Once installed, the Zoho Notebook extension becomes available within the CRM interface.

Onboarding Screen for the Notebook Extension  

After installing the Zoho Notebook extension, users will see a dedicated onboarding screen within the Zoho CRM interface. This onboarding flow helps users quickly set up Notebook and understand how it works within CRM.

During onboarding, users will be prompted to select an organization for the Notebook extension. They can either:

• Choose an existing organization, if one is already available in their Zoho Notebook account

• Create a new organization specifically for use with the CRM extension

Selecting an organization allows the extension to manage notes and boards within that organizational workspace.

Note: Only the Admins of the organization get the above options to choose org.

Accessing Zoho Notebook in Zoho CRM  

After installing the Zoho Notebook extension, users can access Notebook directly within Zoho CRM.

To access the extension:

1. Open Zoho CRM.

2. Navigate to the Zoho Notebook extension panel available in the CRM interface.

3. Sign in with your Zoho Notebook account if required.

Once connected, the extension displays different sections that help users manage their notes effectively.

 
Sections Available in the Notebook Extension  

My Notes  

The My Notes section displays all notes stored in your Zoho Notebook account. From here, you can:

• View your personal notebooks and notes

• Create new notes

• Edit or update existing notes

• Organize notes within notebooks

This section allows users to access and manage their general notes directly from Zoho CRM.

CRM Notes  

The CRM Notes section is designed for notes related specifically to CRM records.

Users can create notes associated with CRM modules such as:

• Leads

• Contacts

• Accounts

• Deals

These notes help capture information related to customer conversations, meeting summaries, or deal updates while working inside CRM.

CRM Boards  

The CRM Boards section helps users organize notes related to CRM activities in a structured board format.

Boards allow users to:

• Group notes related to specific CRM workflows

• Organize ideas, updates, or follow-up points visually

• Track notes connected to ongoing sales processes

This makes it easier to manage information related to deals, pipelines, or collaborative discussions.

Understanding Note Visibility  

Notes created using the Zoho Notebook extension may appear in different sections depending on where they are created. This helps maintain proper organization and ensures privacy for CRM-related information.

Notes Created in CRM Modules  

When notes are created within specific CRM modules such as Leads, Contacts, Accounts, or Deals, they are stored under the CRM Notes section for that particular module.

These notes have the following behavior:

• They are visible only within the respective CRM module where they were created.

• They will not appear in the Zoho Notebook standalone application.

• They will not be listed in the “My Notes” sections.

This restriction helps ensure that CRM-related information remains private and accessible only within the relevant CRM context.

Notes Created in the My Notes Section  

Notes created under the My Notes section behave like regular Zoho Notebook notes.

These notes:

• Are saved directly to your Zoho Notebook account

• Will appear in the Zoho Notebook standalone app (web, desktop, and mobile)

• Are available in your notebooks and All Notes view

This allows users to maintain personal or general notes that can be accessed across all Notebook platforms.

 
Notes Created in CRM Notes (Without Module Association)   

Notecards can also be created directly under the CRM Notes section without associating them with any specific CRM module such as Leads, Contacts, Accounts, or Deals.

These notes have the following behavior:

• They appear only under the CRM Notes section within the Notebook extension in Zoho CRM.

• They are not associated with any specific CRM record or module.

• They will not appear in the Zoho Notebook standalone application.

• They will not be visible under Leads, Contacts, Accounts, or Deals.

These notes are intended for internal CRM use, allowing users to maintain information within the CRM environment without linking it to a specific record.

This can be useful when users want to keep personal or internal CRM-related notes that are not tied to a particular lead or deal but still remain available within the CRM extension for reference.

The Zoho Notebook extension also allows users to access Notebook AI, which helps generate, summarize, and refine notes using artificial intelligence.

Notebook AI can assist users in quickly organizing their thoughts, improving note clarity, and generating structured content from brief inputs. This can be particularly helpful when documenting meeting discussions, brainstorming ideas, or summarizing customer interactions.

With Notebook AI, users can:

• Generate content based on prompts or short descriptions

• Summarize lengthy notes into concise key points

• Refine or rewrite text for better clarity

• Expand brief ideas into detailed notes

This helps users save time while maintaining clear and structured documentation.

Note: On selecting Notebook AI, the page will be redirected to Zoho Notebook. Users must have an active Notebook AI subscription to use this feature.

 Notebook Custom Button   

A Notebook custom button is available inside supported CRM modules such as:

• Leads

• Contacts

• Accounts

• Deals

This button allows users to create a note instantly for the selected record without navigating to the Notebook extension panel.

How it works:

1. Open a record in a supported CRM module (for example, a Lead or Contact).

2. Click the Notebook button available in the record view.

3. Create a new note using the Notebook interface.

4. Save the note.

Once saved, the note becomes associated with that CRM record and can be accessed later from the Notebook extension.

This helps users quickly capture information during customer interactions such as meeting notes, call summaries, or follow-up details.

Notebook Related List  

The extension also adds a Notebook related list within CRM records.

This section displays notes that are associated with that particular CRM record, helping teams easily track discussions and updates related to customers or deals.

Benefits  

Using the custom button and related list allows users to:

• Quickly create notes while viewing CRM records

• Maintain a history of discussions

• Access relevant notes without searching through notebooks

Transcription Templates for Audio Notes  

Zoho Notebook allows users to generate AI-powered transcripts for audio notes created within CRM. While transcribing, users can choose a template based on their use case.

Creating Audio Notes in CRM  

From CRM modules and related lists, users can:

• Upload audio files

• Record audio directly within the Notebook extension

These audio recordings are saved as Audio Cards in Zoho Notebook.

Choosing a Transcription Template  

When generating a transcript using Notebook AI, users can select a template under the AI Transcription option.

Available templates include:

• Minutes of Meeting: Converts the audio into structured meeting notes with key discussion points
  

• Sales Template: Formats the transcript to highlight sales-specific insights such as customer needs, objections, and follow-ups

 

Selecting the appropriate template helps generate more relevant and structured transcripts based on the context.

How Call Recordings Work  

When using Zoho Voice, call recordings are automatically linked to the corresponding CRM record.

The recordings:

• Appear under the Calls section of the CRM record

• Are saved as an Audio Card and transcripts will be generated in Zoho Notebook

• Can be reviewed directly within the Notebook interface

This helps teams keep track of customer conversations efficiently.

This feature is currently available only in US and EU data centers.

If you no longer need the Zoho Notebook extension in Zoho CRM, you can uninstall it from the Zoho Marketplace.

Steps to uninstall the extension

1. Log in to your Zoho CRM account.

2. Click the Settings icon in the top-right corner.

3. Navigate to Marketplace → All.

4. Open the Installed tab.

5. Locate Zoho Notebook from the list of installed extensions.

6. Click Uninstall.

7. Confirm the action to remove the extension.

Once uninstalled, the Zoho Notebook extension will no longer be available within your Zoho CRM interface.