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View How to Create and Use Location Notes

Category:HWeb Agent

How to Create and Use Location Notes

How Location Notes are used:

There are many times when you want your reservations staff, or dispatchers, to have access to key information regarding a pickup or drop off location, that may then be passed on to a client or driver. The type of information might include detailed driving directions, a list of contact people at a specific location, hotel or point of interest; a restaurant menu, a web site address,  or description of what to avoid. The use of Location Notes in HWeb Agent and Dispatcher now allows you to capture an unlimited amount of information regarding places you pickup at or deliver clients to. This information can be viewed by agents, dispatchers and can also be printed for mailing or distribution as needed.

Previously, the only place that could be used readily for limited amounts of information was the fare.csv file. The fare file allows you to save two strings of text for each location in the file, and the strings are limited to 255 characters each (field names are Location Description and Location Description 2).  Use of the location notes functionality below will allow you to create endless strings of data and facts without increasing the size of your fare files.

How to Add Location Notes

*** Prerequisite: Before beginning this process, please ensure that you are running Database Version 133 or higher. To check,  open any Hudson application in the local system, click Help > About.  You will see the version of software followed by the DB (database) version number(s).

The process is broken down into three primary steps, with a few sub-steps required as outlined in the remainder of this article.  Perhaps the longest part of the process is the actual addition or creation of notes in the system for the locations listed in your fare file. This could be from a few tens of locations to a thousand or more.  If provided with the User Priviledge to add and edit notes, your reservations and dispatching staff may assist with the process.  It may be desireable to setup a standardized form or template for location notes before beginning, so that all notes will contain a similar and organized layout.

Primary Steps
  1. Create new note Type = Location Note
  2. (If needed:) Create Dispatcher Action Menu=Create New Note (HK/FastInfo)
  3. Add New Note - Link to Fare Key

Create a New Note Type

  1. From HWeb Agent, Dispatcher or Admin:  Tools / Configuration / Advanced Features
  2. Select the Notes Tab
  3. Select one of the pre-existing default note types not being used, or scroll down the list to locate one of the note types not yet enabled or configured with a caption.
  4. Set the following values:
    1. Caption: Location Note
    2. Alt Caption: <Any desired> ex: LocNot, LN, etc.
    3. Default Save format = rtf
    4. Type 2 Required = Yes (checked)  PLEASE NOTE: You will use the Type2 filtering, to Group your location notes together by location type or category. For Example, you can have Restaurants, Hotels, Corporate, Schools, Sports, Theater, etc.  You will build the subtypes (Type2), in the next section "Adding Location Notes SubTypes to the database" below.

Adding Location Notes SubTypes to the database

This step allows you to further sub divide and categorize your locations. For Example you will classify your Restaurants according to the type of food they specialize in. Museums could be sub divided according to the type of museum, etc.

  1. From HWeb Agent: Tools / configuration / codes tables
  2. In the Groups drop down list, locate: Note Location Note (#) subtypes
  3. Click white paper icon to create new subtype
  4. Enter Two Letter code: AA
  5. Enter Description: Restaurant-Italian
  6. Click Update
  7. Click white paper icon to create new subtype
  8. Enter Two Letter code: AB
  9. Enter Description: Restaurant-Chinese
  10. Click white paper icon to create new subtype
  11. Enter Two Letter code: AC
  12. Enter Description: Restaurant-Greek
  13. Click white paper icon to create new subtype
  14. Enter Two Letter code: BA
  15. Enter Description: Museum-Art
  16. Click white paper icon to create new subtype
  17. Enter Two Letter code: BB
  18. Enter Description: Museum-Science

codes and descriptions above are suggestions only and meant to
illustrate how Subtypes can be used. The groups you use will be
determined by the different types of locations that you provide
transportation to, and are contained in your fare files.

Create a Dispatcher Action menu to access note menu

If you are already using Notes in your system, you may be able to omit this step. This will create a doorway into the notes system, that will allow you to easily create notes for different locations and fare keys, from a new or existing Notes grid in HWeb Dispatcher.
  1. Tools / Configuration / HotKeys-FastInfo
  2. File - Add new HotKey Fast Info
    1. System Profile= Any / Default
    2. Record Type= Dispatcher Action Menu
    3. Group Name= Notes
    4. Caption= Add Note
    5. Priority= 1
    6. Function= Note - Add New
    7. Update & Save Changes to DB

Download the Location Notes Grid attached to this article

Rather than step you through the process to create a customized notes grid, it is suggested that you download the gdf file attached here, and save it to your HWeb / Templates / Support folder on your server.  If you already have a notes grid built, you may omit this step. Once this is done, proceed with the next section. If you have trouble downloading this grid, please contact Technical Support for assistance. The attachment is listed at the top right margin of this article.

