Enterprise CRM: Add a Private Google Doc, Note, or Attachment to an Organization record using Reserved Organization Data

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 DocNote, 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?

Enterprise CRM has records that it shares across all business units and organizations. The Organization record type is one of these public records, which means any Google Docs, Notes, or Attachments created from the Organization record will be public to all Users of Enterprise CRM.

Most of the time, however, it is likely that you will not want all other Users to be able to see your Google Docs, Notes, and Attachments. To get around this you're able to create your Google Docs, Notes, and Attachments using associated Reserved Organization Data.

The Reserved Organization Data record is associated with the Organization but only visible to Users of your business unit. This means any information added there will be private to your business unit. 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 Organization record (if needed)

  1. If you have enough information to find the Organization you may want to use the Global Search bar.
  2. If you do not have enough information to search or are working from a specific List View click on the Organizations Tab if showing in your default tabs or click on the All Tabs (+) button and click on Organizations in the list.
  3. From Organizations Home you can either click on the name of the Organization, if showing in your default View, or select the appropriate selection from the dropdown in the View: Menu and click Go!
  4. Once the appropriate Organization is visible click on the Organization Name in the list to bring up the Organization record.

Adding a Google Doc

  1. Navigate to the Reserved Organization Data record for your business unit one of two ways:
    • At the top of the Organization record hovering over the text for Reserved Organization Data brings up a window where any associated Reserved Organization Data Names are in a list where they are able to be clicked.
    • Further down on the page underneath the Organization Detail there is a Reserved Organization Data section of the page where any associated Reserved Organization Data Names are in a list where they are able to be clicked.
      • Note: It is likely that during onboarding to Enterprise CRM that Reserved Organization Data was created for your associated Organization. If the Organization is new or was created through a different business stream there is a chance you may not see any. If that is the case follow the instructions to create Reserved Organization Data and then follow from Step 2.
  2. Once on the Reserved Organization Data record there are two way to get to adding a Google Doc:
    • At the top of the Reserved Organization Data 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 Reserved Organization Data 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.
  3. 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.
  4. When done adding the name and sharing link click Save to be brought to the Reserved Organization Data record.

Add a Note

  1. Navigate to the Reserved Organization Data record for your business unit one of two ways:
    • At the top of the Organization record hovering over the text for Reserved Organization Data brings up a window where any associated Reserved Organization Data Names are in a list where they are able to be clicked.
    • Further down on the page underneath the Organization Detail there is a Reserved Organization Data section of the page where any associated Reserved Organization Data Names are in a list where they are able to be clicked.
      • Note: It is likely that during onboarding to Enterprise CRM that Reserved Organization Data was created for your associated Organization. If the Organization is new or was created through a different business stream there is a chance you may not see any. If that is the case follow the instructions to create Reserved Organization Data and then follow from Step 2.
  2. Once on the Reserved Organization Data record there are two way to get to adding a Note:
    • At the top of the Reserved Organization Data 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 Reserved Organization Data 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.
  3. 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 Reserved Organization Data record.
    • There is a Private checkbox on the Note Edit screen that would make the Note private to you that you are able to use if needed. 
  4. When done adding the note information link click Save to be brought to the Reserved Organization Data record. 

Add an Attachment 

  1. Navigate to the Reserved Organization Data record for your business unit one of two ways:
    • At the top of the Organization record hovering over the text for Reserved Organization Data brings up a window where any associated Reserved Organization Data Names are in a list where they are able to be clicked.
    • Further down on the page underneath the Organization Detail there is a Reserved Organization Data section of the page where any associated Reserved Organization Data Names are in a list where they are able to be clicked.
      • Note: It is likely that during onboarding to Enterprise CRM that Reserved Organization Data was created for your associated Organization. If the Organization is new or was created through a different business stream there is a chance you may not see any. If that is the case follow the instructions to create Reserved Organization Data and then follow from Step 2.
  2. Once on the Reserved Organization Data record there are two way to get to adding an Attachment:
    • At the top of the Reserved Organization Data 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 Reserved Organization Data 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.
  3. Once on the Attach File to Reserved Organization Data 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.
  4. 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.
  5. When done adding the desired files click Done to be brought to the Reserved Organization Data record.