Organizing Notes | Online Help - Zoho CRM
Organizing Notes
Associate Notes with Records
In Zoho CRM, you can associate notes to the records by specifying the required details. You can create notes only if you have the Create permission for Notes.
To create notes
- Click the [Module] tab.
- In the [Module] Home page, select the record.
- In the [Module] Details page, the existing note details, if any, are displayed.
- Enter the note content in the text box. Optionally, add a note title.
You can use Rich text formatting. The available format options for Rich text are: Bold, italics, underline, strikethrough, text and background colors, bullet points, numbering, links, indentation, subscript, superscript, emojis. - Click the Attach File link if you want to upload files to the note.
You can attach up to 5 files in a note and the total size of the files should not exceed 20 MB. - Click Save.
Note
- Every note that you associate with a record will be counted as one more record in Zoho CRM. So it will contribute towards the total number of records.
For example, you have a total of 1000 records in your account and every record has a note associated with it - then the total number of records in your account will be 2000. - The maximum character limit for note content is 65,535 characters. This count includes the content entered and the HTML tags generated by rich text formatting.
- For integrations and APIs, the tags will be included. For Advanced Analytics and Zoho Projects, plain content will be sent.
Additional details on Rich Text Notes:
- During import or while using APIs, users can add content for rich text notes using tags, which will be transformed into formatted data.
- When data is imported or entered into CRM through APIs, there are limitations on the tags and styles that can be used in rich text notes. Users are not allowed to apply formatting such as changing the font size to be small or large. However, they will still have the ability to use attribute values, such as different icons for bulleted lists, that are not supported in the user interface.Check the table below for the complete list of allowed tags and the attributes allowed for the tags respectively.Allowed tags
Allowed attributes b — Bold—i — Italic —u — Underline—a — Linkhref, target, stylesub — Subscriptstylesup — Superscriptstyleul — Unordered liststyleol — Ordered liststyleli — Liststylespanstylediv stylep — Paragraphstylesmall — Small—br — Line break—del — strikethrough—strong—Following are the permissible style values:font-style font-weight text-decorationcolorbackground-colorlist-style-typepadding-inline-startmargin-inline-start padding-leftlist-style-positiondisplay— - And, there when importing or sending data through APIs, certain reserved characters need to be changed to the equivalent form so that the system gets the data properly.
- If an open tag like '<' is closed correctly, the formatting will be applied without any issues. However, if it is not closed properly, the system will remove it and it will not be recognized as a 'lesser than' symbol when importing.
- If the user wants to indicate a value such as 65 < 75 in the rich text field, they should replace the symbol '<' with '< ;', which represents this reserved character.
Import Notes
There may be occasions when you would like to acquire Notes from external sources or other CRM applications. In Zoho CRM you can easily import notes from external sources.
Note
- Before importing the notes, you should have already imported the Accounts and Contacts related to the notes.
To import notes
- Click Setup > Data Administration > Migrate Data from other CRM.
- In the Data Migration Wizard page, select Import Notes from the drop-down list.
- Click Next.
- In theMigrate Notes page, drop-down, do the following:
- Browse and select the file to be imported.
Note, that only CSV files can be imported. - Select the Character Encoding from the list.
- Select the Date and Time format used in the import field. Any other date and time format used in the import file will be ignored.
The format that you specify here will be used for the Date fields and a combination of the values for Date & Time fields. - Select the Send Notification Email check box, to receive a notification mail about the import.
- Click Next.
- Browse and select the file to be imported.
- In the Map Fields section, map the fields to the field names that you had mentioned in the CSV file.
The field names that you had mentioned in the CSV file will be available in the drop down lists. - Click Next to import records.
When the migration is complete an email is sent to the user (administrator) who imported the records.
Note
- The file size should not exceed 50 MB.
- In the CSV file, the details in the first row will be treated as the field names.
- By default, under Advanced Options, the Date and Time values selected are yyyy-mm-dd and hh:mm:ss format respectively. You can change the format but make sure that the selected format is used in the import file. In case of any differences, the default format will be used.
Export Notes
This feature allows you to export the notes from Zoho CRM in CSV format.
To export notes
- Click Setup > Data Administration > Export Data.
- In the Export Data page, select Export Notes from the drop-down list.
- Click Export.
- In the dialog box, select Save File, and then click OK.
The records will be exported and saved in .CSV format in your local disk.
When notes are exported via Reports:
You can export the notes in three formats: Excel, CSV, and PDF. For Excel and CSV, the data will be exported as HTML content, while for PDF, the data will be displayed with rich text formatting.
Note: The data will be exported as HTML content. For example, Bold will be exported as <b>Bold</b>.Delete Notes
Occasionally, you may need to remove the unnecessary notes from Zoho CRM for a better user experience. You may consider removing notes that are not useful for future reference.
To delete notes
- Click the [Module]tab.
- In the [Module]Home page, select the record.
- In the [Module] Details page, under Notes section, click the relevant Del link.
- In the Confirmation dialog box, click OK to delete the note permanently.
Note
- You can delete notes only if you have the Delete permission for Notes.
- The deleted notes are temporarily stored in Zoho CRM's Recycle Bin.
- If you delete the notes from the Recycle Bin, you cannot restore them.
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