What Are Google Docs, Notes, and Attachments?
Google Docs, Notes, and Attachments can be used to associate particular information or documents to records within CRM using various formats. Prior to creating a Google Doc, Note, or Attachment you may want to check with your internal business processes to ensure that you are using them in the way that your business unit is intending for them to be used.
What Are My Privacy Options?
Leads are a record type that is private to your business unit. Any Google Docs, Notes, or Attachments created from a Lead will automatically be private.
Notes also have a checkbox that will allow you to create a note on the record that is private to you only.
Navigate to the Lead record (if needed)
- If you have enough information to find the Lead you may want to use the Global Search bar.
- If you do not have enough information to search or are working from a specific List View click on the Travel Tab if showing in your default tabs or click on the All Tabs (+) button and click on Travel in the list.
- From Leads Home you can either click on the name of the Lead, if showing in your default View, or select the appropriate selection from the dropdown in the View: Menu and click Go!
- Once the appropriate Lead is visible click on the Lead Name in the list to bring up the Lead record.
Adding a Google Doc
- Once on the Lead record there are two way to get to adding a Google Doc:
- At the top of the Lead record hovering over the text for Google Docs, Notes, & Attachments brings up a window where the Add Google Doc button is able to be clicked.
- Further down on the page underneath the Lead Detail there is a Google Docs, Notes, & Attachments section of the page where there is an Add Google Doc button that is able to the clicked.
- Once on the Add Existing Google Doc page you are able to add a Google Doc Name and a Google Doc URL.
- Note: Since you are making the Google Doc associated with a record that can be seen by users in your business unit ensure that the Sharing settings on the Google Doc are appropriate for the audience.
- When done adding the name and sharing link click Save to be brought to the Lead record.
Adding a Note
- Once on the Lead record there are two way to get to adding a Note:
- At the top of the Lead record hovering over the text for Google Docs, Notes, & Attachments brings up a window where the New Note button is able to be clicked.
- Further down on the page underneath the Lead Detail there is a Google Docs, Notes, & Attachments section of the page where there is a New Note button that is able to the clicked.
- Once on the Note Edit screen you are able to fill in a Title and Body for the Note.
- Only Title is a required field. If the title is descriptive enough there may not be a need for a Body that other Users would need to get to by clicking on the Note or using the View All button in the Google Docs, Notes, & Attachments sections of the Lead record.
- There is a Private checkbox on the Note Edit screen that would make the Note private to you only if needed.
- When done adding the note information link click Save to be brought to the Lead record.
Adding an Attachment
- Once on the Lead record there are two ways to get to adding an Attachment:
- At the top of the Lead record hovering over the text for Google Docs, Notes, & Attachments brings up a window where the Attach File button is able to be clicked.
- Further down on the page underneath the Lead Detail there is a Google Docs, Notes, & Attachments section of the page where there is an Attach File button that is able to the clicked.
- Once on the Attach File to Lead page you are able to click on Choose File to bring up your computer files and select the file you would like to attach to the record.
- When the file you want to attach is visible next to Choose File click on Attach File to upload.
- Note: If you'd like to add more than one file Steps 2 and 3 can be repeated until all files you would like to attach are uploaded.
- When done adding the desired files click Done to be brought to the Lead record.