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Notes

Document important notes and ongoings for your accounts

About Notes

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.

Notes: Creating a Template

How To
How To Visual
  1. 1.
    Navigate to your Account logo on the top right and then Settings
  2. 2.
    Click on Note Templates under Templates (or get there via Quick Jump).
  3. 3.
    Click on New Template on the top right
  4. 4.
    Select whether you want this template to be private or public
  5. 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. 6.
    Click Create Template when done
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Notes: How to Create

How To
How To Visual
To leave a note for an account in Vitally, either:
  1. 1.
    Click the + Create a New button in the bottom left (or use the Tab + N shortcut)
  2. 2.
    Select Create Note in the pop-up
  3. 3.
    Add your Title, Select Account, Participants, etc..
  4. 4.
    Select Create Note to create it
Within an Account/Org
  1. 1.
    Select the pencil button on the top left
  2. 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. 3.
    Add your Title, Participants, Category, etc...
  4. 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 view a note, that draft will no longer be saved. Notes or drafts are irrecoverable.
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Learn how to create a template above under Notes: Creating a Template
To select a predefined template follow these steps:
  1. 1.
    Once you're in your note, select a template from the right-hand menu (All Templates, My Templates Uncategorized, Categorized)
  2. 2.
    You can also create a new template on the top right by clicking Create Template
  3. 3.
    Add the account this is for, participants, attachments, etc.
  4. 4.
    You can also view Account information by clicking on the tab with the Account name next to "templates".
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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!

Notes: Supported 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
Commands
Format
Variables
Note Traits
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).
  1. 1.
    Using the command /
  2. 2.
    Select from the dropdown that appears
    • Heading 1, 2, 3
    • Text
    • Number or Bullet List
    • Embed Image
    • Embed File
    • Section
    • Embed Task
      1. 1.
        Type out your task
      2. 2.
        Press Enter to add another
      3. 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.
You can make text bold, italicize, underline, code, strikethrough, and hyperlink bt simply highlighted the text you want to format.
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 Organzation level you can only see Organization 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. 1.
    Navigate to your Account logo on the top left and select Settings
  2. 2.
    Navigate to Traits under Data Management
  3. 3.
    Scroll down and select Note Traits
  4. 4.
    Select Create Custom Trait
  5. 5.
    Add the name, type, and any description
  6. 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.

Notes: Creating Categories and Tags

How To
How To Visual
  1. 1.
    Navigate to your Account logo on the top right and then Settings
  2. 2.
    Click on Notes under Activity (or get there via Quick Jump)
  3. 3.
    Select Note Categories or Note Tags
  4. 4.
    Select New Category/Tag on the top right
  5. 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. 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)
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Notes: Viewing & Filtering

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 all your Note columns - e.g. category, tags, participants, etc - as well as by any of your Account columns.

Notes FAQ

Q: Can I auto-create a note via a playbook? 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.
Automated Playbooks & Alerts - Previous
Creating opportunity & risk alerts with Indicators
Next - Activity items
Tasks
Last modified 1mo ago