Notes
You can add Notes to records throughout your CRM to store details about your activities so that the information is accessible to other users.
This page will take you through the available features of Notes in your CRM.
Where you can use Notes
The Note function is available in the following modules of your CRM: Contacts, Companies, Opportunities, Quotes, Orders, Invoices, Outbound Shipments, Stocktakes, Stock Transfers, Stock Transfer Shipments, Requests For Quote, Purchase Orders, Supplier Bills, Inbound Shipments, Supplier Companies, Supplier Contacts, Campaigns, Tickets, Projects, Jobs and Training Courses.
Where your Notes will appear will depend on where you create them:
- From List View in most modules: if you create a new Note from List View in any module, it will only be linked to the Contact and/or Company record/s you select when you are creating the Note. There will be a button on the module toolbar in List View where Email is available.
Module list view Toolbar
- Directly from a record in most modules: if you create a new Note directly from a record in any module of CRM, it will apply to both the record you are in, as well as the Contact and/or Company record/s you select when you are creating the Note. For example, if you created a Note from an Invoice record and selected a Company and/or Contact to link it to, the Note will show up on all three timelines (i.e. the Invoice, Company and Contact timelines). There will be a button on the record toolbar where Email is available.
Module record toolbar
Selecting a Contact and Company for a Note to apply to
When you create a new Note and select a Company to apply it to, the system will automatically populate the Contact drop-down field with people that are linked to the Company record.
From a record Timeline
When you create a Note from anywhere within CRM, an activity is automatically created on the associated record/s in the Timeline area, forming part of the record history.
The Company and/or Contact that you chose when you created the Note will determine which record Timeline the Note will be visible on. The following example shows the Timeline on a Contact record.
A Contact Timeline showing the activity history
From the Calendar module
You can also view all the Notes that have been created from anywhere in your CRM from a single point, by using the Calendar module in List View.
Accessing the Calendar module
Once in List View, you will see a list of Activities from all over your system – you can then refine what you see by using the filters and search boxes.
Calendar module in List View showing Activities – you can filter your view or search for particular criteria
Hovering over a Note on a Timeline will give you the option to edit or delete the Note.
Hover over a Note on a Timeline to reveal the edit and delete options
The Note form includes a formatting toolbar, providing you with the ability to customise your note body with the following features. Hovering over each of the buttons will reveal a description of the button function.
- Font – choose a font and size and have the option to apply bold, italics, underline or strikethrough to the text and change the colour.
- Text format – increase/decrease indent, add a numbered or bullet point list, align text to left, centre, right or justify.
- Email format – choose a background colour from the palette.
- Insert an image – from either a URL or file upload.
- Add or remove a link – available for URL, email, phone or link to an anchor in the note text.
Email formatting toolbar
Rather than typing a Note, you can use the native voice transcription feature to turn your voice into text. While you are speaking, the system will record your audio and you will have the option to save the recorded audio as an attachment so that it will form part of the Note activity on the applicable record Timeline.
To begin voice transcription, press the microphone icon when you are creating a new Note and start talking – the system will begin transcribing your speech (there may be a slight delay in the text appearing in the note body).
Click the microphone button to begin Note transcription
If your browser does not already have permission for the CRM CRM to use your microphone, a prompt will display and you will need to choose Allow.
Example of browser permission to enable a microphone
When the voice transcription starts, the microphone icon changes to a square – click on the square to stop the voice transcription.
The microphone icon changes to a square when voice transcription starts
When you end the voice transcription, you will have the option to save your recorded audio as an attachment to the Note activity, or select Cancel to abandon the recording.
Choose whether to save the transcription audio file
If you choose to save the audio file, you will see it attached to the Note – click Save.
An audio file attached to a new Note
You can now edit any of the text that has been transcribed before you save the Note.
Rather than typing a Note, you can record and attach an audio file instead of, or in addition to typed text.
To record an attach an audio file to your Note activity record, just click on the microphone button and the recording will immediately start. If you are speaking during the recording, the voice transcription feature will automatically commence and start turning your speech into text within the note body.
Click the microphone button to begin recording a Note
If your browser does not already have permission for the CRM CRM to use your microphone, a prompt will display and you will need to choose Allow.
Example of browser permission to enable a microphone
When the recording starts, the microphone icon changes to a square – click on the square to stop recording audio.
The microphone icon changes to a square when recording starts
When you stop recording, you will then be prompted to save the audio file. If you are not happy with it and would like to start again, simply choose Cancel and you will return to the Note form.
When you stop recording, you are prompted to save the audio
When you click OK to save the audio file, you will see it attached to the Note – click Save.
An audio file attached to a new Note
You can then delete the transcribed text from the message body if you do not want to include it in the body of your Note.