Notes And Attachments
Use Notes to add any additional information you might want to include in your record. You can add notes for the records in Contacts, Companies, Requests, Estimates, Work Orders, Service Appointments, Services And Parts, Assets, and Crew. When you import and export records, you can include the notes too.
- Permission Required: Notes
Add Notes
To add a note:
- Click on the module record to which you would like to add notes.
- Go to the Notes tab and click Add Note.
- In the Add Note dialog, enter the note and click Save.
Click Add Title to include a title for the note. You can either drag and drop the attachments or select them from your computer. Click the Edit icon [] to make changes to the file name, if any, and click
to save the changes. To a note, you can include a maximum of 20 attachments provided their combined size is only up to 150 MB.
You can also add notes from the mobile app. Refer to this section to know how to add audio recording as attachments. The notes added in work orders and service appointments can also be seen from the Dispatch Console.
Bulk Upload of Attachments
You can upload attachments in bulk. When you attach more than 20 attachments, multiple notes will be created with the attachments split between these notes. Also, if the size limit of the attachments for a note exceeds 150 MB, then these can be added only by splitting the attachments between multiple notes.
Manage Notes
Hover over a note to find the following options:
- Edit [
] or Delete [
] a note.
- Pin: Click on the Pin [
] icon to fix a note at the top of the list. You can only pin one note at a time and you can only pin the notes in the records where it was originally added.
The attachments can be downloaded, previewed, or deleted.
Search Notes
You can search for notes by typing in at least four letters in the search bar. Type @ and select a user to search for notes in which this user is tagged. Use This Record to filter out the notes that were added to the record in question. Use the Module filter to filter the notes by the module in which they were added. Use the Date filter to filter the notes by their Created Time. Use the Users filter to filter the notes by their Created By.
Unified Notes View
To facilitate better coordination among different departments and team members, the notes added to a record can now be accessed in all its associated records. The notes added to a record will reflect in all its associated records as mentioned below:
- Notes added to records linked through the Request > Estimate > Work Order > Service Appointment relationship will be accessible across all these records. The name of the module the note belongs to will be mentioned next to the icon
.
- Notes added to an Asset record will be accessible in all the transactional (Request, Estimate, Work Order, Service Appointment) records created for it. However, the notes added to these transactional records will not be available in the asset record.
- Notes added to the Contacts of a Company will be accessible in the Company record. However, the notes added to a Company record will not be accessible in its Contacts.
If you remove a note from the original record it was added to, or from any related record where it can be accessed, the note will be deleted.
Tagging Users In Notes
You can tag Zoho FSM users in a note. To tag a user, type the at sign, @, in the note. Select the user you want to tag. If the logged in user does not have the User Management permission, then the email address of the user will not be displayed.
| The tagged user will be notified. If you want the tagged user to be notified through email, then ensure that Send Mail is enabled within the setting Mentioned in Notes on the Notification Settings page. |
All the users, irrespective of their access permissions, will be available for tagging. If the user who was tagged does not have access to the record in which the note is present, then that user will be shown an error message (The record you are trying to access is not available.) when they click on the notification.
Manage Attachments
The Attachments tab in the Details page of modules allows users to store and access all relevant documents, images, and files related to a specific job or service request in one place. This can include contracts, service agreements, manuals, and photos of the work done.
From the Attachments tab, you can do the following:
- Add new attachments. Click on Add Attachment and either drag and drop the files or select them from your computer. For each attachment, you will find the View, Download, and Delete options within more options [
].
- View the attachments added to the notes. These attachments will be marked by the icon Linked to Notes [
]. You can also add an attachment listed here by clicking on the icon Add to Note [
] icon.
Note
- The maximum size of an attachment that you can upload is 150 MB.
- The attachments added here will be considered for file storage consumption.
Adding audio recording as attachment
There are two ways to add an audio recording: attach it to a note from the Notes tab, or upload it as an attachment from the Attachments tab.
To add an audio recording as an attachment:
- Go to the Notes tab and click Add Note or go to the Attachments tab and click Add Attachment.
- In the Add Note/Attachment popup, click Record.
- Allow permission to use microphone.
- You can either Pause [
] or Stop [
] the recording or Retry [
] recording.
- Click
if you want to add another recording. You can delete [
] any recording if needed. Click Upload once you have obtained the necessary recordings.
You can record up to five recordings at a time, and each recording can be a maximum of five minutes long. - To rename the recording, click on the pencil [
] icon to the right.
- Click
to save the new name. Click Save to save the note.
The attachments can be downloaded, previewed, or deleted.
Creating Before-and-After Comparisons
Visual proof of work is a powerful tool for maintaining quality standards and ensuring customer satisfaction. The Before-and-After feature allows you to combine two separate images into a single, side-by-side comparison that documents the transformation of a job site or asset.
The Before–After images can be created from the Notes and Attachments tab:
Method I
Hover your cursor over the desired image.
- Select Create Before–After (Set as Before) to place the image in the "Before Work" slot.
- Select Create Before–After (Set as After) to place the image in the "After Work" slot.
Based on your selection, the image is automatically placed in the corresponding Before Work or After Work slot within the Snap Editor.
Method II
Under the Attachments tab, select Create Before–After Image from the Add Attachment dropdown button.
Using the Snap Editor
The Snap Editor provides a suite of tools to refine your comparison before saving it.
- Choose Image: Upload new images directly from your computer or browse through existing record attachments to fill the remaining slot.
Click the Swap [] icon to instantly interchange the images between the Before work and After work slots.
- Layout Orientation: Pick the preferred orientation or visual arrangement (e.g., vertical or horizontal) for the comparison view.
- Image Adjustment: Use a variety of editing tools—including Crop, Rotate, and Zoom—to ensure both images are perfectly aligned and focused on the relevant details.
- Naming: Rename the comparison file to make it easily searchable within the record.
- Save as New: Click this button to generate and save the final comparison as a new, standalone image.
You can also choose to just Download the image without saving it.
The Before–After comparison will be generated as a new image.
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