Notes

The Notes module gives your organization a shared board of notes: ideas, reminders, meeting minutes or anything your team should be able to find. Every note is visible to everyone in the organization who can view notes.

:::note Notes on records are different This page is about the Notes board. To write a note or a comment on a specific record (a contact, a lead, a bill…), use the Activity card on that record. See Activities and tasks. :::

Before you begin

• The Notes module must be enabled for your organization.
• You need the View notes permission to see the board, and Create and edit notes to add or change notes. Deleting a note needs Delete notes, which only administrators have by default.

The notes board

Select Notes in the main menu (/m/notes). Notes are shown as cards in a grid:

• Pinned notes come first, then the others, most recently changed first.
• Each card shows the title, the start of the content, its color and the date it was last changed.
• Select a card to open it.

The Notes board: pinned notes first, then the most recently changed.

If there are no notes yet, the page shows No notes yet with an invitation to create one.

Create a note

1. On the Notes board, select New note. You can also open the command palette and choose Create a note.
2. Enter a Title (required, up to 200 characters).
3. Optionally write the Content (plain text, up to 20,000 characters; line breaks are kept).
4. Optionally pick a Color: yellow, blue, green or pink. If you don't pick one, the note gets your organization's default color (marked default in the dialog).
5. Fill in any extra fields shown below the color (see Custom fields and attachments).
6. Select Create.

Editing a note: title, content, color, and fields added by other modules.

Edit, pin or delete a note

• Edit: select the card, change the title, content or color, then select Save.
• Pin or unpin: hover over a card and select the pin icon in its corner (Pin / Unpin). Pinned notes always show their pin icon and stay at the top of the board.
• Delete: open the note and select Delete at the bottom left of the dialog. Deletion is immediate and permanent.

People who can only view notes see the dialog with read-only fields and no Save or Delete buttons.

Custom fields and attachments

Notes are a record type (Note) that other modules can extend:

• With the Custom fields module, administrators can add fields to notes. They appear in the note dialog and are saved with the note.
• With the Documents module, an Attachments section appears in the dialog so you can attach files to the note. Files you add or remove are applied when you save. See Documents.
• Workflow Automation can react when a note is created, updated or deleted, and offers a Create a note action. See Workflow automation.

Recent notes on the dashboard

The Recent notes widget on the dashboard lists the five most recent notes from your team, with their color and a pin icon for pinned notes. Select View all to open the board.

To hide the widget for yourself, open your Profile, find the Notes preferences section and turn off Show recent notes on the dashboard.

Settings

Administrators set these on Administration → Settings, Notes tab:

Setting	Default	What it does
Default note color	Yellow	Color given to new notes when the author doesn't choose one.
Maximum notes per organization	1000	Once reached, new notes are refused with a message such as "Note limit (1000) reached" until some are deleted. Between 1 and 10,000.

Personal preference (in your Profile):

Preference	Default	What it does
Show recent notes on the dashboard	On	Shows or hides the Recent notes widget for you.

Permissions

Permission	What it allows	Granted by default to
notes.note.read — View notes	See the Notes board, the dashboard widget and every note.	Admin, Member
notes.note.write — Create and edit notes	Create notes, change them, pin and unpin them.	Admin, Member
notes.note.delete — Delete notes	Delete notes.	Admin

Tips

• Use colors as a light-weight category, for example yellow for ideas and pink for urgent items.
• Pin notes your team needs every day, such as a phone list or a checklist, so they stay at the top.
• Creating and deleting notes is recorded in the audit log.