Using the Status/Notes Pop-up Window

You can see the status history of any term from all windows where you can change a term's status by clicking the Status/Notes button at the bottom of the window. You can also add a note at any time, including when you change the status; for example, to explain why you changed the status.

In the Browse VT History (under the Repository menu) you can view the Status/Notes window but you cannot add notes.

To view a term's status history from any of these windows, do the following:

1. Go to one of the following windows:

   • Approve Action Assignments (under Omission Management)

   • Approve VTAs (under Omission Management)

   • Classify VT Omissions (under Omission Management)

   • VT History (under Omission Management)

   • Reclassify Verbatim Terms (under VTA Maintenance)

   • Promote/Demote VTAs (under VTA Maintenance)

   • Maintain Action Assignments (under VTA Maintenance)

   • Task Allocation by Term (under Task Allocation)

2. Query for the term you want.

3. Select the term.

4. Click Status/Notes at the bottom of the window.

   The Status/Notes window opens. The term, with its domain and dictionary, are displayed at the top of the window. The window contains the following three tabs:

   • Status/Notes: This tab is divided into two sections: Status History and Note History.

   • Distinct VTO Actions: Displays an audit trail of action assignments applied to the verbatim term.

   • All VTO Actions: Displays an audit trail of action assignments applied to each individual source term or omission.

You can add notes to the term; see Adding a Note to a Term.

For more information, see:

• Status History
  
• Note History
  
• Adding a Note to a Term
  

Status History

The term's status history is displayed with the most recent status at the top and the first status at the bottom. For each status, the system displays the following information:

• Status. The status and substatus names, displayed as status/substatus; for additional information see Term Statuses.

• Created By. The user who manually changed the status or ran the process (such as Batch Validation) that changed the status.

• Created. The timestamp of the status creation or change of status, including the date and time.

Actions

TMS also displays the following information for Action assignments:

• Action. The name of the Action.

• Action Type. The Action type; either Internal, Answerable, or Unanswerable.

• Act Ref Type. If the Action is an Internal Action, and if it is based on an external Action, the external Action's type appears; either Answerable or Unanswerable.

• Act Text. The actual text of the Action.

Note:

Within the time period of each Action status in a term's status history, the system displays only the last Action applied to the term, if any.

Note History

On the right side of the window the system displays notes that have been applied to the term. All the notes are related to the term's status history (for example, notes applied to a term in the Repository Maintenance form, which are of type Content or Relation, are not displayed here; see Defining Informative Note Attributes).

However, the notes do not necessarily have any relation to the status displayed next to them. Notes and statuses are both displayed in chronological order, but because you can create a note without changing the status, and can change the status without creating a note, status changes and notes that correspond logically may not be displayed next to each other.

TMS displays the following information for notes.

• Label. The label for the Informative Note Attribute on which the Informative Note is based.

• Note. The note text entered by a user.

• Created By. The system displays the user name of the person who added the label and/or note. If you add a label or note, the system enters your user name when you save your work.

• Creation Time. The system displays the date and time when the label and/or note was added. If you add a label or note, the system enters the timestamp when you save your work.

Adding a Note to a Term

To add a note to a term, do the following:

1. Query for the term and open the Status/Notes window from the appropriate window; see Using the Status/Notes Pop-up Window.
2. Click in the first empty Label field. If necessary, select Insert from the Record menu.
3. Click the ellipsis (…) to display the Informative Notes Attributes list of values.
4. Select the Informative Note Attribute on which you want to base your note.

   Note:

   TMS displays only attributes of type Workflow and data type Memo, and only those with "Applies To" defined as Term History; see Defining Informative Note Attributes.

5. Enter text in the Note field.
6. Save.