Use a note for a call summary, an agreement, or background the next teammate needs. Every note belongs to one contact or deal; it is not a standalone document. The workspace Notes page and the record’s Notes tab show the same saved note. A contact or deal’s Overview shows its three newest notes; View all opens the Notes tab.
Create a note in context#
- Open Notes and choose New note.
- Search contacts and deals, then select the record the note belongs to. Alternatively, choose New note on a contact or deal (the note icon under its name, the Notes section on Overview, or the Notes tab) to preselect that record.
- Add a title, body, or both. A note needs some text before it can be saved.
- Select Save, or press Command+Enter on Mac or Ctrl+Enter on other platforms.
Titles can contain up to 200 characters, and the note itself up to 20,000; a longer note won’t save and shows “That note is too long — 20,000 characters at most.” Give the note a recognizable subject and date when useful, so another person can find it without opening every entry. Save before leaving the editor; closing it is not a save action.
You can also start a note with New note in Quick actions, or press N anywhere outside Settings when you aren’t typing in a field and no dialog is open. Before the first save, press Esc to go back to the record list and pick a different record; your text stays. The record’s name, labelled About at the bottom of the editor, links to that contact or deal, and following it closes the editor without saving.
Write for the next reader#
Use Insert block (the + at the bottom left of the editor, beside About) to turn the current line into Heading 1, Heading 2, Heading 3, Body, Bulleted list, or Numbered list. A practical call summary separates what happened, what was agreed, and what remains open.
You can also type #, ##, or ### and a space at the start of a line for a heading, or - or 1. and a space for a list. Select text to show a formatting toolbar: change its text type, apply Bold (Command+B or Ctrl+B), Italic (Command+I or Ctrl+I), or Strikethrough (Command+Shift+X or Ctrl+Shift+X), or add a Link that starts with http:// or https://. Notes have no underline, text color, or highlight. Pasted text arrives as plain text, so reapply formatting after pasting.
Type @ in the body to mention workspace members, contacts, or deals. Mentioning a contact or deal adds context but does not change the note’s attached record. For an action with an assignee or deadline, create a task rather than relying on prose in the note.
A member you mention is notified by email or in the app, following their notification settings. When a note is edited, only newly mentioned members are notified, and mentioning yourself sends nothing. The notification opens the note on Notes. Deleting a note also removes its in-app notifications; an email link to a deleted note shows Note unavailable.
Find previous notes#
Use search or Filter to narrow the collection. Search matches a note’s title, its body text (including mentioned names), and its linked record’s name. Filter fields include Linked record, Author, and Created. Select Sorted by Creation date to switch between newest and oldest first. Newest first is the default.
Choose list layout for columns such as Created by, Record, and Last edited, or grid layout for cards grouped by creation day. Dates and day groups follow your browser’s local calendar.
Grid is the default layout; its groups read Created today, Created yesterday, then the date. In list layout, Last edited shows — until someone changes the note. A note without a title appears as Untitled. In Quick actions, type at least two characters of a note’s title; choosing the result opens Notes searched for that title.
Edit and organize#
Open a row or card to edit its title and body, then save. If a teammate deleted the note meanwhile, the editor shows This note is no longer available. with Try again; if it can’t be loaded (for example, a connection problem), it shows This note could not be loaded.—choose Try again. The existing note’s parent is not changed in the editor. The card or row menu, and the editor’s More actions, also offer Duplicate when you want another copy to edit; duplicating from the editor keeps it open.
Duplicate adds the copy to the same record, adds “(copy)” to its title, and lists you as its author. Because the copy is a new note, members @mentioned in it are notified again.
Every workspace member can see every note and can edit, duplicate, or delete any note, including a teammate’s. Contact and deal object permissions don’t restrict notes.
Notes has no View settings panel or saved-filter views. Filters reset when you leave the page; the chosen sort and layout persist in the current browser. If results look incomplete, clear both search and filters. When Notes says No notes match, Reset view clears both at once.
Delete with care#
Choose Delete from a note’s menu or the editor’s More actions. Confirm with Delete note in the Delete this note? dialog; this removes the note for everyone in the workspace and cannot be undone. Deleting a contact or deal also deletes all of its notes. Make sure you are deleting the note, not merely trying to hide it from the current list.