Add a note to a customer or record

Write a note on a customer, work order, project, task, service asset or portfolio from its Notes tab, then pin, colour, tag, file, archive or bin it.

Open the customer or record, then press its Notes tab. For example, in the sidebar open Operations, then Work Orders, open the work order, and press Notes; the page address ends in /notes. The quickest way in is Actions, then Add note, which opens the tab with a new note ready.

Notes are for your team. Customers do not see them unless you share one on purpose.

Before you start

Your role needs permission to read and create notes on that kind of record. Pinning, tagging, filing in folders and deleting each have their own permission; a control you lack is greyed out or missing.

Steps

1. Press Add a note. An empty note opens.
2. Type a Title (optional), then the note itself where it says "Write a note...". Use the toolbar for bold, italic, lists and links, and Add file to attach a photo or document.
3. While the note is open you can pick its Note color, pin it, choose a folder, or add tags with the tag button.
4. Nova saves as you type; the note says Saved. On a phone, press Save to close it.

To change a note later, press it and type. Its card and its More actions menu have the rest:

• Pin note keeps it at the top under Pinned; Unpin note puts it back.
• Change note color to sort notes at a glance.
• Edit fullscreen for a long note.
• Archive note hides it from the list without deleting it; Unarchive note brings it back.
• Move note to trash, then confirm with Move to trash. Undo appears for a moment afterwards.

What you see

• The list shows Pinned notes first, then Others. Switch between list and grid with the layout buttons.
• Press the Notes title to switch between All notes, Pinned, Archive and Trash. In Trash, press Restore note, or Empty trash to delete them all for good.
• Type in Search notes by title, content, or tags, or use Filter by tag.
• When folders are on for this record, a folder panel sits beside the notes (Turn folders on or off for one customer or record).

If something looks different

• This note is being edited by someone else.: another person has it open. You can read it; wait, or ask them to close it.
• This note was updated elsewhere. Resolve the conflict to continue.: someone saved a change while you were typing. Follow the prompt on the note to carry on.
• Note limit reached. Delete notes or increase the organization limit before creating another.: your organization's note allowance is used up. An admin can raise it.
• Share note gives a customer a link to read the note in their portal (Share a note or file with a customer). It only appears on records that belong to a customer.
• On an intake submission the tab is called Notes & tags. Your organization can also rename the tab.