Sugar's Notes module consists of individual notes which contain text or an attached field pertinent to the related record. The Related To flex-relate field is typically set to the module and record to which the note's contents are relevant. A contact record can also be related using the Contact field which will cause the note to be displayed when viewing the contact record. This documentation will cover information and actions specific to the Notes module. For instructions concerning views and actions which are common across most Sugar modules, such as creating, editing, and deleting notes, please refer to the Working With Sugar Modules section of this page.
Please note that you will only be able to see note records as allowed by your team membership, user access type, and assigned roles. For more information on teams and roles, please refer to the Team Management and Role Management documentation in the Administration Guide.
The Notes module contains a number of stock fields which come out-of-the-box with Sugar. For information on using and and editing various field types, refer to the User Interface documentation. The definitions below are suggested meanings for the fields, but the fields can be leveraged differently to best meet your organization's needs. Administrators or users with developer-level role access have the ability to alter, add, or remove fields via Admin > Studio. For more information on configuring fields, please refer to the Studio documentation in the Administration Guide.
|Assigned To||The Sugar user assigned to the note|
|Attachment||An optional file to attach to the note
Note: The Sugar administrator can specify the maximum file size allowed to be uploaded.
|Comment Log||A shared log of messages, comments, or other text, including the name of the user that added the log entry and the date and time it was added. It is possible to tag other users and link to other Sugar records in Comment Log entries by inserting a clickable pill; see the User Interface documentation for more details.|
|Contact||The contact record the note is related to.
Note: If populated, this note will show in the contact's History subpanel
|Display in Portal?||Notes attached to cases, bugs, and/or knowledge base articles will display in the portal by default
Note: Administrators can have this field disabled by default via Admin > Studio.
|Note||The details and content of the note|
|Note Source||A system-level dropdown field that represents the origin of newly created notes. It is set to External on notes created via Portal and set to Internal on notes created in Sugar. This field is not available in Studio or the user interface and is only available in SugarBPM.|
|Related to||The module and record that is related to this note
Note: This will decide which module this note will show in the History subpanel
|Subject||The subject or designation of the note|
|Tags||User-created keywords that can be used to identify records in filters, dashlets, and reports
Note: For more information on creating and using tags, please refer to the Tags documentation.
|Teams||The Sugar team(s) assigned to the note record|
Working With Sugar Modules
While the Notes module has some features that only apply to notes, it also uses the Sidecar user interface that most Sugar modules are based on. In the table below, the left column contains links to the User Interface page covering topics that are applicable to all Sidecar modules. The right column has links to sections of the current page that cover topics specific to notes.
|General Instructions for Working With Sugar Modules||Notes-Specific Instructions|
|Use the links below to navigate to the User Interface page which covers topics generic to many Sugar modules.||When Notes-specific help exists for each topic, use the links below to navigate to sections of the current page.|
|Searching for Records|
|List View||List View Mass Actions Menu
List View Record Actions Menu
|Record View||Record View Actions Menu|
|Recalculating Calculated Values|
The Notes module contains various options and functionality which are available via menus in the module tab, list view, and record view. The following sections present each menu and its options with links to more information about each option in the User Interface documentation.
Module Tab Menus
The Notes module tab is typically located under the More tab on the navigation bar at the top of any Sugar screen to the right of the home cube icon. Depending on your settings, you may have to click "Show More" in order to see the Notes module tab. Click the tab to access the Notes list view. You may also click the triangle in the Notes tab to display the Actions, Recently Viewed, and Favorites menu. The Actions menu allows you to perform important actions within the module. The Recently Viewed menu displays the list of notes you most recently viewed. The Favorites menu displays the list of notes you most recently marked as favorites.
The module tab's Actions menu allows you to perform the following operations:
|Create Note or Attachment||Opens the record view layout to create a new note|
|View Notes||Opens the list view layout to search and display notes|
|Import Notes||Opens the import wizard to create or update notes using external data|
If you do not see the Notes module tab in Sugar, please check the following:
- The Notes module may be marked as hidden in your user preferences which will prevent the module tab from being displayed. Navigate to your user profile (upper right of Sugar), click the Advanced tab, and check the Layout Options section. If you see the Notes module in the Hide Modules list, simply move it to the Display Modules list. For more information on hiding and displaying modules, please refer to the Layout Options section of the Getting Started documentation.
- The administrator may have disabled the Notes module for your entire Sugar instance. Reach out to your Sugar administrator to have the Notes module displayed. For more information on displaying and hiding modules throughout Sugar, please refer to the Developer Tools documentation in the Administration Guide.
List View Menus
The Notes list view displays all note records and allows for searching and filtering to locate specific notes. You can view the basic details of each record within the field columns of the list view or click a note's subject to open the record view. To access a module's list view, simply click the module's tab in the navigation bar at the top of any Sugar page.
List View Mass Actions Menu
The Mass Actions menu to the right of the checkbox option in the list header allows you to perform mass actions on all currently selected records. You can use the checkbox on each record's row to select individual note records or click the checkbox in the list header to select all records displayed on the current set of list view results.
The Mass Actions menu allows you to perform the following operations:
|Mass Update||Mass update one or more notes at a time|
|Merge||Merge two or more duplicate notes|
|Delete||Delete one or more notes at a time|
|Export||Export one or more notes to a CSV file|
(Available in certain circumstances) Updates calculated values to reflect changes to calculated fields made in Studio
List View Record Actions Menu
The Record Actions menu to the far right of each record's row allows you to perform actions on the individual note directly from the list view.
The list view's Record Actions menu allows you to perform the following operations:
|Preview (Eye icon)||Preview this note in the intelligence pane|
|Edit||Edit this note|
|Delete||Delete this note|
Record View Actions Menu
The Notes record view displays a single note in full detail including its fields, subpanels of related records (if applicable), and activity stream. To access a note's record view, simply click a hyperlinked note name from anywhere within Sugar. The record view's Actions menu appears on the top right of the page and allows you to perform various operations on the current record.
The Actions menu allows you to perform the following operations:
|Edit||Edit this note|
Share a link to this note via email
Download note information as a PDF file
Email note information as a PDF attachment
|Copy||Duplicate this note|
|Delete||Delete this note|
Last modified: 2020-04-01 18:57:56