Configure notes as attachments for entity forms and web forms on portals

• 06/25/2020
• 5 minutes to read
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Similar to subgrids, adding notes to your managed forms on the portal is easy—just add the notes control to the model-drive app forms through the form designer and you're done. You can configure the behavior of the notes control by using metadata.

Notes configuration for Entity Forms

1. Open the Portal Management app.

2. Select Entity Forms under Content from left pane:

   

3. From the list of forms, select to open a record of the form to which you want to add note configuration.

4. From the available tabs in form settings, select Entity Form Metadata:

   

5. Select New Entity Form Metadata:

   

6. Select Type as Note:

   

7. The notes configuration settings are displayed. Most of the settings are collapsed by default. You can expand a section to see additional settings:

   

8. Fill in the fields by entering appropriate values. More information: Attributes, Create dialog options, Edit dialog options, and Delete dialog options

9. Save the form.

After adding the configuration, the Note control will be rendered by using the appropriate options enabled on the portal.

Attributes

Name	Description
Basic settings
Create Enabled	Enables the ability to add new notes to the entity.
Create Dialog Options	Contains settings for configuring the dialog box when Create Enabled is true. See Create Dialog Options for more details.
Edit Enabled	Enables the ability to edit existing notes on the entity.
Edit Dialog Options	Contains settings for configuring the dialog box when EditEnabled is true. See Edit Dialog Options for more details.
Delete Enabled	Enables the ability to delete notes from the entity.
Delete Dialog Options	Contains settings for configuring the dialog box when DeleteEnabled is true. See Delete Dialog Options for more details.
File Attachment Location	Select the location of the file attachment: Note attachment Azure Blob Storage
Accept MIME Type(s)	Allows you to specify a list of accepted MIME types.
Restrict MIME Types	Select whether to allow or restrict MIME types.
Maximum File Size (in KB)	Allows you to specify the maximum size of a file that can be attached.
Advanced settings
List Title	Overrides the title over the Notes area.
Add Note Button Label	Overrides the label on the Add Notes button.
Note Privacy Label	Overrides the label denoting that a note is Private.
Loading Message	Overrides the message shown while the list of notes is loading.
Error Message	Overrides the message shown when an error occurs while trying to load the list of notes.
Access Denied Message	Overrides the message shown when the user doesn't have sufficient permissions to view the list of notes.
Empty Message	Overrides the message shown when the current entity does not have any notes that can be viewed.
List Orders	Allows you to set the order in which notes will be displayed. The List Orders setting allows you to set the following: Attribute: the logical name of the column by which you wish to sort Alias: the alias for the attribute in the query Direction: Ascending (smallest to largest, or first to last), or Descending (largest to smallest, or last to first). To add a sorting rule, select "Column" (4) and fill in the details. List Orders will be processed in order from the top of the list having highest priority.

Create Dialog Options

Edit Dialog Options

Delete Dialog Options

Assign entity permissions

You must create and assign the appropriate entity permission to the records as follows, otherwise the Add, Edit, and Delete buttons for the note will be hidden:

• Read, Write, Create, Append, and Append To privileges for the Annotation entity with the scope as Global. This entity permission must be associated with a web role for the user.

• Read, Write, Create, Append, and Append To privileges for the entity that has the Notes control enabled in it. For example, Account, Contact or Lead entities that show notes on their entity forms. The scope should be set to Global. This entity permission must be associated with a web role for the user.

  

  

If you created a custom form and added the notes section to it, be sure to select Notes as the default tab you want to be visible.

Enable file attachment on form

You must enable Attach File option for the Entity Form to show the attachment option available with the notes.

To enable attachment on an entity form:

1. Open the Portal Management app.

2. Select Entity Forms under Content from left pane:

   

3. From the list of forms, select to open a record of the form to which you want to add note configuration.

4. Select Additional Settings for the form. You need to configure the additional settings as per fields explained in the attachment options:

   

Additional settings for file attachment

Attach File Option

After you configure the notes and enable notes attachments, you can see the Attach File option on the form:

Notes created with rich-text editor

You can view the notes created using the rich-text editor in timeline on your portal web page. However, when you try to edit, you'll see the text in HTML markup format.

For example, the note shows rich-text format in the model-driven app.

Portal web page shows the note in rich-text format.

However, when editing the note from portal web page, you'll see the note in HTML markup format.

Notes configuration for web forms

Web form notes are configured in the same way as entity form notes. You must create a metadata record for the Web Form Step that has notes first, and then add the notes configuration metadata.