Introduction to notes module

The Notes feature helps your team keep important details organized and accessible. Use them to capture meeting takeaways, decisions, and updates so nothing gets lost.

You can add notes from the global notes view or directly inside a record. 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.

Master notes view

• The master Notes view provides a centralized place to view and manage all your notes in one location, without navigating into individual records. It includes tabs for My Notes and Follow-ups, options to add, edit, or delete notes, and displays key details such as author, timestamp, content, and attachments (supports multiple file types such as .jpg and .mp4). Additionally, users can copy the link to the note’s detail page or open the note detail view directly, making it easier to reference or share specific notes without navigating.

Full note view

• 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. At the top, users can optionally add a title to the note to summarize its purpose or highlight key information. This field is not mandatory, but it helps with quick identification. It includes:

  • Linked to – Shows the record the note is associated with (e.g., contact, company, or deal) and allows users to either change the link to a different record or completely unlink the note if needed. This flexibility helps ensure notes remain relevant and correctly attached to the appropriate records, especially when data is reorganized or reassigned.
  • Attachments – List all files added to the note and support multiple formats, including .jpg, .pdf, and .mp4, with a maximum file size of 20MB per attachment. Users can download attachments for offline access or delete them if they are no longer needed.
  • Note details – Displays who created and last updated the note, along with timestamps.
  • Top bar actions – Quick actions to manage the note:
    • Edit – Allow users to update the note’s content and formatting. While editing, users can customize the text using rich formatting options such as bold, italic, underline, strikethrough, insert hyperlinks, and add ordered or unordered bullet lists. This helps maintain clarity and structure, especially for notes that require detailed instructions or follow-up actions.
    • Delete – Permanently removes the note from the system. This action is irreversible and unlinks the note from any associated records. Use this option only when the note is no longer needed, as it cannot be recovered once deleted.
    • Copy link – Allow users to copy the direct URL of the note’s detail view to their clipboard.
    • Flag for follow-up – Mark for later action (if enabled).
    • View timeline – See the history of changes, including edits and attachment updates.

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.

Steps to add a note

1. Add a new note
   • Go to Activities > Notes from the left side bar or open the Notes tab from any record (Deal, Contact, or Company) or use the Notes option in Call Logs.
   • Click Add Note (Shortcut: A + N).
   • Type your note in the content area.
   • Optionally, Add a title, use formatting tools (bold, italic, and lists), and attach files using the attachment icon.
   • Use the Link to: Add option to associate the note with one record (e.g., Contact, Company, Pipeline, Task, or Event).
   • Click Add to save the note. Use Cancel to discard changes.

2. Flag for follow-up

   • After adding a note, use the Follow-up tab or flag option to mark it for future attention.

3. Edit or delete a note

   • Hover over the note and click the three-dot menu.
   • Select Edit to update content or attachments.
   • Select Delete to remove the note permanently.

4. Share a note

   • Use the Copy Link option from the note menu to share it via email, tasks, or chat.

5. View note history

   • Click View Timeline from the note menu to see all changes, including edits and attachment updates.

6. Link to a record

   • While creating or editing a note, use the Link Record option to associate it with one record (Contact, Company, Pipeline, Task, or Event).

7. Edit tags

   • After saving a note, click the action menu next to the note content and select Edit tags.
   • Choose from existing tags to categorize the note.
   • Click Update to save changes or Cancel to discard.

If you do not have access to the Notes Module, please contact your system administrator to request the necessary permissions.

Tips for better notes

• Use a clear lead sentence so the first line is meaningful in list views.
• Attach supporting files for faster context transfer.
• Prefer record-linked notes when the context belongs to a specific Deal, Contact, or Company.
• Use Flag for follow-up on notes that require action.

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Frequently asked questions (FAQs)

Can I leave the note title blank?

Yes. If left blank, the detail page shows “No title”, and the Notes section hides the title.

Can I restrict who can view a note?

Yes, access to notes is granted if you created the note or can view its associated record, and module access can be controlled through permission sets.

What file types can I attach to a note?

You can attach the most common file types. Make sure the file size follows your workspace limits. If you see an error, try reducing the file size.