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Notes

Overview

Sugar's Notes module consists of individual notes which contain text or attached files 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. Notes are also used to communicate with customers about bugs and cases via the Sugar Portal. For more information, please refer to the Bugs and Cases documentation. 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.

Note Fields

The Notes module contains a number of stock fields that come out-of-the-box with Sugar. For information on using 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.

Field Description
Assigned To The Sugar user assigned to the note
Attachments One or more files attached 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 related 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.
Integration Sync ID The sync key field used by external integrations to identify Sugar records in the external application. See the Integrate REST API endpoints in the Developer Guide for more details on how to use this field.
Is Attachment
A system-level checkbox that indicates if the note represents a file attachment to another record. Files attached to records are stored in Sugar as notes, so this field can be used to differentiate between an individual note or an attachment note. It is set to "true" on notes that are attachments to emails, knowledge base articles, or other notes. This field is not available in Studio or the user interface and is only available in SugarBPM and reports.
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

Note Attachments

You can attach multiple files to a note using the Attachments field. Click "Browse" to choose a file to upload from your computer and repeat this for each file you wish to add to the note. It is important to remember that you cannot select multiple files at once to add. Once you have uploaded a file, be sure to wait for the file name to appear in the Attachments field before saving the record to ensure that the file has been fully uploaded.

When you create a note that has attached files, the attachments are each saved as an individual note. As a result, creating a note with two attachments, for example, creates three note records: the original note plus an additional note for each attachment file.

If there is only one image file attached to a note, a preview of the image is displayed in record view and in the preview. You can open files by clicking them or use the Download or Download All button to save them to your computer in a zip file.
Notes Attachments

When copying note records, file attachments are not carried over. To keep the file attachments in the copied note, save them to your computer and then upload them to the newly created note.

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. The following sections detail menus, views, and actions common to sidecar modules and contain links to additional information within the page or links to the User Interface documentation.

Note Menus

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.
notesmenu
The module tab's Actions menu allows you to perform the following operations:

Menu Item Description
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

For more information on module tab menus including reasons a module may not be included in the menu, see the User Interface documentation.

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.
Notes LV MassActionsMenu
The Mass Actions menu allows you to perform the following operations:

Menu Item Description
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
Recalculate Values

(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.
noteslistmenu

The list view's Record Actions menu allows you to perform the following operations:

Menu Item Description
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.
Notes Audit

The Actions menu allows you to perform the following operations:

Menu Item Description
Edit Edit this note

Share

Share a link to this note via email

Download PDF

Download note information as a PDF file

Email PDF

Email note information as a PDF attachment

Copy Duplicate this note
View Audit Log View a record of changes to this note.
Delete Delete this note

Common Views and Actions

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.
Creating Records  
Viewing Records  
Searching for Records  
List View List View Mass Actions Menu
List View Record Actions Menu
Record View Record View Actions Menu
Intelligence Pane  
Editing Records  
Deleting Records  
Exporting Records  
Recalculating Calculated Values  
Merging Records  
Record PDFs  
Favoriting Records  
Following Records  
Sharing Records  
Viewing Record Audit Logs The Viewing Record Audit Logs section describes the View Audit Log record view option which displays a history of changes to the note's audited fields.

Last modified: 2021-04-02 20:04:01