Free-form client notes you add yourself, plus an automatic activity log of system events for the client. What you see depends on your access level.
Notes vs. Activity Log vs. Emails
The view switcher at the top of the page reveals more options as your access level rises. Level 1–3 only see Notes; level 4 also sees Activity Log; level 5 also sees Emails.
- Notes — user-authored notes on this client.
- Activity Log — a time-ordered audit trail of system events on this client (edits, survey events, alerts, clinical changes, and more).
- Emails — every notification email OutcomeTools has sent on behalf of this client, with the current delivery status from the email provider.
Add a note
- With the Notes view active, click the + button in the toolbar.
- Type your note in the Add Note modal. Notes have no length limit and become part of the client record.
- Click Save.
Notes can't be edited or deleted after they're saved — if you need to correct a mistake, add a follow-up note that references the original.
Filter the activity log
Only level 4+ users see the activity log. Use the filter dropdown to narrow by category:
- Access — user login and client-access events.
- Client Detail — edits to client info and related contacts.
- Surveys — assigned, completed, dismissed, reset, or restored.
- Alerts — triggered, viewed, acknowledged, cleared, reactivated.
- Clinical — episode, program enrollment, and care-team changes.
Selecting multiple categories shows entries from any of them. A Hide Automations toggle (on by default) keeps automation-generated entries out of the log — turn it off to include them.
Read email delivery status
The Emails view (level 5) lists every notification email tied to this client — survey invitations, reminders, alerts, and so on. Each row shows when it was sent, who it went to, what type it was, and a status chip reflecting what the email provider has reported back.
| Status | Meaning |
|---|---|
| Pending | Queued or processing — not yet handed to the provider. |
| Accepted | The provider acknowledged it, but hasn't confirmed delivery yet. This is normal for the first few seconds. |
| Delivered | The recipient's mail server accepted the message. |
| Opened | The recipient opened the email (upgrades from Delivered). |
| Clicked | The recipient clicked a link in the email (upgrades from Opened). |
| Failed | The provider returned a permanent failure (bad address, mailbox full, blocked, etc.). Hover for the reason. The system will not retry. |
Two extra chips can appear next to the primary status: Spam reported if the recipient flagged the message as junk, and Unsubscribed if they opted out. These don't change the delivery state but they tell you to stop emailing that address.
Use this when a respondent says "I never got the email." Open the Emails view, find the row, check the status. Failed with a reason of bouncing usually means a typo or stale address — fix it on the Detail tab. Delivered with no Opened means it's almost certainly in their spam folder.
Which view should I use?
- Use Notes when you want to record an observation, comment, or follow-up about the client that other users should see.
- Use the Activity Log to answer "when did this survey get dismissed?" or "who last opened this client?" — the log records the actor and the timestamp for every action.
- Use Emails when a respondent isn't getting their messages and you need to confirm whether OutcomeTools sent them and what happened on the provider's side.