The Notes tab

SECURITY  Security level with access to CRM, and Edit All or Edit Mine permission for associated organization.

NAVIGATION   > CRM > Search > Organizations > click Search > click an organization name >  accessory tabs > Notes

NAVIGATION   > CRM > Search > Contact (Last Name) or Contact (First Name) or Contact (Email) > click a contact > Notes

The Notes tab lists all CRM notes and completed to-dos associated with an organization or a contact. Notes are also visible on the Activity tab, but on the Notes tab, they are presented separately, and can be managed more efficiently. To open the page, use the path(s) in the Security and navigation section above.

The following tool buttons appear above the table:

Tool Button Description

Many Search pages (but not the widget drill-down tables) allow you to create a new instance of the selected entity. This button is visible before you execute a search:

  • Click New.
  • Contract, Ticket, and Project entities allow you to create several different entity types. Click New and select an option.

For help with populating the fields, refer to the context-sensitive Help of the page that opens.

SECURITY  By default, Export is available to users with Admin security level, and disabled for all others. It can be enabled for other security levels. Refer to Can export Grid Data.

NOTE  When exporting to CSV: To ensure consistent date/time formatting in the CSV output, we strongly recommend that the user’s date/time format settings in Autotask be identical to the Windows date/time format settings of the computer performing the export. This will prevent conflicts in how the software that generates the report interprets the date/time format.

IMPORTANT  Fields related to billing products for devices and contacts will not be exported.

  1. Click the Export drop-down menu and select an option.

    2. Option Description
    In Current Format If you select this option or simply click the Export button, only the columns that are displayed on the search results table will be exported.
    In Import Template Format This option will appear for entities that can be imported. For a list of entities that can be exported in import template format, refer to Importing or updating data.

    If you select this option, all columns that appear on the import template for the entity will be exported. This allows you to clean up or update records in bulk, and then import them again using the Update option.
  1. A window opens that allows you to download and open the exported file.

NOTE  Only the first 5,000 records will be exported.

The Column Chooser allows you to customize search results tables throughout Autotask. It determines the following:

  • Which columns are displayed on the table
  • The left-to-right display order of the columns

NOTE   Column Chooser settings on search results tables and some standard reports are part of the user settings stored on the Autotask server. You can log in from any computer and have your column chooser settings applied to your Autotask session. To clear the data stored in your Autotask instance and reset the column chooser settings to the Autotask default settings, click Reset Settings in My >  Miscellaneous > Settings.

To customize the table, do the following:

  1. Click the column chooser icon above the search results. The Column Chooser page opens.

Columns appear either in the Available Columns or the Selected Columns panel.

  1. Double-click a column name or select one or multiple columns and click the left or right arrow to move columns to the other panel.
  2. To change the display order of the columns, select one or multiple columns in the Selected Columns panel and click the up or down arrows.

NOTE  Top-to-bottom order in the Selected Columns list becomes left-to-right order on the Search Results list.

  1. Click Save & Close.

NOTE  If the characters + # appear after the column name, then that column may have multiple items returned for some rows. If that occurs, the first item will appear in the row followed by + and the number of additional items returned. To display the list of additional items, hover over the item in the column.

Click the refresh icon to execute the search on the current table again, using the same search criteria to find new records that were added since you first performed the search.

Above the table, you can filter the results by Action Type. For more information on action types, refer to Action types.

Menu Option Description
General
View Note Opens the View page of the Note. Refer to Viewing a note.
Edit Note / Edit To-Do (Note) (for completed To-Dos) Opens the Edit Note window . Refer to Adding or editing CRM (organization, contact, or opportunity) notes.
Set Scheduled Converts the note to a to-do and moves the item from the Notes tab to the To-Dos tab of the Organization, Contact, and Opportunity pages.
If you selected Set Scheduled on a Notes table, the page will be refreshed, and the note will be gone.
If you select Set Scheduled on the Ticket page under Service Calls and To-Dos, the note is converted to a to-do and remains on the list.

NOTE  When you select Set Scheduled, the change takes place immediately without confirmation.
Delete Note Opens a confirmation dialog ("Are you sure?"). Click OK to delete the note. Deletion cannot be undone.
View
Organization Opens the Organization page. Refer to The Organization page. This option is not available on the organization Notes tab.
Opportunity Opens the opportunity associated with the note. This option is only available if the note is associated with an opportunity.
LiveLinks
LiveLinks Displays LiveLinks available from this table. Refer to LiveLinks.