Adding or editing CRM (organization, contact, or opportunity) notes

SECURITY  Security level with CRM access and appropriate object permissions for CRM Notes, to-dos, and Attachments

NAVIGATION  Organization, Contact, and Opportunity pages > Activity or Notes tab > New

NAVIGATION  Create >  CRM >  Note

NAVIGATION   >  CRM >  Search > To-Dos & Notes and all other Notes tables >  New Note or right-click >  Edit Note

You can add a note and optionally a follow-up to-do for yourself or another Autotask resource.

  1. To open the page, use the path(s) in the Security and navigation section above.
  2. Open the New CRM Note or Edit CRM Note window.
  3. Complete the fields as described in following table.

Fields with a red asterisk * are required.

Fields Description
General
Organization *

Click in the field to select the organization you wish to associate the note with from the drop-down list, begin to type the name, or click the selector icon to search for the organization. For information on Autotask data selectors, refer to Data selector windows.

When you add the note from the Organization or Opportunity, the Organization Name field is pre-populated and read-only. To view the Organization page, click .

NOTE  Hover over the organization name to see the organization's address and phone number.
Contact Click in the field to select the contact you wish to associate the note with, begin to type the name, or click the selector icon to search for the contact. Only active contacts are included in the list. If there are more than 200 active contacts, a data selector replaces the drop-down list. For information on Autotask data selectors, refer to Data selector windows.

If the organization is a sub-organization, you can select a contact from the list of parent organization contacts that appear below a dashed line. To view the Contact page, click . Refer to Adding and editing contacts.

NOTE  Hover over the contact name to see the contact's address and phone number.
Opportunity Click in the field to select an active or inactive opportunity from the drop-down list, begin to type its name, or click the selector icon to search for it. When you add the note from the Opportunity page, the opportunity name field is populated and read-only. For information on Autotask data selectors, refer to Data selector windows.

This note will appear on the Activity tab of the opportunity and as an opportunity note on the associated contact's detail page. To view the opportunity, click . For more information on opportunities, refer to Overview of sales.

Action
Action Type*

Action type categorizes the CRM notes and to-dos, and describes the nature of the sales activity. The action type determines whether a note or to-do will appear in Autotask in the Calendar, To-Do, Calendar and To-Do, or in Neither Calendar nor To-Do. Refer to Action types.

Select a required action type.

Assigned To*

This field determines who is assigned to an entity. It defaults to your name.

To assign this entity to another user, select the user from the drop-down list in the Assigned To field. The list contains only users with access to the CRM module.

Start Date*

 The start date defaults to the current date, but can be edited.

Start Time*

Enter the beginning of the time range for an activity. The Start Time defaults to the current time.

End Date*

 The end date defaults to the current date, but can be edited.

End Time*

The end of the time range for the activity. The end time defaults to the current time + 15 minutes.

Description Enter a description of the planned activity in the text field. This field is optional but we recommend that you provide details.

NOTE  This field has a limit of 32,000 characters.

Add New Attachments

Add Attachment

To attach a file to the note, click Add Attachment, select the attachment type, choose a file or enter the File/Folder or URL link, and give the attachment an easily recognizable name. The attachment will be listed in the table with its Name, File/Folder/URL reference, and attachment Size. To create additional attachments, click Add Attachment again. To delete an attachment, click the delete icon . For more information, refer to Adding and managing attachments.

Add New Attachments

List of Attachments

This section will appear when the note is in edit mode. Any attachment previously created will be listed in the table with its Name, File/Folder/URL reference, and attachment Size. To delete an attachment, hover over the context menu and select Delete Attachment. For more information, refer to Adding and managing attachments.

Follow-up To-Do
Follow-Up To-Do Optionally, schedule a follow-up to-do. The to-do will appear on that resource's list of to-dos and, depending on the view properties of the selected action type, their calendar. Refer to Adding or editing To-dos.
Notification Panel
Notification To send a notification email to the user to whom you assigned the to-do, click the Notifications tab. Refer to Notification panel.
  1. Click Save & Close or Save & New when done.

When the Outlook Extension is available, you can also add notes to Autotask from the MS Outlook Extension. Autotask does not need to be open, but Microsoft Outlook must be open, and the Outlook Extension must be configured:

  1. From the Autotask ribbon in Outlook, in the Add to Autotask group, click to select one of the following:
    • Account Note
    • Contact Note
  1. Follow steps for adding a note above and then Save & Close. The note will be created in Autotask.

NOTE  If you have Calendar Integration enabled, saving a sales note might trigger an automatic calendar item synchronization. If the action type of the sales note is Calendar or Both, the sales note will appear in your Outlook calendar. Refer to Action types.

On notes lists that feature selection boxes, you can edit multiple Notes at one time.

  1. On to-do and note tables with a context menu, select multiple to-dos or Notes (by checking the boxes on the left), then click the drop-down icon in the selection column and select Edit Selected Items.

 

  1. Modify the to-dos and notes as desired. For more information, refer to Edit multiple to-dos and notesfor details.