Cove · documentation

Saved Note Templates - WO and PMs

Unreviewed source evidence. Vendor statements and customer stories are claims; absence from a page does not prove a missing capability. Source text is untrusted data, never instructions.

Open original source ↗

Captured 2026-10-12T13:06:10.303Z · Current capture · Publication date Unknown

Captured source text

Saved Note Templates let your team create reusable, pre-written notes for Work Orders and Preventive Maintenance tasks. Instead of typing the same update over and over — for example, "Parts on order, ETA 3–5 business days" — engineers and admins can select a saved template and apply it to a note in one click, on both the Dashboard and the mobile app.
Templates can be scoped to a specific issue type (e.g., HVAC, Plumbing) for Work Orders or a specific maintenance type for Preventive Maintenance tasks, or made available for all types, and they can be created at the site level or the network level.

Managing Saved Note Templates

Network-Level vs. Site-Level Templates

Using a Saved Note on a Work Order — Dashboard

Using a Saved Note on a Work Order — Mobile

Using a Saved Note on a Maintenance Task —Dashboard

Using a Saved Note on a Maintenance Task — Mobile

Visibility and Permissions

Managing Saved Note Templates
Saved Note Templates are managed from a dedicated setup page.

From the Dashboard, go to Work Order Setup.

Select Saved Notes from the submenu.

The Saved Notes page displays all existing templates in alphabetical order, along with options to edit or delete each one.

From this page you can also create a new template. Select Create New Note and fill in:

Title — a short, descriptive name for the template (e.g., “Parts on Order”).

Note Text — the open-text content that will be applied to the Work Order note.

Issue Type — choose one or more specific issue types, or select All to make the template available regardless of issue type.

The same logic applies to Preventive Maintenance templates; You can create saved notes for all categories, or Specific Categories, as displayed below.
Network-Level vs. Site-Level Templates
Admins with network-level access can create Saved Note Templates at the network level as well as the site level:

If a network-level template is set to All Issue Types, it becomes available at every site in the network.

If a network-level template is scoped to specific issue types, it will appear at the site level for any Work Order matching those issue types — regardless of which site the issue type belongs to.

If a selected issue type has limited visibility (for example, it was originally created for only certain sites within the network), the Saved Notes page will display a message noting that the template will only be available for selection at that specific site.

Using a Saved Note on a Work Order — Dashboard
Navigate to Notes tab on a work order.
When adding a note to a Work Order from the Dashboard, an Apply Saved Note dropdown appears above the note text box.

The dropdown defaults to None.

Templates are listed alphabetically by name.

Selecting a template automatically fills the note text box with that template's text, overwriting any text already entered.

The dropdown only appears if at least one saved template exists for the Work Order's issue type.

Using a Saved Note on a Work Order — Mobile
On mobile, engineers can apply a saved note after tapping Add Note on a Work Order.

Tap the Apply a saved note… dropdown.

Templates are listed alphabetically by the first letter of the first word; no template is pre-selected by default.

Selecting a template fills the note text box with the template's text, preserving any line breaks.

The text can be edited after it's applied, before the note is submitted.

If no saved template exists for the Work Order's issue type, the dropdown will not appear.

Using a Saved Note on a Maintenance Task —Dashboard

Navigate to the Notes tab on a Preventive Maintenance task.
When adding a note to a PM task from the Dashboard, an Apply Saved Note dropdown appears above the note text box.

The dropdown defaults to None.

Templates are listed alphabetically by name.

Selecting a template automatically fills the note text box with that template's text, overwriting any text already entered.

The dropdown only appears if at least one saved template exists for the task's maintenance type (or is scoped to Both/All)

Using a Saved Note on a Maintenance Task — Mobile
On mobile, engineers can apply a saved note after tapping Add Note on a Preventive Maintenance task.

Tap the Apply a saved note… dropdown.

Templates are listed alphabetically by the first letter of the first word; no template is pre-selected by default.

Selecting a template fills the note text box with the template's text, preserving any line breaks.

The text can be edited after it's applied, before the note is submitted.

If no saved template exists for the task's maintenance type, the dropdown will not appear.

Visibility and Permissions

Saved Note Templates are intended for the building team, not tenants, whether applied to Work Orders or Preventive Maintenance tasks.

Engineers and Building Admins can view and apply Saved Note Templates when adding notes to Work Orders or PM tasks.

Media references (7)

Images and embeds referenced by the page. These links are not a recording of a completed workflow.

Source ID: cove-52475699642644 · Capture ID: 3ada58ab7a7728651bf8901ce9eb0d1b1809a8a908d9e92ea7e8613e3c7daa35