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.

Note Attachments

You can attach one or more files to a note using the Attachments field. Click "Browse" to choose a file to upload from your computer or hold the Ctrl or Shift key on your keyboard to select multiple files to upload. Once you have uploaded your file(s), be sure to wait for the file name(s) 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, each attachment is 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.

Note: Only parent note records, and not the attachment-only note records, are displayed in the Notes list view.

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.

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.

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

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 parent note records, and not attachment-only 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:

¹ The Meetings module must be enabled in Admin > Maps for the Sugar Maps option to appear.

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:

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:

¹ The Meetings module must be enabled in Admin > Maps for the Sugar Maps option to appear.

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.