Add HotKey FastInfo item to your Notes Grid: Add Note

  1. Open your preexisting Notes grid in HWeb Dispatcher, or open the Location Notes grid downloaded as per the above section.
  2. Right click on any of the column header titles and select Grid Properties
  3. Locate and select the Custom Menu Tab
  4. In one of the blank fields opposite Normal (Right click only), Shift (SHIFT + Right Click), or Control (CTRL + Right click), seelect the drop down arrow, and scroll to or locate the HotKey group created earlier, named "Notes." Depending on your specific system configuration you may have only Notes to select from or many groups listed.
  5. Click OK
  6. Save changes to the grid.
  7. Test:  depending on the option selected when configuring the Custom Menu above, you will either Right click, SHIFT + Right Click, or CTRL + Right Click inside the Notes Grid and should see the option: Add Note.

Building the Location Notes database

Open the Location Notes grid you configured in the steps above.
Use the Key & Mouse combination established that will launch the Add Note dialog.
Complete the Note fields:
  1. Subject = Brief phrase describing the location: ex: Fenway Park, Boston Museum of Fine Arts,  Metro Train Station, etc.
  2. Type = Location Note
  3. Subtype = Select from the drop down list, the appropriate SubType as defined in section above
  4. Body: type body of text that will display for this location. Include Internet hyperlinks to web and email addresses if desired.  This information can include special details that you would want to advise clients or drivers of regarding this location. For restaurants it might include description of menu items or entree prices. For Hotels, it could include name of a concierge to contact. For sports venues, this could include special event parking rates or regulations.  Text from web sites and other documents many be copied and then inserted into this area.
  5. Links/Advanced Tab:  IMPORTANT>  Insert into the Location Key field, the fare key that corresponds to this location, as defined in your fare table.  For example: the note is for Fenway Park in Boston MA. I would lookup the fare key from the fare table and enter this alphanumeric value in the Location Key field.  HINT: Depending on your specific configuration, the simplest way to look up the fare key is to have a second instance of HWeb Agent open on the same or an adjacent screen.  On the Fare and Availability screen (F6),  identify the desired location in either the pickup or dropoff field. Scroll to the right of the location name and look at the value in the "Code" column. This is the Fare Key value for this location in the fare table. This is the value to be entered on the Location Note, Location Key field.
  6. Apply/Save & OK
Repeat the steps above, creating Location Notes for as many of your fare locations as desired. You might begin with the most popular or frequently visited locations first.  After the first few have been entered, proceed to the testing below: How to Use Location Notes.  Once testing is completed, return to and continue building the Location Notes database. The ability to add and/or edit these location notes will be assigned in the User Access Privilidges.  It may be easier to have your reservations agents and dispatchers, or even perhaps some of your more experienced drivers dynamically enter and create Location Notes when they encounter each location during the reservation process. 

How to Use Location Notes

  1. Open HWeb Agent and begin a new reservation in the normal manner.
  2. While still on the Fare and Availability screen, move the "focus" to a pickup or dropoff location for which you have created a Location Note in the section above.
  3. Press CTRL + N keys simultaneously.
  4. A note window, containing all of the details entered for that specific location (fare key) should appear. The note can then be browsed, printed or closed as needed.

Printing Options

  • Notes can be printed by clicking   File / Print   or using the CTRL + P keys together. Printed copies can be given to Drivers, Clients.
  • To attach to an email it will first be necessary to save the file as PDF.
    • When Print Preview opens, displaying Note content: click File / Save as PDF (CTRL + S keys together). Saving the file to your desktop or other accessible location. The PDF file can then be attached to email.
  •   Save as raw CSV. This can usually be opened with any standard text editing application (Notepad, Wordpad, etc.)

The Next Step…..
Now that you have gone through the process of setting up and building a location notes database, the next tool to be created is the ability to lookup fare locations by type. So, if a client is visiting on business, and tells your reservations agent that she would like to go to dinner at an Italian food restaurant, your staff will be able to quickly identify and recommend all Italian restaurants in your service area.  This is fairly easily done with some custom grids and some Fast Info menu configuration.  BUT…this KB article is already too long… so this will be covered in a separate document.  Click HERE to open the article describing how to achieve these steps….