Adding Member Notes, Warnings and Alerts

The Notes/Alerts tab lets you review and associate important notes, warnings, and alerts with member. To access the Notes/Alerts tab, under Member Services on the Portico Explorer Bar, click Member Information. The Contact Information tab appears on top. Click the Notes/Alerts tab.

Locate the member using the search tool on the top menu bar. Select the down arrow to select the search method, then enter the search criteria. Select the green arrow or press ENTER to locate the member.

How do I? and Field Help

The Notes, Warnings and Alerts grid displays the reference ID, first line of the member note, priority modified date and expiration date.

Column	Description
Delete	Select the Del check box next to the member note and click Save to delete an existing member note. Select the Del check box in the column heading to select all the member notes.
Ref ID	The credit union-defined identification associated with this specific member note.
Type	The type of member note: Note, Warning, Alert-Lockout or Alert-Freeze. Click here to view more information about the message types.
Description	The first 50 characters of the member note.
Teller-BR	The teller ID of the teller who originally created the note. The branch of the teller who originally created the note.
Modified	The last date a change was made to this specific note.
Expires	The expiration date for the specific member note.
PRI	The priority of the specific member note.

To view a complete note, you can:

• Select the row to view the entire note in the Note box below.
• Hover over the row in the grid to display a tool tip containing the entire note.
• Click the arrow(s) next to the Reference ID field to scroll through all the notes and view the complete note in the Note box below.

To add a new note, warning or alert, complete the following steps:

1. Click New to add a new member note.
2. From the Type drop-down list, select Note, Warning, Alert-Lockout or Alert-Freeze. System default is Note. Click here to view more information about the message types. Keyword: TY/Reporting Analytics: Notepad Type (Message subject in the Notepad folder)
3. Enter a reference ID in the Reference ID field (Length: 4 alphanumeric). This is a credit union-defined identification associated with this specific member note. This field can be customized using the Customized Fields window. This field is required when adding a member note. If you leave this field blank when inquiring or changing a note, the system displays the first note on file for the member. Click the arrow(s) next to the Reference ID field to scroll through all the notes and view the complete note in the Note box below. Keyword: RI
4. If you selected Alert-Lockout from the Type drop-down list, enter the lockout level 0-9 in the Level field. A user must have a user level equal to or greater than this level to override the lockout. Levels occur in descending order, starting with 9 through 0. When you scroll through the member's notes, the system displays notes according to the security level. For example, notes with level 9 appear first, notes with level 0 appear last. The default value is 0. Keyword: SL
5. From the Description drop-down list, select the pre-defined description or enter a description. You can enter a description if the List with Data Input option is selected on the Warnings and Alerts – Admin window. Length: 35 alphanumeric/Keyword: DE
6. In the Priority field, accept the system default of 9 or enter a new priority. Valid values are 1 through 9, ascending order. When you scroll through the member's notes, the system displays notes according to the priority level. For example, notes with priority 1 appear first and notes with priority 9 appear last. Keyword: PR
7. In the Exp Date field, accept the system default of 99/99/9999 or click the down arrow to select a date from the pop-up calendar. Portico will automatically purge the note on this date. Type 09/09/9999 in this field if the note will be permanent. This field is required when adding a member note.Keyword: EX
8. Enter the member note in the Note box. You can enter up to 10 rows of 75 characters each - there is no word-wrapping. At least one line is required when adding or changing a note.
9. Click Save to save the note. The note will appear in all capital letters in the Notes, Warnings and Alerts grid.

The system date on which this note was created and the teller ID and branch of the teller who create the note will appear. If updates are made to an existing note, the date the change was made to the note and the teller ID and branch of the teller who changed the note will appear. Changes to the Notes/Alerts tab appear on the Notes, Warning and Alerts Report 180. Changes will also appear on the Non-Financial Transaction Register Report 030.

The message types that can be added are:

Use this message type...	To...
Note	Enter a member note. The note displays on the Member Information dialog box that appears when you look up a member.
Warning	Enter a message and require that the user acknowledge that they read the message before they perform a transaction on the member’s account. The warning displays on the Member Information dialog box that appears when you look up a member. Once the warning is acknowledged, the Member Information dialog box will close and the user ID and warning information will audit to a report. A warning will not prevent any online or back-office transactions.
Alert-Lockout	Enter a message and require the user to override the message, require a supervisor to override the message, or limit who can perform transactions on a member. When you add a lockout message, you must enter a lockout level (0 – 9) in the Level field. The lockout level corresponds to a lockout level assigned to each user ID on the User Profile – Security tab (system default is level 0). If the user’s lockout level is equal to or higher than the alert-lockout on the member’s account, the user will be able to override the lockout. If the user’s lockout level is lower than the alert-lockout placed on the member’s account, the user will be unable to override the lockout. If your credit union uses the enhanced override option, another user in the override group (one with a high enough user lockout level) can override the lockout or the user can request a remote override. The lockout displays on the Member Information dialog box that appears when you look up a member. Once the lockout is acknowledged, the Member Information dialog box will close, the user ID and lockout information will audit to a report, the user can perform the over-the-counter transactions, and all back-office transactions will be allowed.
Alert-Freeze	Enter a message, require that the user acknowledge that they read the message, and freeze the account so that all online and back-office financial and non-financial transactions may be prevented. The freeze displays on the Member Information dialog box that appears when you look up a member. Once the freeze is acknowledged, the Member Information dialog box will close, the user ID and freeze information will audit to a report, and all online and back-office financial transactions (except dividends) and non-financial transactions will be prevented. When an account is frozen, most online financial and non-financial transactions are not allowed, except for the following: A user may return an ACH or share draft item; however, fees cannot be assessed without removing the freeze. A collection officer can add a note to the member’s account. A user may add, maintain or delete a note, warning or alert if they have the proper security permission. A share draft item that exceptions due to an Alert-Freeze will appear on the Share Draft Exception Items window and Share Draft Posting/Exception Report 450 with exception code FZ – Member Account is Frozen. You can define a default return code for the FZ exception code on the Customized Share Draft Exception Processing window. An ACH item that exceptions due to an Alert-Freeze will appear on the ACH Exception Items window and ACH Posting/Exception Report with exception code EFZ – Member Account is Frozen. You can define a default return code for the EFZ exception code on the Customized ACH Exception Processing window. Any back-office transactions that reject due to a member freeze will appear on the appropriate report with an exception code or remark code of FZ. The 583 Report will display the item with exception code 75. The freeze must be removed to allow online and back-office financial and non-financial transactions to process.

