Understanding Notes & Field Notes
Concept Article – Learn how Notes and Field Notes preserve knowledge throughout the life of a project, and how JGID helps the right information reach the right people.
Why Do Notes Exist?
Every project generates knowledge.
Some of that knowledge helps the office.
Some helps the field crews.
Some is useful for the entire project.
Some only applies to one specific work programme.
Rather than allowing this knowledge to disappear into emails, notebooks or people's memories, JGID stores it where it belongs so it can be reused on future projects.
The goal is simple:
Capture knowledge once. Reuse it whenever it's needed.
Notes vs Field Notes
Although they look similar, Notes and Field Notes serve different purposes.
Notes
Notes are intended for internal office and management use.
They are visible to users with the appropriate permissions, such as Administrators and Managers.
Typical examples include:
- Commercial discussions
- Pricing considerations
- Internal decisions
- Client relationship information
- Contractual reminders
- Management observations
These Notes help the office manage the project but are not normally required by field crews.
Field Notes
Field Notes are intended for operational information.
They are visible to everyone involved in delivering the work, including Supervisors and Employees.
Typical examples include:
- Site access instructions
- Parking information
- Security procedures
- Roof access details
- Equipment observations
- Safety information
- Helpful tips for future visits
Field Notes ensure practical knowledge is available to the people carrying out the work.
Notes Can Exist Throughout JGID
Notes and Tasks are available throughout JGID because different information belongs in different places.
For example:
Client
General customer relationship information.
Contact
Information about a specific person.
Location
Permanent site knowledge that remains with the building.
Opportunity
Project planning and estimating information.
Quote Version
Commercial or operational information relating to a specific work programme.
Job
Information specific to carrying out that Job.
Invoice
Administrative or billing-related information.
Each record stores the knowledge most relevant to that part of the business.
Knowledge Flows With the Project
As an Opportunity becomes a Quote, and a Quote becomes a Job, Notes and Field Notes move with the project.
This ensures valuable information collected during estimating is still available when the work is being delivered.
Instead of asking the same questions every time, each stage builds upon the knowledge collected previously.
Shared by Default
By default, Notes and Field Notes belong to the entire project.
This means information useful to everyone—such as access instructions, contacts or general site information—is automatically available across all Quote Versions and Job repetitions.
Sharing knowledge by default helps reduce duplication and keeps everyone working from the same information.
Keeping Work Streams Focused
As projects become more complex, different Quote Versions often develop their own specialist knowledge.
For example, a maintenance contract may include:
- Annual anchor certification
- Six-monthly rope access window cleaning
- Fortnightly foyer window cleaning
Although these services belong to the same project, they are delivered by different crews with different responsibilities.
Over time, each work programme develops Notes that are only relevant to that work.
For example:
The certification team may record:
- Anchor replacements
- Equipment upgrades
- Inspection observations
The window cleaning team may record:
- Preferred water connection points
- Areas requiring additional attention
- Cleaning sequence
Sharing all of these Notes with every crew would eventually create unnecessary clutter.
For this reason, JGID allows Notes and Field Notes to be limited to a specific Quote Version when appropriate.
This keeps specialist knowledge with the teams who need it while allowing general project knowledge to remain shared.
Knowledge Belongs Where It Is Most Useful
One of JGID's design principles is that knowledge should be stored where it will provide the greatest long-term value.
For example:
An annual anchor certification report is often best stored against the Location, because future projects may need to refer to it regardless of which Opportunity, Quote or Job is currently being worked on.
Likewise, project-specific discussions belong with the project, while operational observations belong with the Job or the relevant Quote Version.
Storing knowledge at the right level ensures it can be found again when it is needed.
Best Practice
Record information once and store it where it naturally belongs.
Share Notes across the project whenever they benefit everyone.
If information only relates to one specific work programme, use the Quote Version visibility option to keep that knowledge focused and relevant.
Over time, these Notes become one of your business's most valuable assets, helping every future project benefit from what has already been learned.
Frequently Asked Questions
What is the difference between Notes and Field Notes?
Notes are intended for office and management users.
Field Notes are intended for operational teams and are visible to everyone involved in delivering the work.
Why are Notes shared across Quote Versions by default?
Because much of the information collected during a project benefits every team working on that project.
Sharing this information reduces duplication and improves collaboration.
When should I restrict Notes to a Quote Version?
When the information only applies to one particular work programme and would create unnecessary clutter for other teams.
Where should permanent site information be stored?
Information that remains valuable regardless of the current project—such as certification reports, access procedures or historical site information—is often best stored against the Location.
Why are Notes available on so many different records?
Because different kinds of knowledge belong in different places.
JGID stores information where it provides the greatest value both now and in the future.
Summary
Notes and Field Notes are much more than simple comments.
They are part of JGID's knowledge management philosophy, ensuring valuable information is captured once, shared where appropriate and preserved for future projects.
By storing knowledge at the right level—and allowing it to be shared or focused as required—JGID helps businesses build an organisational memory that becomes more valuable with every project completed.