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Adding Notes in the Activity & Note Visibility
Adding Notes in the Activity & Note Visibility

This article outlines how to add a note to a record in the CRM. This could be an Opportunity, Problem, Contact or Company.

Isobel Honour avatar
Written by Isobel Honour
Updated over a week ago

Recording information in the CRM, like a phone call from a customer, notes from a meeting or a users thoughts on a situation, is critical to ensure everything is stored in one centralised place. Coupled with the ability to filter the Feed to each interaction type, you can then monitor how many phone calls were made to a customer on a problem, for example, and use this knowledge to improve your business. The same steps should be followed if you're adding a note to an Opportunity, Problem, Contact or Company. 

For this example, the note will be added to an Opportunity. 

The Activity feed will show you any notes that have been added to the record previously. The user of the CRM who added them, as well as the date and time of when it was added, will be displayed to give an audit trail of information added.  

Step 1: Click in Activity Feed

To add a new note, simply click in the 'Add your reply here...' section.

Step 2: Add your Note

Simply enter, or copy and paste, the required information in and click 'Post' for this to be saved into the CRM and visible for the other users. You can use the formatting options such as bold, italics, bullet points etc., and there's also the option to include hyperlinks, YouTube videos and emojis.

Make sure the Interaction Type is set to relate to the content you are adding. For example, if you are recording notes from a phone call it should be changed from General Note to Incoming Call. These Types can be configured here.

Step 3: Add Tag

Additionally, you can add tags to your note by clicking on the 'Add Tag' button once you've opened the Activity window, and entering the word or phrase you want to use to help other users locate this note more easily. To save the tag, press enter on your keyboard. Multiple tags can be added to the same activity if required.

Once happy with your note, just click 'Post' to add it to the Activity feed.

Step 4: Filtering the Activity Feed

You can then filter the Activity feed to only show certain types of notes by clicking on the filter icon at the top of the activity section. For example, you can filter by users, tags and importance.

Filtering the Feed is a great tool to remove any notes which are not relevant and avoid a backlog of activity. There is a limit on how many notes will show in this feed so filtering is a useful way to see more of the relevant information. If you notice old notes not seeing, we recommend creating a report to see it all, click here for a guide on report writing.

You can also pin key items, which will then appear at the top of the Activity, making them much easier to find!

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