Note Flagging

Note flagging watches the case notes your team writes and flags any that mention things you want a coordinator to review — behaviours of concern, medication issues, safeguarding, and so on. You set this up by creating note checkers, each one a set of rules that decides when a note should be flagged.

Where to find it

Note checkers are managed under Settings → Note Flagging. From here you can see your existing checkers and add a new one. Creating and managing checkers requires the relevant note checker permissions, so the page is generally available to Admins.

Creating a keyword note checker

A keyword note checker flags a note whenever it contains the words or phrases you've defined. To create one, open Note Flagging and add a new checker. You then have two ways to fill it out — start from a ready-made template, or build the keyword groups yourself.

Start from a template

Rather than typing every term from scratch, you can Start from a template at the top of the form. Astalty ships with six ready-made templates covering common areas of concern:

• Behaviour Concerns
• Aggression & Violence
• Substance Abuse
• Self-Harm & Suicide Risk
• Medication Issues
• Safeguarding & Abuse

Selecting a template pre-fills the checker for you:

• the Name (which you can change),
• the note sources it applies to — both Support notes and Task notes, and
• a starting set of keyword groups.

Each template also brings a list of suggested keywords you can add with a click (see below). Templates are just a starting point — everything they fill in can be edited, added to, or removed before you save. Clearing the template selection resets the form back to a blank checker.

How keyword groups work

Keywords are organised into groups, and the rule is:

A note is flagged if it matches any group. Within a group, all keywords must appear.

In other words, groups are joined with OR and the keywords inside a single group are joined with AND. This lets you combine broad single-word triggers with more specific multi-word combinations. For example, a group containing both property and damage only flags notes that mention both words, while a separate group containing just absconded flags any note using that word on its own.

Use Add another group to create more groups, and remove a group with the cross next to it. You also choose which note sources the checker applies to — Support notes, Task notes, or both.

Suggested keywords

Below the keyword groups you'll see a row of suggested keywords — extra relevant terms offered as clickable chips, so staff don't have to remember every term that's worth watching for. Click a suggestion to add it, and it's added as its own keyword group. A suggestion made up of more than one word (for example, physical altercation) becomes a group that requires all of those words to appear together.

Once you've added a suggestion it drops off the list, so the chips always show only the terms you haven't used yet. When the checker looks right, save it and it starts flagging matching notes from that point on.

AI note checkers

Where the AI feature is enabled for your account, you can also create an AI note checker instead of a keyword one. Rather than matching specific words, you describe what to flag in plain language and an AI agent reviews each note against those criteria. Templates and suggested keywords apply to keyword checkers only.