How to create/view notes in Affinity

Create notes in Affinity and tag your team members, include links to relevant websites, use note templates, and highlight specific information with rich text formatting.

Overview

• Create and view notes from the global navigation sidebar
• Create and view notes on a profile page
• Create and view notes within a list
• Create private and/or team-specific notes (Enterprise only)
• Important Callouts

Create and view notes from the global navigation sidebar

1. With the new global navigation, you can now click + Add New on the bottom-left corner to quickly create a note for a person, organization, or opportunity.
   
   
   
2. You can tag multiple people, organizations, and opportunities to a regular note. If you need to temporarily navigate to a different page or product area, simply click the Minimize icon to save it as a draft. Otherwise, fill out the note and click Publish.
   
   
   
3. If minimized, you can click on the tab on the bottom to resume your draft. You can only have one draft at a time (see Important Callouts).
   
   
   
4. Last but not least, you can click on the Notes pill within the search bar to search for notes across your entire account that match your keyword.
   

Create and view notes on a profile page

Whether it's the profile page of a person, organization, or opportunity, the mechanics are the same.

1. Click into any profile page, then click Add Note or Log Interaction.
   1. If you log a meeting/call with participants, they will not be notified in any way. It is simply to keep track of who you had the meeting/call with.
2. You can tag multiple people, organizations, and opportunities to a regular note.
3. Type out the note, using @ mentions to notify your team members as well.
4. Click the Notes tab on the top-right corner to see the history of all notes that were added to that contact.
   
   Note: If there are more than 200 notes added to a profile within a period of two weeks, Affinity will only display 200 notes, deprioritizing the most recently added notes.

Create and view notes within a list

1. Click on a cell within the Notes column to see the sidebar appear from the right.
2. See all notes that you and your team members have added to that specific contact.
3. This includes regular notes and notes attached to logged meetings/calls.
4. Add a new note, then click Save.
   
   Note: If there are more than 200 notes added to a profile within a period of two weeks, Affinity will only display 200 notes, deprioritizing the most recently added notes.

Create private and/or team-specific notes (Enterprise only)

If your team is on the Enterprise Tier, only the Enterprise Admin will be able to set your note sharing options (see What content types can the Enterprise Admin adjust sharing options for?). This includes the ability to now create private notes or team-specific notes.

1. After adding your note in the text box, click Share with... to view your sharing options.
   
   
2. This button will also appear when adding a note on a profile page.
   
   
3. Then, choose a specific sharing option. Not all options may appear based on what the Enterprise Admin has turned on/off in Settings.
   
   
   
4. If any of the three options are not visible to you, please speak to your Enterprise Admin to add the option (see What levels of sharing options can the Enterprise Admin toggle on/off for these content types?).
   1. Everyone - this option shares your note with everyone in your account, regardless of what team they're on.
   2. Teams and Users - this option allows you to select which team(s) can view your note.
   3. Only You - this option allows you to make a private note that only you can view.

Important Callouts

• Users can only have 1 draft at a time for notes created from the global navigation sidebar.
  
  • The draft persists until a user deletes it or clears their local storage:
    • This means that users can close their session and return to the minimized draft, or open a new tab and see the same draft.
    • If users clear their local storage, there is nothing we can do to recover the draft.
      

• Notes added to a person's profile page will also show up on the profile pages of the organizations and opportunities the person is associated with.
• Notes added to an organization's profile page will NOT show up on the profile pages of the people or the opportunities the organization is associated with.
  • However, you can tag multiple people, organizations, and opportunities to a regular note.
• Notes added to an opportunity's profile page will NOT show up on the profile pages of the people or the organizations the opportunity is associated with.
  • However, you can tag multiple people, organizations, and opportunities to a regular note.

• You can only edit/delete the notes you have created. You cannot edit/delete notes that your team members have created.
• If there are more than 200 notes added to a profile within a period of two weeks, Affinity will only display 200 notes, deprioritizing the most recently added notes.