Notes
Workbooks lets you create Notes and attach files to a wide range of records, including People, Organisations, Leads, Opportunities and more.
This makes it easy to keep important details and supporting documents organized in one place. By storing everything directly on the relevant record, you and your team can quickly access the full history, make informed decisions faster, and maintain clear communication without digging through emails or external folders.
You can create three types of Notes:
| Free-type Note | Add any information about the record that doesn’t fit naturally into other fields. |
| Template Note | Use a standardized template with placeholders that automatically pull in values from the parent record. |
| URL Note | Insert a URL into the Note and display the webpage content directly within the Note body. |
Note
If a record with Notes is deleted, the Notes become orphaned and will no longer appear in search results. Before deleting a record, it’s a good idea to review any attached Notes. If they contain important information, make sure to copy or save it somewhere secure so it isn’t lost.
Applying a Free-type Note
We recommend you implement a naming convention for Notes to make them easy to find using Search. Once decided, you can add a Free-type Note in two ways:
• Click New > Note on the record’s main tab, or
• Open the Notes tab on the record (if displayed) and select New Note.
If you need to include supporting documents, you can upload files (up to 5 files each less than 200MB) directly to a Note. Just open the Files tab within the Note > click Upload Files.
The text you enter in the body of a Note is fully searchable, making it easy to find important details later. However, keep in mind that the text inside uploaded files is not searchable.
You can also add Notes to Activities. Simply open the Notes tab on the Activity and click New Note.
Tip
When recording details of conversations or meetings; we recommend these should be recorded as Activities rather than Notes.
Applying a Template Note
Open the Notes tab and click New Note. If any templates have been created and activated for the type of record you’re working with, you’ll see a drop‑down menu that lists those templates along with the option to create a Blank Note.
When you select a template, the new Note will automatically populate based on that template’s settings. You can still edit the Note afterwards if you need to make changes.
Applying a URL Note
This option is especially helpful if you store files related to your Workbooks records. Instead of uploading the actual file—which can quickly consume your Storage Allowance—you can simply save a link to the file stored in an external system. This keeps your data organized while preserving storage space.
To add a URL, open the Notes tab on the record and click New Link. Enter a subject, then paste the URL into the URL field. Click inside the preview frame below the URL, and the linked web page will display right there in the Note.
Note
Some websites require you to sign in before their content can be displayed inside the preview frame. If the resource doesn’t appear after following the steps above, click the button to the right of the URL field to open the link in a new browser tab.