CRM Notes Association – Link Notes Across Contacts & Opportunities

Connecting Notes to Contacts and Opportunities

Manage your notes more effectively by choosing exactly where they belong. The Notes Association feature lets you link a note specifically to a contact record, an opportunity record, or both. This gives you greater control over your information, keeping notes focused and easy to find.

Why Use Notes Association?

This feature improves how your team organizes and accesses information.

• Targeted Documentation: Keep notes about a sales deal separate from general client history.
• Flexible Linking: Decide if a note is relevant to just the contact, just the opportunity, or to both.
• Better Organization: Reduce clutter by separating different types of conversations.
• Quick Filtering: Instantly view only the notes you need based on their association.

Enabling the Feature

Before you can use this feature, it must be activated from the Labs section of your settings.

1. Go to your Subaccount.
2. Select Settings from the left-hand menu.
3. Click on the Labs tab.
4. Toggle the Opportunity Notes feature to the ON position.

Creating a Note with an Association

When you add a new note, you can specify which record it should be linked to.

1. Open a Contact or Opportunity record.
2. Click on the Notes tab.
3. Click the + Add Note button.
4. Type the content of your note.
5. Use the Associate With dropdown menu to select an option:
   • Contact
   • Opportunity
   • Both
6. Click Save to store the note with its chosen association.

Filtering Your Notes View

You can filter the notes list to show only those linked to a specific entity.

1. Navigate to the Notes tab on a contact or opportunity page.
2. Click the Filter icon.
3. Select the view you want:
   • All Notes
   • Contact-only Notes
   • Opportunity-only Notes
   • Notes associated with both

Where to View Associated Notes

Notes are visible from the records they are linked to, providing the right context.

• From a Contact view, you will see notes linked to that contact, including notes also linked to an opportunity.
• From an Opportunity view, you will see notes that are specifically associated with that opportunity.

Frequently Asked Questions

Will my existing notes be changed?
No. All notes created before enabling this feature will remain as they are. The new association options only apply to notes created after the feature is enabled.

Can I link one note to multiple contacts or opportunities?
Currently, a single note can only be linked to one contact and one opportunity at a time.

Is this feature available everywhere?
This is a Labs feature and must be enabled for each subaccount individually via Settings > Labs.

Can I change a note's association after saving it?
Not at this time. To reassign a note, you would need to create a new copy of it and set the desired association.

Is this feature available on the mobile app?
Mobile app support is planned for a future release.

What happens to notes if a contact or opportunity is deleted?
A note is only permanently deleted if every single contact and opportunity it is linked to is also permanently deleted. If at least one linked record remains, the note will be preserved.

Next Steps

• Enable the Opportunity Notes feature in your subaccount's Settings > Labs.
• Train your team on when and how to use the different association options.
• Review your current note-taking process to decide which notes should be contact-specific, opportunity-specific, or shared.
• Use the filtering options to quickly find the notes you need.