Overview
The Quick Notes popup lets you add notes to a claim without navigating away from whatever page you are currently viewing. Whether you are on the Manage Claims grid, inside a claim edit form, or anywhere else in FileTrac that displays a Quick Notes link, clicking it opens a lightweight popup window where you can log notes instantly.
Quick Notes are essential for maintaining a complete claim diary. Every conversation with the insured, carrier instruction, adjuster observation, or internal decision should be recorded as a note so that anyone reviewing the claim file has a full history of what happened and when.
Opening Quick Notes
You can open the Quick Notes popup from several locations in FileTrac:
Manage Claims grid — Click the notes link in the Diary column for any claim.
Claim Edit header — Click the Quick Notes link in the header bar above the claim form.
Alerts Dashboard — Some alert views include a Quick Notes link for the claim being reviewed.
The popup opens in a small window that floats above your current page. You do not lose your place or navigation context.
Creating a Note
To create a new note in the Quick Notes popup:
Step 1 — Select a Note Category. The Note Category dropdown organizes notes by broad topic (for example, "Adjuster Notes," "Carrier Communication," "Internal"). Your administrator configures the available categories in Settings under Note Category setup.
Step 2 — Select a Note Type. The Note Type dropdown further classifies the note within the selected category (for example, "Phone Call," "Email," "Inspection Note," "Status Update"). Note Types are configured in Settings under Note Type setup.
Step 3 — Enter your note text. Type your note in the text area. Be specific and factual: include who you spoke with, what was discussed or decided, any commitments made, and relevant dates or dollar amounts. Good notes read like a concise log entry that anyone on the claims team can understand months later.
Step 4 — Save. Click the save button to attach the note to the claim. The note is timestamped automatically with the current date and time and attributed to your user account.
Viewing Existing Notes
The Quick Notes popup may also display recent notes for the claim, depending on your configuration. To view the complete note history, open the claim's full diary view from the Manage Claims grid or the claim detail page.
Tips
Log notes in real time whenever possible. A note entered immediately after a phone call is more accurate than one written from memory at the end of the day.
Use consistent language and structure across your team. Starting each note with a brief subject line (for example, "Called insured — scheduled inspection for 4/22") makes the diary scannable.
Quick Notes are visible to all users with access to the claim. Do not include information in a note that should be restricted to specific roles — use internal-only communication channels for sensitive content.
If your organization tracks adjuster performance or compliance, note quality and frequency are often reviewed. Complete, timely notes demonstrate professionalism and reduce disputes.
The popup stays open until you close it, so you can add multiple notes to the same claim in a single session if needed.
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