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?
Enterprise CRM has records that it shares across all business units and organizations. The Contact record type is one of these public records, although you can add private Google Docs, Notes, or Attachments on a Contact by using Reserved Contact Data.
While it is likely that most of your Google Docs, Notes, and Attachments will be private to your business unit there may be times when you want to add a note or other information to share with the wider CRM audience, for example you know that a particular contact needs special assistance such as a translator or screen reader if they're visiting and/or they've provided relevant documentation to support those requests. You could use a Note to communicate the relevant needs and/or Attach a File or Google Doc to load any supporting information that the contact has provided.
Navigate to the Contact record (if needed)
- If you have enough information to find the Contact 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 Contacts Tab if showing in your default tabs or click on the All Tabs (+) button and click on Contacts in the list.
- From Contacts Home you can either click on the name of the Contact, if showing in your default View, or select the appropriate selection from the dropdown in the View: Menu and click Go!
- Once the appropriate Contact is visible click on the Contact Name in the list to bring up the Contact record.
Add a Google Doc
- Once on the Contact record there are two way to get to adding a Google Doc:
- At the top of the Contact 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 Contact 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 a Public Google Doc associated with a record 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 Contact record.
Add a Note
- Once on the Contact record there are two way to get to adding a Note:
- At the top of the Contact 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 Contact 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 Contact record.
- There is a Private checkbox on the Note Edit screen that would make the Note private to you only. If you are trying to make a Public Note you will want to ensure that box remains unchecked.
- When done adding the note information link click Save to be brought to the Contact record.
Add an Attachment
- Once on the Contact record there are two way to get to adding an Attachment:
- At the top of the Contact 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 Contact 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 Contact 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 Contact record.