Add comments to the grid
Comments are annotations you can add to the grid from the Grid Actions tab of the ribbon.
A Cell Comment can be added to specific rows.
A Column Comment is added dynamically to all rows.
Both comment types can be Permanent or Temporary.
Various combinations result in 4 types of comments you can use. Each one has its pros and cons depending on the intended use.
See the table that follows for a brief summary.
Apply filters, sorting, formatting
Comment values can be filtered, sorted, grouped like those of regular columns.
You can even apply conditional formatting on Temporary Column Comments to add a visual effect to your saved custom view.
How to use Comments
Cell (default) Value or Javascript formula is applied on selected rows in the column. | Column Value or Javascript formula is applied dynamically on the column. | |
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Permanent (default) Remains until you choose to delete it. Shown in every view. Can be shared (public). |
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Temporary Remains until you close the window. |
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Ex. 1 - Create a todo list or add sticky notes
Permanent Cell Comments - perfect for reminders!
Need to keep track of specific users? Add permanent cell comments as reminders directly in the grid. You can also make them public to collaborate with teammates — everyone can contribute their own notes for each user.
In this example, we’ll add a note to remind ourselves to review certain users later, while allowing teammates to include their own comments.
Expand the section below to view the steps for creating shared, permanent cell comments for selected users.
Select users and click the Add & Edit Comments button in the Grid Actions tab of the ribbon, or the first submenu item Add or Edit Cell Comments.
Enter the column title.
Enter the note
Make the comment public.
Choose a cell colour, and click Apply.
Ex. 2 - Compare Email to the User Principal Name
Temporary Column Comment - save it in a custom view!
Want quick access to calculated values without cluttering your grid? Use temporary column comments and save them in a custom view you can easily reuse or schedule directly from the Quick GridView.
In this example, we want to verify that each user’s email address matches their username.
Expand the section below to view the steps for creating a temporary column comment in Users that compares the values in the ‘Email’ and ‘Username’ columns for each row.
Select any cell and click the submenu item Add or Edit Column Comments from the Add & Edit Comments button in the Grid Actions tab of the ribbon.
Enter the column title.
(Optional) Make the column comment temporary in order to save it in a custom view.
Click on the icon to use a formula and enter the following JavaScript to compare the values and return “No email” if there is no email to compare, “Same” if the username and email match, and “No” if they do not. If you click on the eye icon, you’ll see the calculated value for the top row.
!('#mail#')
? 'No email'
: ('#userPrincipalName#' === '#mail#' ? 'Same' : 'NO')Choose a colour for every cell in the column, and click Apply.
Ex. 3 - Transform telephone numbers to a standard format (to export and update)
Temporary or Permanent Column Comment - export and update users
Need to ensure phone numbers are correctly formatted for email signatures? Use column comments to transform numbers into a standard format, export the results to Excel, and update users’ information from the file in sapio365.
In this example, we’ll use a JavaScript formula to reformat existing phone numbers into a standard structure, ready for a quick user update from a file in sapio365.
Expand the section below to view the steps for creating a column comment in Users that standardizes the phone number in each row.
Select any cell and click the submenu item Add or Edit Column Comments from the Add & Edit Comments button in the Grid Actions tab of the ribbon.
Enter the column title.
Click on the icon to use a formula and enter the following JavaScript to standardize North American numbers to the (123) 456-7891 format. If you click on the eye icon, you’ll see the calculated value for the top row.
var x = '#mobilePhone#';
x = x.replace(/\D+/g, '')
.replace(/(\d{3})(\d{3})(\d{4})/, '($1) $2-$3');Choose a colour for every cell in the column, and click Apply.
Export to Excel to use in Updating Users from File.
See a history of comments
A history is kept of all Cell comments which can be managed via the View All button. This includes the options to search, edit and delete.
Note that history is not available for Column comments.
You an access the full Comment History (all users' comments) if you have enabled collaboration for your sapio365 license.
Permanent comments can be kept as a to do list, or to help identify items that require attention.
Can be set to Shared - turning sapio365 into a workspace for your team
History of all comments
Search - quickly find specific comments
Use formulas to easily pull in data from other columns (JavaScript)
Color code specific comments
Manage a list of all comments with search, edit and delete.