NotePilot by Vitix – Admin Guide

Admin User Guide
๐Ÿ› ๏ธ Admin Guide: How to Add Notes & Tasks
Getting Started
  • Use the sidebar to navigate between Dashboard, Products, Orders, Customers, Collections, Team Notes, Analytics, and this User Guide.
  • Click + Add Note to create a new note or task.
  • Use the Manage Projects button to organize your work into projects.
Notes & Tasks
  • Adding Notes: Fill in the note details, select the resource type, and assign a project if needed.
  • Status: Set the status to “In Progress”, “Not Completed”, or “Completed”.
  • Editing/Deleting: Use the actions in the notes table to edit or delete notes.
  • Filtering: Use the filters above the notes table to search by project or status.
Projects
  • Manage Projects: Add, edit, or delete projects from the Manage Projects modal.
Analytics
  • Note Activity Overview: View total notes created and breakdown by resource type.
  • Task Status Breakdown: See total tasks, completion rate, and overdue tasks.
  • Filter Analytics: Use the dropdown to filter analytics by today, week, month or year.
Tips
  • Use the search box to quickly find notes by resource or content. You can also combine filters such as Project and Note Status along with the search box to refine your results.
  • Utilize the Projects feature to organize your workflow and track ticket progress more effectively. Each project can represent a different stage in your process. For example:
    • ๐Ÿ“ฅ New Store Backlog Tickets โ€“ Initial ideas, unreviewed tasks, or tasks that didnโ€™t pass a workflow stage.
    • โ“ Need More Information โ€“ Tickets requiring clarification or input
    • ๐Ÿงช UAT โ€“ Tasks under User Acceptance Testing
    • โœ… UAT Approved โ€“ Successfully tested and ready for release
    • ๐Ÿš€ Release 2025 โ€“ Final release-ready tasks
    As a task progresses, simply move it from one project to another. For instance, if a team member needs more clarity on a task, move it from New Store Backlog to Need More Information. Once resolved, continue moving it forward to UAT, UAT Approved, and finally Release.
    Attach images to notes
  • Check the created and updated times under “View Notes” to better understand note history.
  • All times are shown in your store’s timezone.
  • For help or any suggestion, contact : contact@vitix.in
๐Ÿ“ Editable Attributes for Notes & Projects
Entity Attribute Editable? Notes
Note Status โœ… Yes Can switch between “In Progress”, “Completed”, etc.
Note Project โœ… Yes Can reassign a note to a different project.
Note Expected Completion Date โŒ No Set only during creation to maintain task timeline integrity. If a new date is needed, consider duplicating the note with a new deadline.
Note Remark โœ… Yes Free text, update progress or context anytime.
Note Tags โœ… Yes Tags can be updated or removed (max 3).
Note Note Description โœ… Yes Detailed description field is editable anytime.
Note Resource Type โœ… Yes Once linked to a product/order/etc., can be changed.
Note Resource ID โŒ No Once linked to cannot be changed.
Project Project Name โœ… Yes Can rename existing projects.
Project Status โœ… Yes Useful for managing project stages.
Project Description โœ… Yes Optional field for project overview or notes.
๐Ÿ›๏ธ Product Note Example
FieldExample Value
Resource TypeProduct
Resource ID849238423
Note DescriptionEnsure product listing reflects eco features and aligns with Earth Day branding. Coordinate with designer for image uploads.
StatusIn Progress
ProjectEarth Day Launch 2025
Expected Completion Date20-06-2025
RemarkUpload final product images.
Tagsimages,launch,priority
๐Ÿ“ฆ Order Note Example
FieldExample Value
Resource TypeOrder
Order Number#1057
Resource ID539847592
Note DescriptionThis order has been delayed by 3 days. Contact ShipRocket for updated tracking info and notify the customer via email.
StatusIn Progress
ProjectCustomer Experience
Expected Completion Date14-06-2025
RemarkFollow up with ShipRocket on delay.
Tagsshipping,urgent,support
๐Ÿ‘ค Customer Note Example
FieldExample Value
Resource TypeCustomer
Customer NameJane Doe
Resource ID403290482
Note DescriptionJane is a returning VIP customer. Include a handwritten thank-you note and apply a 10% loyalty discount manually.
StatusIn Progress
ProjectLoyalty & Retention
Expected Completion Date15-06-2025
RemarkAdd custom “Thank You” card.
Tagsvip,loyalty,customization
๐Ÿ—‚๏ธ Collection Note Example
FieldExample Value
Resource TypeCollection
Collection NameSummer Sale 2025
Resource ID98234902
Note DescriptionEnsure banners highlight up to 50% off. Countdown timer should sync with campaign end date. Test mobile layout before publishing.
StatusIn Progress
ProjectSeasonal Promotions
Expected Completion Date18-06-2025
RemarkUpdate collection banner and timer.
Tagspromo,banner,design
๐Ÿ‘ฅ Team / General Task Example
FieldExample Value
Resource TypeTeam
Resource ID(optional / blank)
Note DescriptionEnsure physical stock matches system quantity for high-demand SKUs. Report discrepancies to warehouse manager.
StatusIn Progress
ProjectStock Management
Expected Completion Date22-06-2025
RemarkAudit top 10 SKUs before flash sale.
Tagsinventory,audit,warehouse