Customer Forum

User recommendations for use of Person/Organisation records

Ben Posted: 2021-02-24 13:11

I'm trailing workbooks for my company and would like tips to help me understand practical use of the person and org records. My concern is that some staff might add notes to the person's record and some to the org (employed by) record, leading to fragmented info. As we do B2B and B2C we have orgs with multiple contacts and also individual people with no link to an relevant business. Should I hide the "Notes" and "Activity" tabs from Org records, forcing all users to use the person record? Is there a way to auto-populate/sync Org Notes and Activities between people and orgs?
Appreciate any tips or advice from experienced users

Chris (Workbooks Online) Posted: Thu, 25.02.2021 - 12:27

Hi Ben,

Yes, this is possible to have what we called 'Linked Fields' on record types to be able to update one record with one set of information and then this auto populate onto the other 'related' record.  

We have a lot of Knowledge Base articles that can help you get started with setting these up and testing what you can do:

Creating Custom Fields
Linking Custom Field Values
Linked Fields & Reference Fields
Dynamic Linked Items & Picklists


I hope these help and please do let us know if you have any further or questions regarding.


Many thanks

Workbooks Support

Chris (Workbooks Online) Posted: Thu, 25.02.2021 - 14:31

Hi Ben,

My apologies, having re read this I can see you were not referring to Linked Fields, however, these can be useful for linking information from record to record. 

Any Activities related to People automatically 'roll up' to show on the Employer Organisation, due to the relationship created between the Person and the Organisation, but the inverse will not happen, so we would encourage all Activities to be created on the Person record. In regards to Notes, these do not have the same functionality as Activities and are not linked from record to record, however, can be useful in some areas so may not be worth removing or hiding from tabs.


Please do let me know if you have any further questions regarding.

Many thanks

Workbooks Support