Enterprise CRM: Add a Public Google Doc, Note, or Attachment to an Organization record

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, although you can create private Google Docs, Notes, or Attachments on an Organization by using Reserved Organization 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 visiting a particular organization is confusing to get to or follows an unexpected process. You could use a Note to communicate the relevant information and/or Attach a File or Google Doc to load any supporting documentation that is provided.

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 from your homepage if showing in your default tabs or click on the All Tabs (+) button and select Organizations from 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.

Add a Google Doc

  1. Once on the Organization record there are two way to get to adding a Google Doc:
    • At the top of the Organization 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 Organization 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.
  2. 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.
  3. When done adding the name and sharing link click Save to be brought to the Organization record.

Add a Note

  1. Once on the Organization record there are two way to get to adding a Note:
    • At the top of the Organization 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 Organization 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.
  2. 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 Organization 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.
  3. When done adding the note information link click Save to be brought to the Organization record

Add an Attachment

  1. Once on the Organization record there are two ways to get to adding an Attachment:
    • At the top of the Organization 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 Organization 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.
  2. Once on the Attach File to Organization 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.
  3. 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.
  4. When done adding the desired files click Done to be brought to the Organization record.