How to Create a Template That Captures the Right Notes
Templates are a powerful way to organize your notes and ensure the right information is included in your documents. To make the most of your templates, you need to align their structure with the way your notes are categorized by topics and subtopics. Let’s break down how to set up your template effectively, with examples like Tax: Client To-Do, Tax, and Tax: Action Items.
Understanding the Relationship Between Templates and Notes
Templates filter notes based on their topics and subtopics. Here’s how this relationship works:
General Topics
A general field in the template (e.g.,
Tax) will only include notes labeled with that topic without subtopics.If your notes include subtopics (e.g.,
Tax: Client To-Do), they won’t appear under a general field unless explicitly defined in the template.
Topics with Subtopics
A specific field in the template (e.g.,
Tax: Client To-Do) will only include notes that match this exact topic and subtopic combination.Notes with other subtopics (e.g.,
Tax: Action Items) will not appear unless those subtopics are also added to the template.
Examples of Template Fields and Included Notes
Example 1: General Topic
Template Field:
TaxIncluded Notes: Notes labeled
Tax(no subtopics).Excluded Notes: Notes labeled
Tax: Client To-Do,Tax: Action Items.
Example 2: Specific Subtopic
Template Field:
Tax: Client To-DoIncluded Notes: Notes labeled
Tax: Client To-Do.Excluded Notes: Notes labeled
Tax,Tax: Action Items.
Example 3: Multiple Fields for Comprehensive Coverage
Template Fields:
Tax,Tax: Client To-Do,Tax: Action ItemsIncluded Notes:
General notes:
TaxSubtopic-specific notes:
Tax: Client To-Do,Tax: Action Items.
Excluded Notes: Notes with unrelated topics (e.g., Business Planning or Education).
Template:
Output:
How to Set Up Your Template
Identify Your Notes’ Categories
Review how your notes are labeled, such as
Tax,Tax: Client To-Do, andTax: Action Items.
Define Your Template Fields
Add a field for the general topic (e.g.,
Tax) to capture broad notes.Include fields for specific subtopics (e.g.,
Tax: Client To-Do,Tax: Action Items) to pull in relevant details.
Test the Template
Check that all the expected notes are appearing in your document.
If some notes are missing, adjust the template by adding or refining fields.
Practical Example in Action
Notes Categorization:
Note 1: Labeled
TaxNote 2: Labeled
Tax: Client To-DoNote 3: Labeled
Tax: Action Items
Template Fields:
TaxTax: Client To-DoTax: Action Items
Results:
Included Notes:
General notes:
TaxSubtopic-specific notes:
Tax: Client To-Do,Tax: Action Items.
Excluded Notes: Notes outside the
Taxtopic.
Tips for Success
Be Specific: Add fields for all the topics and subtopics you want included in your document.
Test Regularly: Verify your template works as intended and adjust as needed.
Stay Organized: Use consistent labeling for topics and subtopics in your notes.
Final Thoughts
By carefully structuring your template with fields like Tax, Tax: Client To-Do, and Tax: Action Items, you can ensure the right notes are included in your documents. This level of customization helps streamline your workflow and keeps your work organized and efficient.