Notes and Attachments
Add rich-text notes and attach files to deals, contacts, and companies
Notes and attachments help you capture important information and store relevant files directly in your CRM records. Add meeting notes to deals, attach contracts to companies, and keep everything organized in one place.
Notes
Notes let you record freeform information about deals, contacts, and companies using a rich text editor.
Where You Can Add Notes
- Deals: Capture deal-specific information
- Contacts: Note personal details and preferences
- Companies: Record company-level insights
Creating a Note
- Open a deal, contact, or company
- Find the Notes section
- Click Add Note
- Write your note in the rich text editor
- Click Save
Rich Text Formatting
The note editor supports:
| Format | How to Use |
|---|---|
| Bold | Select text, click B or Ctrl/Cmd+B |
| Italic | Select text, click I or Ctrl/Cmd+I |
| Underline | Select text, click U or Ctrl/Cmd+U |
| Bullet List | Click list icon or type - at start |
| Numbered List | Click numbered list icon |
| Links | Highlight text, click link icon, enter URL |
Pinning Notes
Keep important notes visible at the top:
- Open a note
- Click the Pin icon
- The note moves to the top of the list
Pinned notes stay at the top regardless of when they were created.
Editing Notes
- Find the note you want to edit
- Click the Edit icon
- Make changes in the editor
- Click Save
Deleting Notes
- Find the note
- Click the Delete icon
- Confirm deletion
Deleted notes cannot be recovered. Export or copy important information before deleting.
Note Timestamps
Each note shows:
- Creation date/time
- "Updated" badge if edited
- Relative time (e.g., "2 hours ago", "3 days ago")
Attachments
Attachments let you store files directly with your CRM records.
Where You Can Add Attachments
- Deals: Proposals, contracts, specs
- Contacts: Business cards, headshots
- Companies: Brochures, agreements
Uploading Attachments
Click to Upload
- Open a deal, contact, or company
- Find the Attachments section
- Click Upload or the upload area
- Select a file from your computer
- The file uploads automatically
Drag and Drop
- Open the record with the Attachments section
- Drag a file from your computer
- Drop it in the upload area
- The file uploads automatically
Supported File Types
| Category | Extensions |
|---|---|
| Documents | PDF, DOC, DOCX, TXT, RTF |
| Spreadsheets | XLS, XLSX, CSV |
| Presentations | PPT, PPTX |
| Images | JPG, PNG, GIF, SVG |
| Archives | ZIP, RAR |
Maximum file size depends on your plan. Contact support if you need to upload larger files.
Viewing Attachments
Each attachment displays:
- File name
- File type icon
- File size
- Upload date
- Uploader name
Downloading Attachments
- Find the attachment
- Click the Download icon
- The file downloads to your computer
Deleting Attachments
- Find the attachment
- Click the Delete icon
- Confirm deletion
Deleted attachments cannot be recovered. Download a copy first if you might need it later.
Notes Best Practices
Be Specific
Write notes that will be useful later:
- Good: "Met at TechConf 2025. Interested in enterprise tier. Budget approval expected Q2."
- Less useful: "Nice meeting."
Use Consistent Formatting
Create templates for common note types:
Meeting Notes Template:
Date: [date]
Attendees: [names]
Topics Discussed:
- [topic 1]
- [topic 2]
Next Steps:
- [action 1]
- [action 2]
Time-Sensitive Information
For notes that might become outdated:
- Include the date in the note
- Update or delete when no longer relevant
- Pin if currently critical
Don't Duplicate
- Use notes for context, not data that belongs in fields
- Contact phone? Use the phone field
- Deal value? Use the value field
Attachments Best Practices
Clear Naming
Use descriptive file names:
- Good:
Acme-Corp-Proposal-Q1-2025.pdf - Less clear:
proposal-final-v2-FINAL.pdf
Organize by Type
Consider consistent prefixes:
CONTRACT-for agreementsPROPOSAL-for proposalsSPEC-for specifications
Keep Current
- Remove outdated versions
- Replace superseded documents
- Archive if needed for history
File Size
- Compress large files when possible
- Use links for very large files
- Check upload limits
Common Use Cases
Deal Documentation
| Stage | Typical Attachments |
|---|---|
| Discovery | Meeting notes, discovery call summary |
| Proposal | Proposal PDF, pricing sheet |
| Negotiation | Revised proposals, comparison docs |
| Contract | Contract drafts, legal review notes |
| Closed | Signed contract, onboarding docs |
Contact Information
| Use Case | What to Attach |
|---|---|
| Networking | Business card scan, headshot |
| Reference | Resume, LinkedIn profile PDF |
| Communication | Key email threads (as PDF) |
Company Records
| Use Case | What to Attach |
|---|---|
| Overview | Company brochure, one-pager |
| Legal | MSA, NDA, vendor agreements |
| Technical | Architecture diagrams, API docs |
Viewing History
Notes and attachments appear in the record's activity timeline:
- When added
- When edited
- By whom
This creates a complete history of information added to each record.
FAQ
Can I search within notes?
Global search may find terms in notes. For specific note content, open the record and review notes directly.
Is there a limit on notes per record?
No technical limit. Keep notes focused and consolidated for better usability.
Can I move notes between records?
Not directly. Copy the content and create a new note on the target record.
Are attachments versioned?
No automatic versioning. Upload new versions with clear naming and delete outdated files.
Who can see notes and attachments?
All CRM users can see notes and attachments on records they can access (subject to permissions).
Can I export notes?
Copy note content manually. Bulk export depends on your plan and available features.
What's the difference between notes and communications?
Notes are internal documentation. Communications log external interactions (calls, emails). Use notes for your team, communications for tracking outreach.
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