Skip to main content

User Notes

Every user record carries a running list of notes — short, free-text entries that staff leave for each other and that Aeon writes automatically as the user moves through workflow. A clearance note left by the front desk, a reminder that a researcher's ID needs re-checking, an automatic note recording when the account was cleared: they all live together on the Notes tab of the user record, newest first.

Most of the time you're just reading notes — you open a researcher's record before an appointment and glance at what coworkers have flagged. Adding and deleting notes is the occasional part: you add one when you want the next person who opens the record to know something, and you delete one when it's wrong or no longer relevant.

When you'll use this
  • Reading — you open a user record and check the Notes tab for anything a coworker has flagged or Aeon logged automatically. Anyone who can open the record can read its notes.
  • Adding — you want to leave a standing message on the account ("called to confirm ID 6/4," "approved for restricted collection"). Requires permission to edit users.
  • Deleting — a note is wrong, duplicated, or obsolete and you want it off the record. Requires full access to users.

Opening the Notes tab​

  1. Open the user record — search for the researcher, or click their name anywhere it appears (an appointment, the Signed In Users panel, a request).
  2. In the user detail view, select the Notes tab. The tab shows a count of how many notes the record has (for example, Notes 3).
  3. The tab lists every note for that user, most recent first. Each note shows who added it and when:
    • the author — the staff username of whoever left it (Aeon writes some notes automatically — see below),
    • the date and time it was added (for example, Jun 4, 2026 9:14 AM), and
    • the note text itself.

If the user has no notes yet, the tab shows an empty state reading "No notes for this user."

Aeon writes some notes automatically

Not every note is typed by hand. Aeon adds one as a side effect of certain actions — clearing, blocking, revoking clearance, marking inactive, or disavowing a user, and merges — with standard text like "User cleared by staff." These appear in the same list as manual notes and are stamped with the username of the staff member who triggered the action (there's no separate "System" author for user notes).

Adding a note​

You'll add a note when you want to leave a message on the account for whoever opens it next.

  1. Open the user record and go to the Notes tab.
  2. Click Add Note in the top-right of the notes panel. A short text box opens with the placeholder "Enter note…".
  3. Type your note. You can include line breaks — they're preserved exactly as you type them.
  4. Click Add Note to save, or Cancel to back out without saving. (The save button stays disabled until you've typed something; while it saves it reads "Adding…".)
  5. The note is saved immediately and appears at the top of the list, stamped with your username and the current time.
info
The note records you as the author

Aeon stamps every note you add with your own staff username and a timestamp automatically — you don't fill those in. That's what makes the Notes tab a reliable record of who said what, and when.

Deleting a note​

Delete a note when it's wrong, duplicated, or no longer relevant. Deletion is permanent — there's no undo.

  1. On the Notes tab, find the note you want to remove.
  2. Click the trash icon on that note. A Delete Note confirmation dialog opens, warning "Are you sure you want to delete this note? This action cannot be undone."
  3. Click Delete Note to confirm, or Cancel to keep it.
  4. The note is removed from the list.
Deleting a note is permanent

There is no undo and no "deleted notes" history — once you confirm, the note is gone. If you only need to add context (rather than remove a mistake), it's usually better to add a new note than to delete an old one, so the record stays complete. The trash icon only appears for staff who have full access to users; if you don't see it, your role can read and add notes but not delete them.

Permissions

The three actions on the Notes tab are gated separately:

  • Reading notes — available to anyone who can open the user record. There's no extra permission to view notes.
  • Adding a note — requires the Edit level of the Users permission. Without it, the Add Note button does not appear.
  • Deleting a note — requires the Full level of the Users permission. Without it, the trash icon does not appear, and the action is refused even if attempted directly.