revisions. Older revisions remain immutable. If you have edit access to an active Note, Restore as new revision copies a selected older revision forward as the current version instead of changing the old revision in place.

Share, archive, and delete

Select Share when you can manage a Note. The sharing dialog shows any permanent About access, organization access, and available contacts or linked organizations. Set each available entry to No access, Can view, or Can edit, then select Save sharing.

Organization Notes are visible to active organization Staff. Organization Managers can edit and manage them. Personal Notes can still be shared when eligible contacts or linked organizations are available.

Managers can select Archive to move a Note out of the Current list. Archived Notes stay in Archive and are excluded from Agent search. Use Restore to return an archived Note to Current. Delete permanently appears only when CareMap allows permanent deletion.

If Notes are missing or unavailable

• Confirm you are in the expected workspace, then check search, filters, and Current versus Archive.
• If a Note is marked Read only or Shared with you, you can view it but may not be able to edit, share, archive, restore, or delete it.
• If New Note, Edit, Share, or Restore as new revision is disabled, the workspace may have reached its storage allowance or you may not have the needed Note permission.
• If an attachment is unavailable, check whether it is still processing or whether your current access allows opening the file.
• Ask the Note owner, organization Manager, or care team administrator to review sharing, organization membership, and About access when a Note should be visible but is not.