Using the Add to Notes Workflow Action
Overview
The Add to Notes workflow action lets you automatically create a note on a record within your CRM. This is a powerful way to log important information, track interactions, or document details from a workflow's execution directly where your team can see them.
Action Details
When you add this action to a workflow, you can compose the note's content. The note will be attached to the specific record that triggered or enrolled in the workflow.
- In a contact-based workflow, the note is added to the contact's record.
- In a custom object workflow, the note is added to the custom object record that entered the workflow.
Configuring the Action
To set up the Add to Notes action:
- In your workflow builder, select Add to Notes from the list of available actions.
- Give the action a clear name for your own reference.
- In the provided text editor, type the note you wish to create.
Advanced Note Features
The text editor is a full rich-text editor, allowing you to format your note with options like bold, italics, underlining, lists, and hyperlinks.
You can dynamically populate the note with information from the workflow or the contact's record:
- Use the custom value picker to insert details like a contact's name, appointment time, or custom field data.
- You can also insert trigger links into the note text.
For contact-based workflows, you have two additional optional settings:
- Note Title: Provide a distinct title for the note.
- Note Color: Assign a color to the note for visual distinction in the contact record.
Please note that the title and color options are not currently available for notes added via custom object workflows.
Example Use Case
Logging Appointment Bookings
Scenario: You want a note created automatically whenever a contact books an appointment, capturing the key details for your team.
Workflow Setup:
- Trigger: Appointment Booked
- Action 1: Add to Notes
- In the text editor, compose a note using the custom value picker to insert the contact's name, the appointment date/time, and the service booked.
- Optionally, add a title like "New Appointment Booked" and select a color.
- Action 2: Send an internal notification to alert your team.
Outcome: When the appointment is booked, a formatted note with all the relevant details appears immediately in the Notes section of that contact's record, providing clear context for anyone viewing their profile.