Manage notes and files | Online Help - Bigin by Zoho CRM

Manage notes and files

Files

You can upload important files like Sales Orders, Invoices, Agreements etc., and associate it to the relevant record in your Bigin account. These attachments can be uploaded via the following means:

Upload from computer

You can use this option to attach documents, spreadsheets and presentations to the records from your local drive.
  1. Go to the desired module and open the record.
  2. In the record details page, click Files related list.
  3. Click Browse and select Upload from this computer.

  4. Click Attach.
    The attached files will be available in the Files section.
Note:
  1. You can attach a maximum of 10 files at a time.
  2. The size of a single file should not exceed 20 MB.

Attach from Cloud

Files can be attached to a record from other cloud drives like Google Drive, Box, Dropbox, OneDrive and Evernote.
  1. Go to the desired module and open the record.
  2. In the record details page, click Files related list.
  3. Click Browse and select Attach from Cloud.

  4. Select the files that you want to add and click Attach.
Note:
  1. A file should not exceed 10MB
  2. Maximum of 5 files can be attached at a time. Example: 2 files from google drive, 2 from dropbox and 1 from one drive.

Attach from Zoho WorkDrive

Zoho WorkDrive is a cloud based file management software that allows people to create, store, and share files within their organization. To know more about Workdrive click here
  1. Go to the desired module and open the record.
  2. In the record details page, click Files related list.
  3. Click Browse and select Zoho WorkDrive.

  4. Browse the required files from the WorkDrive window that pops up and click Attach.
Note:
  1. You can attach a maximum of 10 files at a time.
  2. There is no limit to the file size that can be attached via WorkDrive.
If you have documents stored in some other file storage app or some website, you can attach them to your record using the Link (URL) option.
  1. Go to the desired module and open the record.
  2. In the record details page, click Files related list.
  3. Click Browse and select Link(URL) option.
  4. In the Attach from Link popup window, enter the file's permalink URL to be attached.

  5. Click Attach.
Note:
  1. The document attached via a URL is not stored in Bigin. There is no file size for the URL attached as it is technically not a document but only a link.
  2. Clicking on the link will take you to the respective URL.
  3. The Meta Name of the link will be entered by default as the name of the document. You cannot edit this name in Bigin.

Notes

Notes are an integral part of your records as they let you quickly log key information about a contact or a pipeline record for instance. You can add notes to records in the Pipelines, Contacts, Companies and Activities module.

To create a note

  1. Click the Pipelines/Contacts/Companies/Activities module.
  2. Select the desired record.
  3. In the record details page, enter the note content in the text box. You can add a title to your note by clicking the Add a Title button.

  4. Click the Attach File link to upload files to the note. You can upload from:
    1. Your Computer
    2. Zoho Workdrive
    3. File storage apps like Dropbox, Google Drive, Evernote, One drive and Box.
  5. Click Save.
Note
  1. You can attach up to 5 files per note.
  2. The total size of the files should not exceed 20 MB.

Import Notes

Manually adding notes one at a time to each record is rather taxing and instead you can overcome this hassle by using the Import Notes feature in Bigin. Read more here.

Export notes

You can export the notes from your Bigin account. Data will be exported in a .csv file. 
To export notes   
  1. Go to Setup > Data Administration > Export Data.
  2. Select Notes from the drop-down list.
  3. Click Export.

The export operation initiated will run in the background. It will take a few minutes to complete. Once the export is finished you'll receive a notification in your Bigin account. Click on the 'Download' link in the notification to download the exported CSV file that contains all your notes.

Delete Notes

You can delete unnecessary notes from your Bigin account. 
To delete notes
  1. Go to the desired module and select the desired record.
  2. Under Notes section, hover your mouse pointer on the desired note that needs to be deleted and then click the Delete icon.
  3. In the confirmation box, click Yes, Delete to delete the note.

 

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