You can use Contact Notes to track and record a wide range of things, such as tasks (e.g., phone call, meeting, customer visit, delivery, etc.) and useful information (e.g., customer feedback, customer information, product details, etc.).

If a reminder date is set, you'll get an email notification. 

You'll also see contact notes with a reminder date for the current week under the action board. 

Chapters: 

• Create a Contact Note & Add Information
• Editing Contact Notes
• Defining Contact Note Values (for admins)
• Getting Notifications 
• Filter Options on the Contact Notes Tab
• Track Tasks on the Action Board

Create a Contact Note & Add Information

Go to the Contact Notes tab and click 'Add Contact Notes'. 

Dates

The due date will default to the contact note's creation date. You can change this to a date in the future. 

The email reminder date is the date on which you (or the user you assign the note to; more on this later) will receive an email reminder for this contact note. 

Select the Type

On the Contact note, select the note type in the Type dropdown. The values that appear in this dropdown are configured by in-house users set up as admin. More on this below. 

For example, if you wish to save a task, such as phone call, a meeting task, or a customer visit, select the type that best corresponds to the task.

Likewise, if you wish to save useful information, such as customer, a item information, or a manufacturing schedule, select the type that best corresponds to the information. 

Select the Status

Select the contact note status. The values that appear in this dropdown are configured by in-house users set up as admin. More on this below.

If a task is pending, select 'Pending'. If it's done, select 'Complete'. If it's cancelled, select 'Cancelled'. 

Select a Customer or Lead - Optional 

If the contact note relates to a specific customer or lead, you can select the customer or lead or in question. 

First, select whether the note is related to a customer or lead from the 'Related to' dropdown. 

Then, select the customer or lead in question. 

Enter a Subject & Information

Enter your subject line in the 'Subject' textbox. Enter any relevant information in the notes section. 

Assign the Responsible User - Optional 

By default, the user who create a contact note is user who is responsible for the contact note. 

However, you can assign a contact note to another user. If you wish them to receive a notification, check the 'If assigning this note to users other than yourself, send email to notify them' checkbox. 

Assign a contact note to another user by selecting them under 'Select users below to create this contact note for (your name is selected by default)'

Save Your Contact Note

Make sure to click 'Save' to save your note. 

Editing Contact Notes

You can edit contact notes that are assigned to you by clicking 'Edit' on the Contact Notes tab. 

Please note: You will be able to edit a contact note that your are not assigned to if you are set up as a contact note admin in Maintain Permissions. If you are an in-house user set as admin, click here for more information on this. 

Defining Contact Note Values (for admins)

If you are an in-house user set as admin, you can create the values that appear in the contact note 'Type' dropdown and 'Status' drop-down. 

To create/edit the values that appear in those drop-downs, start by going to the Tools tab and click on 'Configure Portal Dropdowns'. 

To create/edit values that appear under 'Type', select 'Contact Note Type'. There, edit values or create new values. 

To create/edit values that appear under 'Status', select 'Contact Note Status. There, edit values or create new values. 

Getting Notifications 

The user assigned to the contact note will receive an email that they are assigned to that contact note.The user assigned to the contact note will receive an email on the contact note reminder date as well. 

Filter Options on the Contact Notes Tab

On the Contact Notes tab, you can filter contact notes related to leads or customers. 

You can also filter based on Status. 

Look up contact notes by customer or lead name. 

And filter by assigned rep. 

Track Tasks on the Action Board

Contact notes that have a reminder date set to the current week will appear on the Action Board, so you can keep track of what needs to be done.