Knowledgebase articles
- Welcome to the Knowledge Base
- Introduction
- Training
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- Preferences
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- Importing Data
- Leads
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- Introduction to Marketing
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- Mailing Lists
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- Mailshots
- Upload Library
- Templates
- Event Management
- Compliance Records
- Spotler Integration
- What is Spotler?
- Navigating your Spotler homepage
- GatorMail
- GatorLeads / Web Insights
- Tracking Code
- Setting up the Plugin
- Viewing Web Insights Data on your Form Layouts
- Domain Names and Online Activities
- Reporting incorrect Leads created through Web Insights
- Reporting on Web Insights data
- Using UTM Values
- Why aren’t Online Activities being created in the database?
- Why is GatorLeads recording online activities in a foreign language?
- GatorSurvey
- GatorWorkflow
- GatorPopup
- Opportunities
- Integrations
- Mapping
- Electronic Signing Tools
- Creditsafe Integration
- Zapier
- Introduction to Zapier
- Available Triggers and Actions
- Linking your Workbooks Account to Zapier
- Setting up Zaps
- Posted Invoices to Xero Invoices
- Xero payments to Workbooks Tasks
- New Case to Google Drive folder
- New Case to Basecamp Project
- New Workbooks Case to JIRA Ticket
- Jira Issue to new Case
- 123FormBuilder Form Entry to Case
- Eventbrite Attendee to Sales Lead and Task
- Facebook Ad Leads to Sales Leads
- Wufoo Form Entry to Sales Lead
- Posted Credit Note to Task
- QuickBooks Online
- Survey Monkey responses to Tasks
- Multistep Zaps
- Email Integrations
- Email Dropbox
- Workbooks Exchange Server Sync
- Workbooks Outlook Connector
- RevenueGrid Intelligence and Engage
- Event & Webinar Integration Tools
- GoToWebinar
- ON24
- Microsoft Office
- Outreach
- Installation
- Outreach Authentication
- Sync People to Outreach Prospects
- Sync Organisations to Outreach Accounts
- Sync Workbooks Opportunities to Outreach
- Sync Tasks/Activities from Workbooks to Outreach
- Sync Outreach Sequences to Workbooks
- Sync Outreach Sequence States to Workbooks
- Sync Outreach Sequence Step Numbers to Workbooks
- Sync Prospects/Accounts/Opportunities from Outreach to Workbooks
- Sync Outreach Tasks/Calls/Meetings to Workbooks
- Scribe/Workbooks Connector
- RingCentral
- Auditing
- Comments
- People & Organisations
- Reporting
- Introduction to Reporting
- Using Reports
- Introduction to Charts
- Exporting Reports
- Advanced Reporting
- Report Snapshots
- Dashboards
- Transaction Documents
- Introduction to Transaction Documents
- Displaying & Adding Transaction Documents
- Copying Transaction Documents
- Transaction Documents Fields Help
- Transaction Documents Line Items Help
- Printing & Sending Transaction Documents
- Managing Transaction Document Currencies
- Managing Transaction Document Statuses
- Setting a Blank Default Currency on Transaction Documents
- Credit Notes
- Customer Orders
- Invoices
- Quotations
- Supplier Orders
- Contract Management
- Sagelink
- Introduction to Transaction Documents
- Auditing
- Configuration
- Introduction to System Administration
- Users & Security
- Preferences
- Database
- Accounting
- Email & Integration
- Customisation
- Creating & Modifying Picklists
- Theme
- Record Types
- Creating Custom Fields
- Report-based Custom Fields
- Linked Fields & Reference Fields
- Record Templates
- Form Layouts
- Customising relationships between parties
- Opportunity Stages
- Custom Records
- Automation
- Contact Support
- Releases & Roadmap
Notes
Notes can be added to a range of record types. These notes could be a free-type note, one which uses a template or a link to a URL. This article covers how each can be set up and used.
Workbooks enables you to record Notes and attach files to a whole range of records, including People, Organisations, Leads, Opportunities etc.
You can create three types of Note:
- Free-type information about the record (usually information that doesn’t readily fit into any of the other fields in that record).
- A standardised Note that uses a template with placeholders that are replaced with values from the parent record (ie the record that the Note is linked to).
- One that includes a link to a URL and displays the contents of that URL in the body of the Note.
NOTE: If a record is deleted with Notes, the Notes are then orphaned and will not be searchable. It is advised, when deleting a record, to check if there are important Notes. If so, copy the information somewhere safe.
Adding a free-type Note
Tip
Don’t use Notes for recording details of conversations or meetings; these should be recorded as Activities.
Agree and implement a naming convention for Notes to make them easy to find using Search.
Either click New > Note on the Main tab of a record or open the Notes tab and click New Note.
Files can be uploaded to notes (as long as the file is less than 16 MB in size) by opening the Files tab on the Note and clicking Upload Files.
The text entered in the body of a Note is searchable (but the text within any uploaded file is not).
You can also add a Note to an Activity by opening the Notes tab on the relevant activity and clicking New Note.
Applying a Template to a Note
Open the Notes tab and click New Note. If any templates have been set up and activated for the type of record for which you’re creating a note you’ll see a drop-down menu showing the templates plus the option to create a Blank Note. The new Note will be configured based on the template applied, although you can still edit it if required.
Adding a Note that includes a link to a URL
This option is very useful if you store files against your Workbooks records. Rather than having to upload the file itself into Workbooks, which can quickly use up your Storage Allowance, you can instead store the link to where the file is stored in an external storage system.
Open the Notes tab on the record for which you want to add the URL and click New Link. Enter a subject and add the URL details to URL field. Click in the frame under the URL and the relevant web resource will appear in the frame beneath the URL.
NOTE: Sometimes websites require additional authentication in order for the resource to appear in a frame. If you can’t see the item when you’ve followed the steps above, click on the button at the right-hand side of the URL field to open the resource in a new tab.