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Add Comments or Notes to Records

Gary
Updated

Comments or notes can be added to your Records via the Text Area Field or the Comments feature 

There are two ways to add comments or notes to your Records: 

  1. Adding custom Text Area Field(s) to your form to allow users to leave free-text comments

  2. The built-in Comments feature in the top right corner of your form

When should I use the Text Area Field?

You should use a Text Area Field if you want to:

  • Show the comments in a Table Report or Layout

  • Have the ability to export the data from Risk Cloud

It is important to note that a Text Area Field will not automatically capture a date & time stamp when comments are left in the Field (though that information will be tracked via the Field Audit History). If you would like this functionality, you will need to create a Date Picker Field and have users manually select the time they left a comment. If multiple comments need to be left and you need to keep track of the date and time of each comment, you will need add multiple Date Picker and Text Area Fields in order to keep track of each comment. To learn how to create Fields, refer to the Create Fields article.

When should I use the Comments feature?

You should use the built-in Comments feature if you want to:

  • Have a date & time stamp automatically capture when new comments are added and by whom

  • Not need to create a new Field

  • Be notified when a User has added a note to a Record
  • Tag a user in comment

It is important to note that you will not be able to display comments captured using the Comments feature in a Table Report or Layout. You will only be able to see these comments when you click into a specific Record. To learn more about the built in Comments feature, refer to the Comments section in the Completing a Record article.

Tagging Users in Comments

In April 2025, we released a feature that allows users to tag colleagues in comments, sending them a notification:

Comment Tagging.gif

Comment Tagging FAQs

  • Who can I tag in comment?
    • When you type "@" in a comment section, Risk Cloud will display a list of users who currently have access to the record. 
    • If a user is not listed in the dropdown, it means that they do not have read or edit access to the record in its current step.
  • Will I be notified after someone tags me in a comment?
    • Yes! You will get an in-app and/or email notification (depending on your organization's existing comment notification configuration).
    • Once you are tagged in a comment, you will be subscribed to all comments on that record
  • What happens if a user was already tagged in comment, and then the record advances to a step where they no longer have access?
    • If a user is tagged in a record and that record is advanced to a step where they no longer have access, the tag will remain in comment.

    • The user will be visible as a tagged individual, but a note will be appended to their name that says '(Access Expired)'.

    • This is designed to provide an accurate historical view of who was tagged while also reflecting a user's current access level on each step.

  • Can I tag users when editing an existing step?
    • Yes, you can now tag users while editing.
  • Can I tag external users?
    • Yes, as long as they are assigned on the current step.

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