Once a warning or alert has been added to a member account, you must acknowledge it on the Member Information dialog box that appears when you look up a member. To acknowledge a message, select the Ack check box for each warning and alert, then click the Acknowledge button.

If you manually display the Member Notifications and Alerts dialog box, notes, warnings lockouts and freezes will display, but you are not required to acknowledge or override the message. Users cannot prevent warnings and alerts from appearing on the Member Information dialog box, regardless of the settings on the User Profile – Popups tab. If only notes exist on a member’s account, the Ack check box and Acknowledge button will be disabled and the Cancel button will change to a Close button.

When you acknowledge a warning or alert-freeze, the Member Information dialog box will close and the user name and the warning or alert-freeze information will be sent to the Warnings and Alerts Acknowledge/Override report.

When you acknowledge an alert-lockout, the User Override dialog box will appear. If the user has a lockout level equal to or greater than the required level to override the Alert-Lockout, they will enter their override password and click OK. If the user’s lockout level is lower than the alert-lockout placed on the member’s account, the user will be unable to override the lockout. If your credit union uses the enhanced override option, another user in the override group (one with a high enough user lockout level) can override the lockout or the user can request a remote override. A user will only appear in the Override User drop-down list if they are a member of the override group and their user lockout level is high enough to override the Alert-Lockout. The override user name will be followed by their user lockout level.

If your credit union uses Member-Level Warnings and Alerts and the System-Generated Alerts check box is selected on the Credit Union Profile - Products & Services tab, system-generated warnings will appear in the Notes, Warning and Alerts grid on the Member Information dialog box and the Notes/Alerts tab when a member’s address is invalid or a driver’s license or identification has expired. You must acknowledge the warnings before you can access the member's account information. You cannot maintain or delete these system-generated warnings using the Notes/Alerts tab. The following system-generated warnings can appear

• $$01 - Invalid Primary Address
• $$02 - Invalid Alternate Address
• $$04 - ID has Expired

The invalid address warnings appear when the Address is invalid check box is selected on the Contact Information tab. The warning will automatically be removed when the Address is invalid check box is unchecked.

The expired ID warning is based on the ID Expiration field on the Contact Information tab. If the ID expiration date is reached, Portico will add the warning to the Notes, Warning and Alerts grid during the nightly back-office cycle. The warning will be removed automatically in the nightly back-office cycle after you update the ID Expiration field on the Contact Information tab. If the ID Expiration field is blank or 999999, Portico will not evaluate the ID expiration date and will not display the warning message.

A Notes dialog box will appear if you clicked the Notes icon button. The Notes grid on the Notes dialog box displays the reference ID, first 40 characters of the member note, priority modified date and expiration date.

To access and maintain a member's notes, users must be assigned to one of the following pre-defined security groups or you can create your own security groups. You can add these permissions to a credit union-defined security group using the window.

Permissions	Security Groups
MbrInfo - Notes - View Only	Teller - Basic Teller - Advanced Member Services - User
MbrInfo - Notes - Maintain Notes	Teller - Advanced Member Services - User
MbrInfo - Notes Warnings Alerts - Maintain Warnings	Warnings and Alerts – User
MbrInfo - Notes Warnings Alerts - Maintain Alert Freeze	Warnings and Alerts – User
MbrInfo - Notes Warnings Alerts - Maintain Alert Lockout	Warnings and Alerts – User

If a user can view a member note, then they can view a warning, alert-lockout and alert-freeze.

General Ledger Effects: none

Related Reports:

• Non-Financial Transaction Register Report 030 (if maintained)
• Notepad Report 180

The system purges all notes in the notepad file when the system date is greater than or equal to the date in the Expires column. The system will purge a member with existing notes. The system purges the notes when the member record is purged.

The Member Notepad field on the Member and Transaction Statistics window displays the total number of notes outstanding.

If you change the member's account number, the system transfers the notepad record to the new account number.

You can delete a member number with the Member Delete dialog box if a notepad is the only record that exists for the member.

Portico Host: 800, 145, 148, MINQ (18B)