Overview
The Smart Notes role permissions feature provides granular control over Smart Notes functionality at the role level. Tenant Administrators can now manage which users have access to audio transcription capabilities based on their assigned roles. Role-based permissions apply exclusively to forms from visits that are attached to a Case. For forms on visits not attached to a Case, Smart Notes access cannot be controlled through role permissions. This feature is enabled starting with v7.7.5 on both Android and iOS.
Prerequisites
Before configuring Smart Notes role permissions, ensure the following prerequisites are met:
Tenant-level Smart Notes enablement: Smart Notes must be enabled at the tenant level through tenant preferences by your System Administrator.
Form-level Smart Notes configuration: Smart Notes must be enabled on the specific forms where you want the functionality to be available.
Role Configuration
To configure Smart Notes permissions for a role:
Navigate to Services then to the Role Settings area
Select the role you want to configure
Locate the Smart Notes permission
Select View
Save your changes
Permission Hierarchy
Smart Notes permissions follow this hierarchy:
Tenant preferences: Smart Notes must be enabled at tenant level
Form configuration: Smart Notes must be enabled on specific forms
Role permissions: Users must have Smart Notes View permission assigned to their role
User assignment: Users must be assigned to roles with Smart Notes permissions
All conditions must be met for Smart Notes functionality to be available to users.
Existing Role Handling
When Smart Notes role permissions are deployed to a tenant:
Existing roles automatically receive Smart Notes View permission if the tenant currently has Smart Notes active
Existing roles have Smart Notes View permission disabled if the tenant does not have Smart Notes active
Smart Notes permissions synchronize with mobile devices through normal sync processes that update role permissions.