Question

Searching for External Comments

  • 2 April 2024
  • 4 replies
  • 23 views
Kari Hannum
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Userlevel 3
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If you are tasked with searching for external comments for a client what do you do? Really any comments that could be buried on a work item seem to be lost unless you look through each task or client task. 

Does anyone have a good way of managing this?

Does anyone know of a way to do a keyword search of comments?

4 replies

max
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Userlevel 7
Badge +19

We generate a LOT of comments. We have a rule (that isn’t followed perfectly well) that if information is important, it gets pinned to the timeline. Otherwise, comments are used for passing the work from one person to the next, not for storing and retrieving information later.

respect humans | continually improve
Kim Clemmer
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Userlevel 6
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@Kari Hannum - we also have a lot of comments (internally and externally). We take screenshots of all important comments and save them in our internal filing system (Dropbox). We may save them in a job-specific folder, or a permanent record folder, or combination. This way we don’t have to scrub Karbon in the future for any important comments. This is a shared responsibility across the team as they come across anything that is important enough to document.

LD7E
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Userlevel 6
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Adding on to what @max and @Kim Clemmer indicated…

  • Client Comments within tasks that are deemed material to the work being prepared are Windows Snipped and added to the work PDF or to the Work Note (Pinned at the top of the Work Timeline).
  • Individual responsible for the tasks will then add an Internal Comment within the task indicating Snipped / Downloaded / Completed /etc. This acts as a visual to anyone else accessing the work. If they do not see our Blue Comment as the last activity of the task, then they are responsible for reviewing the task and taking the appropriate action. This catches additional items the client Comments or sends in to us after we have closed the task.
  • Final step in any work item is a review of the Tasks to make sure there is nothing left we missed. The Comment we place in the tasks has helped us tremendously to minimize missing anything. Very quick visual for anyone in the work. 
Kim Clemmer
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Userlevel 6
Badge +9

I really like this blue comment hack @LD7E! I’m going to pass that along to our team :)

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