Introduction: Welcome to another insightful tutorial by Tony Holowitz. In this tutorial, we’ll explore how to create notes and histories for companies in Act CRM. We’ll discuss the differences between the two and highlight effective ways to ensure important information doesn’t go unnoticed.

1. Creating a Note for a Company: Suppose you need to add a note to a company record, such as a reminder about unpaid bills. Follow these simple steps: a. Click on “Companies” to access the company view. b. Select “New Company Note” from the options. c. Enter the note content, e.g., “Not paying bills,” and click “OK.”

2. The Importance of Notes and Histories: Notes and histories are crucial for keeping track of essential details related to companies and contacts. While notes are associated with specific records and can be easily overlooked, histories offer a comprehensive view of interactions and activities.

3. Viewing Notes and Histories: To view notes or histories associated with a company, follow these steps: a. Click on “Companies” to access the company view. b. Choose “Notes” to see company-specific notes. c. For histories, use the “History” option.

4. Efficient Note Management: Given the possibility of notes getting buried and overlooked, we’ll explore an alternative method to efficiently manage and view notes.

5. Creating a Company-Wide Note for Linked Contacts: a. Right-click on any contact and select “Create Lookup.” b. Select multiple contacts (hold “Shift” and click). c. Click on “Note” and input the note content (e.g., “Test note about Bill” for unpaid bills). d. Click “OK” to create separate notes for each contact.

6. The Advantage of Company-Wide Notes: Unlike individual notes, company-wide notes are accessible when viewing linked contacts. This feature ensures critical information is visible to all users, reducing the risk of important details being overlooked.

7. Next Tutorial Preview: Creating Custom Fields for Enhanced Company Views: In the upcoming tutorial, we’ll dive into creating custom fields in Act CRM to display essential information prominently within the company view.

Conclusion: Notes and histories are powerful tools in Act CRM for documenting interactions, reminders, and critical details related to companies and contacts. While notes can be specific to individual records, company-wide notes provide a convenient way to ensure vital information is visible to all linked contacts. Stay tuned for the next tutorial to explore the benefits of custom fields in enhancing your company view.