Using Notes in Custom Objects

Overview

Notes are a powerful tool for capturing essential details, updates, and internal communications directly within your CRM. This feature now extends to your Custom Object records, allowing you to maintain the same rich note-taking experience you use for Contacts. You can add notes directly to objects like properties, cars, or policies, search through them, and apply filters for quick access. Additionally, you can link notes from Contact or Opportunity records to related Custom Objects, ensuring critical context is visible across your entire workflow.

How to Use Notes with Custom Objects

Adding a Note to a Custom Object Record

To create a note directly on a Custom Object:

1. Navigate to the Custom Objects section and select the specific object type you want to work with.
2. Open the individual record you wish to add a note to.
3. From the record details page, locate and open the Notes panel.
4. Click the Add Note button, enter your text, and save the note.

You can use the search function within the Notes panel to find specific notes by keyword. As your note history grows, use the available filters and sorting options to manage the list effectively.

Linking a Contact or Opportunity Note to a Custom Object

You can also associate an existing or new note from a Contact or Opportunity with a related Custom Object record.

1. Open the Contact or Opportunity record that contains the note.
2. Go to the Notes section for that record.
3. Either create a new note or select an existing one.
4. Within the note's details, look for the Associations area.
5. Select the relevant Custom Object record you want to link the note to and save your changes.

The note will now appear in the Notes section of both the original record (Contact or Opportunity) and the associated Custom Object. Please note that you can only link a note to a Custom Object that is already associated with the same Contact or Opportunity.

Automating Notes with Workflows

You can automate the process of adding notes to Custom Object records using workflows.

1. Open or create a workflow that is set up for your Custom Object.
2. Add the Add to Note action to your workflow sequence.
3. Configure the action by entering the content you want the note to contain.
4. Save and publish the workflow.

When the workflow triggers, it will automatically create the specified note on the Custom Object record. Currently, setting a custom note title or color is not available for notes added via workflows.

Example Use Cases

Real Estate Management

For a Property custom object, an agent can add a note after a site visit, such as "Client expressed interest in a larger backyard, updated budget to $550k." This ensures every team member viewing the property record has the latest information.

Vehicle Service History

Using a Car custom object, a service manager can log an inspection note like "Oil change completed, tires rotated. Next service recommended in 6 months." This creates a clear and accessible maintenance log for each vehicle.

Insurance Policy Tracking

On a Policy custom object, an agent can add a note stating "Customer called to inquire about adding a driver. Details sent, follow-up scheduled." This keeps the entire team informed of the policy's status and recent interactions.

Shared Context Between Opportunities and Objects

A sales representative can add detailed negotiation notes on an Opportunity record and then associate that same note with the related Property custom object. This shares the context with anyone viewing the property, eliminating the need for duplicate entries and ensuring consistency.