Notes
Notes let you record important information that doesn't fit into structured fields — observations, preferences, warnings, or context for your team. Notes are available on customers, branches, and other records throughout WiseParts.
Adding Notes
- Open the record (customer, branch, etc.)
- Navigate to the notes section
- Click Add Note
- Enter your note text
- Click Save
Notes are timestamped with your name, so the team knows who added them and when.
Mentioning Colleagues
Type @ followed by a name to mention a colleague in your note. A list of users appears as you type — select the person you want to mention.
When you mention someone:
- They receive a notification about your note
- The mention appears highlighted in the note text
- They can click the notification to jump directly to the record
Subscribing to Notes
Click the bell icon in the notes panel to subscribe to notes on a record. When subscribed, you receive notifications whenever anyone adds a new note.
This is useful for:
- Key accounts you want to monitor closely
- Customers with ongoing issues you're tracking
- Accounts you share with colleagues
Click the bell again to unsubscribe when you no longer need updates.
Viewing Notes
Notes appear in chronological order, with the most recent first. Each note shows:
- Content — The note text
- Author — Who wrote it
- Date — When it was added
Scroll through the notes history to see past observations and context.
What to Use Notes For
Notes are ideal for:
- Customer preferences — "Prefers email over phone calls"
- Warnings — "Credit hold until invoice #1234 is paid"
- Context — "Key decision maker is on vacation until March 15"
- Relationship info — "Met at trade show 2024"
- Special handling — "Requires PO number on all orders"
Notes vs Forms
Use the right tool for the situation:
| Notes | Forms |
|---|---|
| Quick observations | Structured data collection |
| Persistent context | Records of specific interactions |
| Visible anytime | Attached to activities |
| Free-form text | Form fields with validation |
Example: After a visit, submit a form with structured fields. Add a note if there's context that doesn't fit the form — like "Customer mentioned they're opening a new location in Q2."
Visibility
Notes are internal — visible to your team members but not to customers. They're designed for sharing knowledge within your organization.
Branch Notes
When viewing a branch, notes can be specific to that location. Consider where the information belongs:
- Main customer notes — Information about the overall relationship
- Branch notes — Location-specific details
Best Practices
Be specific: "Delivery issues in January" is less useful than "Missed deliveries on Jan 5 and Jan 12 due to wrong address."
Keep it professional: Notes may be seen by colleagues and supervisors. Write as if your message might be reviewed.
Update regularly: Remove or update outdated notes so the team isn't working with stale information.