Automating the process of adding notes to a specific contact can streamline communication and ensure key information is visible. For example, if a lead submits a form with custom fields, you can set it up so that this information automatically appears in the notes section for better visibility.
Additionally, you can add instructions for your team to follow. This guide will walk you through using the 'Add To Notes' action in Advisor's Growth.
How to Add the 'Add To Notes' Action to a Workflow
This action operates within workflows and functions similarly to adding notes via the contact area.
Step 1: Start or Edit a Workflow
You can either create a new workflow or edit an existing one to begin adding notes.
Step 2: Setting up the Workflow Trigger
Navigate to Workflow Triggers and select "Form Submitted" in the Events section.
Filter for the form you want to use, which can be created via Sites > Forms > Builder.
Click "Save Trigger" at the bottom-right corner of the screen.
Note: You can choose any trigger to suit the event you want to add to the workflow, or even opt for no trigger if necessary.
Step 3: Adding the 'Add To Notes' Action
Click the "+" icon below the trigger to add an action.
Under Actions, select "Add To Notes" from the "Contact" section, or use the search feature.
Optionally, name the action, and add details to the note.
You can use custom values to populate the note with data from a custom field.
Note: It’s recommended to include a title along with the value; otherwise, the note will only display the customer’s provided answer.
Save the action once configured.
Step 4: Customize to Your Preference
Further customize the workflow with additional actions or settings as needed.
When done, publish and save the workflow by clicking the button in the top-right corner.
FAQs
1. What is the 'Add To Notes' action?
This action allows you to automatically add notes to a contact’s profile within a workflow. It's useful for recording additional information or providing instructions based on certain triggers.
2. How do I set up a workflow trigger for this action?
Choose a trigger, such as "Form Submitted," and filter for the form you want to use. Alternatively, you can select other triggers or opt for no trigger, depending on your requirements.
3. Can I use custom field values in the note?
Yes, you can populate the note with custom field values by selecting options under the Custom Values tab when setting up the action.
4. Should I include a title in the note?
Including a title is recommended as it adds context to the note. Without a title, only the customer's provided information will be displayed, which may limit clarity.
5. How do I test the workflow?
Before publishing the workflow, use the "Test Workflow" button next to the Publish toggle switch to ensure everything works as expected. For more detailed testing instructions, refer to the article "Using Testing Features in Workflows."
6. Can I modify or delete notes after they are added?
Yes, notes added via this action are part of the contact’s record and can be manually edited or deleted if needed.