Selectively sync comments and work notes to external system

[John Doe3]

Hello all, I am doing some integration works with an external system. The idea is this: users create comments/notes for a case/task in the Workspace, ideally with some forms of marker/identifier, and the background task would send `marked` notes to the external system. The challenge is that the journal field is only a plain text fields without any marking capability, so I can only send all the notes of a case. I thought about asking users to put some prefix into the note body as identifier, but this could be unreliable because users could forget to do so. Is there any existing feature I could use to mark notes and comments? 

[Sandeep Rajput]

@John Doe3 You can create a custom field (true/false) on the table and put it below the worknote section. If user chooses to check this marker field, you can add a prefix via script in the work note and later sync such worknotes (with prefix) to the external system.

[John Doe3]

Thanks Sandeep, I can see this could be a solution. Do you see alternatives that don't require table changes? 

[Sandeep Rajput]

@John Doe3 Could you please specify what is the criteria to mark a work note in your implementation. Is it user dependent (where only user can mark a worknote for syncing) or a worknote with some special keywords can be also be marked via script?

If it is user dependent then you might look for the client script where you can show a confirmation alert to check if the user wants to mark the recent worknote or not. 

If marking is not dependent on the user, and it is done on the basis of the keywords used in the worknote  then they can be marked using a business rule.

[John Doe3]

This will be users dependent action. It sounds like this use case must involve some table changes?