Managing Notes and Attachments

TABLE OF CONTENTS  [Hide]

Introduction
Attaching Files to the Records
Deleting Attachments
Associating Notes with Records
Importing Notes
Deleting Notes

Introduction

File attachments are documents, such as Marketing Collateral, Sales Quotes/Orders/Invoices, SLA, and others that can be associated to the CRM modules. Notes are the electronic equivalent of paper sticky notes. You can use the notes to write the questions, reminders, and anything you would write on notepaper. These are useful for storing bits of information related to customers, which you may need later.

Attachments and Notes modules are available as a related list under detail view of the record. You can perform the following operations in Attachments and Notes modules:

• Attach Files to the Records
• Delete Attachments
• Associate notes with records
• Importing Notes
  
• Delete Notes
  
  

Attaching Files to the Records

You can attach documents to the leads, campaigns, accounts, contacts, cases, products, vendors, quotes, orders, invoices, and email templates.

Storage Limits:

Additional File Storage:

 Note: You can upload a file of 5 MB size.

To attach files to the records

1. Select the record from the required module.
2. In the Record Detail page, under Attachments section click the New Attachment button.
3. In the <Module>: File Attachment page, browse the file to be uploaded. You can also add some description about the file.
4. Click the Upload button.
   The attached file is added under Attachments & Notes list view.
   
   

Deleting Attachments

Occasionally, you may need to remove the unnecessary files from the Zoho CRM system for a better user experience. You may consider removing files that are not useful for future reference.

  Warning: Deleting files is a destructive operation, hence use this option judiciously.

To delete attachments

1. In any of the record details view, under Attachments section click Del link.
2. In the Confirmation dialog, click OK to delete the note permanently.
   
   

Associating Notes with Records

In Zoho CRM, you can associate notes to the records by specifying the required details in a note.

List of Standard Note Fields

In the Note: Edit form, you need to specify the note-related information. The following table provides descriptions of the various fields in the form.

To create notes

1. In any of the record details view, click the New Note button.
2. In the Note: < > page, specify the note-related information.
   
   Note: Title is a mandatory field. Refer to the List of Standard Note-related Fields section for more details.
   
3. Click Save.

Importing Notes

There are occasions when you would like to acquire Notes from external source sources or other CRM applications. The Importing Notes option in Zoho CRM allows you to successfully run this operation.

Note: You should have imported the related Accounts and Contacts before importing Notes.

To import notes

1. Click on Setup > Data Administration Tools > Migrate Data from other CRM.
2. In the Data Migration Wizard page, click on the Select Module drop-down list.
3. In the Select Module drop-down, pick Import Notes and click Next.
4. Browse the Import file path and click on Next to import.
   
   

Deleting Notes

Occasionally, you may need to remove the unnecessary notes from the Zoho CRM system for a better user experience. You may consider removing notes that are not useful for future reference.

Warning: Deleting notes is a destructive operation, hence use this option judiciously.

To delete notes

1. In the Note: <Note Name> page, click Delete.
2. In the Confirmation dialog, click OK to delete the note permanently.