Skip to main content

Notes

Document important notes and ongoings for your accounts

Laura Bedoya avatar
Written by Laura Bedoya
Updated over 9 months ago

Notes Overview

Notes help you document the ongoings at an account, and Vitally's flexible Notes feature helps you ensure your team documents all calls, meetings, on-site, and more that happen with your customers.

Notes Templates

Note templates allow you to create a standard to Customer Success process when creating Notes. Streamlining the documentation process for customer calls, meetings, or any other type of note allows you and your team to be efficient.

Creating a Note Template

How To

How To Visual

How to create a Note Template:

  1. Navigate to your Settings (⚙️) by selecting your Account Logo on the top left and under Vitally Objects select Notes

  2. Then select Templates (or via Quick Jump Mac: ⌘ + j Windows: Alt + j)

  3. Click on New Template on the top right

  4. Select whether you want this template to be private or public

  5. You can now add in all your information for the Note Template like

    • Note subject

    • Template name

    • Template description

    • Category

    • Tag

    • Note traits

      • You can make these required.

    • Content

  6. Click Create Template when done

How to Create a Note

How To

How To Visual

To leave a note for an account in Vitally, either:

  1. Click the + Create a New button in the bottom left (or use the Tab + N shortcut)

  2. Select Create Note in the pop-up

  3. Add your Title, Select Account, Participants, etc..

  4. Select Create Note to create it

Within an Account/Org

  1. Select the pencil button on the top left

  2. This will open a form that sits on top of the rest of the Vitally UI, allowing you to navigate the UI while you write your note.

  3. Add your Title, Participants, Category, etc...

  4. Select Create Note to create it

*Note drafts are saved until you select Create Note on the bottom right. If you have not selected Create Note and then, for example, you navigate to another Account and type a new note, that draft will no longer be saved. Notes or drafts are irrecoverable.

To create a note using a template:

  1. Once you're in your note, select a template from the right-hand menu (All Templates, My Templates Uncategorized, Categorized)

  2. You can also create a new template on the top right by clicking Create Template

  3. Add the account this is for, participants, attachments, etc.

  4. You can also view Account information by clicking on the tab with the Account name next to "templates".

Remember to add participants to your notes so you can find the note within the User otherwise you will only find the note in the Account!

Supported Note Functionality

You can @ mention teams, use commands such as; embedding tasks, online media, files, imagines, etc, change formatting like bolding or italicizing text, add data as variables, and adding note traits!

@ mention

Want to get a specific teammate's attention? Simply @ mention them, and we'll send them an in-app, email, and Slack notification (if they have each enabled).

Adding traits via the + Add trait option on the Note only displays Account and Organization traits. If you wish to select a trait from another source (e.g. Custom Object on an Account-level), then this can be achieved by rolling-up the value using a Formula Trait.

Commands

  1. Using the command /

  2. Select from the dropdown that appears

    • Heading 1, 2, 3

    • Text

    • Number or Bullet List

    • Embed Image

    • Embed File

    • Section

    • Embed Task

      1. Type out your task

      2. Press Enter to add another

      3. Press Enter twice to get out of Tasks

    • Embed Online Media
      ​

Embedded Tasks will be automatically assigned to the note creator, not the template creator.

Format

You can make text bold, italicize, underline, code, strikethrough, and hyperlink bt simply highlighted the text you want to format.

Variables

Type out a bracket to get variables. If you're on the Account level you'll only see Account traits. If you're on the Organization level you can only see Organization Traits.

Note Traits

First you want to create your Note Traits. Note traits work just as custom traits but are specific to Notes so you can add these traits to your notes and be filled out by your team.

To create a note trait:

  1. Navigate to your Account logo on the top left and select Settings

  2. Navigate to Traits under Data Management

  3. Scroll down and select Note Traits

  4. Select Create Custom Trait

  5. Add the name, type, and any description

  6. Select Create Custom Trait

Notes Categories and Tags

When writing a note, you have a handful of options to ensure your team's notes are nice and organized.

  • Category - A note can belong to a single category. These are often used to log the 'type' of communication that's occurred - e.g. note, call, onsite, etc.

  • Tags - Below the note text field is the ability to add any number of additional tags to associate to the note. This is to narrow down even further aside from categorizing your note.

Creating Note Categories & Tags

How To

How To Visual

How to create a Note Category or Tag:

  1. Navigate to your Settings (⚙️) by selecting your Account Logo on the top left and under Vitally Objects select Notes

  2. Then select Categories or Tags (or via Quick Jump Mac: ⌘ + j Windows: Alt + j)

  3. Select Note Categories or Note Tags

  4. Select New Category/Tag on the top right

  5. For Categories, simply add the name. If you want to add an emoji you'll need to use your emoji keyboard (fn on Mac)

  6. For Tags, simply add the name and add a color if you wish. If you want to add an emoji you'll need to use your emoji keyboard (fn on Mac)

Viewing & Filtering Notes

In Vitally, you can view all notes created by your team via a Notes View. Additionally, when on an account's dashboard, the Notes tab there lists just notes for that account.

In both Views, you have the ability to filter notes by your Note columns - e.g. category, tags, created date, etc - as well as by any of your Account columns.

Notes FAQ

Q: Can I auto-create a note via playbook automation?

A: Not at this time. Since Notes are so unique with unique context it would be difficult to auto-create a note

Q: Who is the task assigned to when I embed a task into a Note?

A: Embedded Tasks will be automatically assigned to the note creator, not the template creator.

Q: What notifications will be triggered when I @ mention someone?

A: We'll send them an in-app, email, and Slack notification (if they have each enabled).

Q: I can't find the note I just created under a User

A: You may have not added a participant when creating the Note. Check the Account or recently created Notes, you can always edit it and add the participant so you can find the note under a specific User.

Related Articles
How to Navigate Vitally
Salesforce
HubSpot
User Roles & Permissions
REST API: Notes
Did this answer your question?