Introduction to Notes

The Notes feature help your team keep important details organized and accessible. Use them to capture meeting takeaways, decisions, and updates so nothing gets lost.
Each note can include text, attachments, and links, and you can track changes through the timeline. If something needs attention later, simply flag the note for follow-up.

Use cases

Centralizing meeting takeaways

Document meeting outcomes, next steps, and blockers on the deal to keep context tied to the pipeline.

Capturing discovery notes on contacts

Log qualification details on the contact so marketing and success teams have full context.

Audit and coaching notes on calls

Managers add brief coaching notes linked to call activities. The View timeline option shows when content changed and by whom.

Accessing notes

You can access notes from multiple places depending on your workflow:

From the Activities module

1. Navigate to Activities > Notes from the left sidebar. From here, you can add and manage all notes in one centralized location.
2. Use tabs such as My Notes and Follow ups to stay focused.

From record detail pages

1. Open any contact, company, task, event, or pipeline record.
2. Go to the Notes tab to see notes specific to that record, ensuring context stays tied to the right entity.

Adding notes

You can add notes in several ways, depending on where you’re working:

Use the global Add Note icon

Click the icon available in the top right area of a page. This is ideal for quickly capturing information from anywhere in the application.

Use the keyboard shortcut

Press A + N to instantly open the add note editor. Best for power users who want speed.

From the Activities module

1. Go to Activities > Notes from the left sidebar.
2. Click to create and manage notes in bulk or without leaving the Notes module.

From a record’s Notes tab

1. Open a record (Contact, company, task, event, task or a pipeline record).
2. Navigate to the Notes tab and click to keep the note tightly linked to that record.

While creating a note,

1. Add a title and enter your note and utilize the rich text editor options to customize and refine content.

2. Click the icon to add a URL. Update Display text and Title. Optionally, uncheck the Open link in a new window.

3. Click the icon, browse and add the file. Note that maximum file size is 20 MB.

4. Under Link to, connect the note to the relevant record. Click Add then select the module whose record you want to link. Search and select or create a new record and link. Note that when you create a note from a record, the Link to section is unavailable since the note is already linked to that record by default. You can however change and link another record or remove the linkage entirely.

5. Click to save or to discard the note.

The following image shows how to add a note.

Managing notes

Once a note is saved, you can manage it to keep information accurate and useful. Open the note and perform the following actions:

Edit note content

1. Click the three dots at the top-right of the note and select
2. Update details like title, note content, attachments, links.
3. Click to save.

Update linked record

You can update linked record to keep the note tied to the right context.

To link a record for the first time:

1. Hover the cursor over the icon and select Link Record. Alternatively, click the three dots menu at the top right of the note and select
2. In the Link Record dialog, select the module whose record you want to link from the dropdown.
3. Search and select the record or type and create a new record and link
4. Click to save.

To update linkage when a linked record exists:

1. Hover over the icon and click Edit. Alternatively, click the three dots menu at the top right of the note and select
2. In the Link Record dialog, clear the record and save if you want to remove linkage completely or link a different record and save.

Edit tags

Tags help with categorization.

To add tags for the first time:

1. Hover over the icon in the top right of the note and click . Alternatively, click the three dots menu of the note and select
2. Search and select the tag(s) to add by checking the boxes next to the tags.
3. Click to save.

To update existing tags:

1. Hover over the icon in the top right of the note and click Edit. Alternatively, click the three dots menu of the note and select
2. Search and select the tag(s) to add by checking the boxes next to the tags. Uncheck to remove a tag.
3. Click to save.

Copy link

1. Click the three dots menu of the note.
2. Click . This link can be used to view the note content in any browser tab.

View timeline

1. Click the three dots menu of the note
2. Select from the menu
3. View all activities related to the note along with the user who made them and the timestamps.

The following image shows a note’s Timeline.

Delete note

1. Click the three dots menu of the note and select
2. Confirm deletion when prompted.

View details

The full note view gives you complete context for a single note without leaving the page. It displays the note content in a large, readable format and includes several key components. It provides you with the options to manage all the details related to the note in one page.

1. Click the three dots menu of the note and select
2. The page contains the following sections:

Top-bar actions

2. The top-left section contains the title of the note. To update title, click the pencil icon, make changes as needed and save.
3. The top-right section of the page provides options to perform the following actions:

   • Edit note – Click the icon to modify the note as needed and save.

   • Flag for follow up - Click to mark notes that need future attention.

   • View timeline – Click to track all changes, including edits and attachment updates, along with the user who made them.

   • Delete note- Click and select . Confirm action when prompted.

   • Share note- Click and select to share the note.

   • Hide/show sidebar- Show or hide sidebar to control display.

The sidebar actions

• Linked To – View linked record or click Edit to update linkage.
• Tags – Add or update tags as needed.
• Attachments – Add, download, or delete files (Up to 20MB).
• Note details – See who created and last updated the note with timestamps.

The following image shows the full note view.

Tips for better notes

• Start with a clear lead sentence so notes are meaningful in list views.
• Attach relevant files to reduce back and forth.
• Link notes to records whenever context matters.
• Use Flag for follow up for notes that require action.