Wealthbox provides flexible tools for managing notes associated with contact records. This guide outlines how to create, customize, and adjust note visibility, in addition to managing note deletion, reordering, and permissions for modifications. Solutions to common issues users may encounter are also included.
Adding Notes in Wealthbox
You can add a note in Wealthbox through the following methods:
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Using the Activity Stream on the Homepage:
Open the Activity Stream, located in the center panel of the homepage.
Ensure the “Update” option is selected.
Start typing your note.
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To link a note to a specific contact, use the @-mentioning feature. Type @ followed by the contact’s name, and select them from the list. The name will highlight in blue and become a hyperlink.
When you post the note from the publisher on the Wealthbox homepage, it automatically appears in the activity stream and is saved to that contact’s activity history—no need to navigate to the contact record first.
@-mentions are private and remain within the Wealthbox CRM.
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From a Contact's Record Page:
Locate and open the desired contact’s page.
Scroll to the section below the contact details widget.
Use the note input area to add your note.
Rich Text Editing Features
Rich text editing in Wealthbox allows you to bold, italicize and underline notes and comments. You can also create ordered and unordered lists, link an article, transcribe material from your computer and insert emojis into your notes and comments.
The rich text editor has autosave functionality and the editor window displays “saving…” and “saved” on the top right-hand-side as you draft your note.
Using Note Templates
Wealthbox allows you to streamline your note creation process by using templates. When creating a note, follow these steps to apply a note template:
Look for the note template icon in the top-right corner of the text input area.
Click on the icon to view and select from your saved templates.
The template will automatically populate the text field, allowing you to customize it further before posting.
To learn more about Note Templates, check out this article: How can I create and use Note Templates?
Adjusting Note Visibility
To control who can see a note:
Before posting your note, look for the visibility settings control. This can usually be found near the posting button.
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Choose from the following options to set the visibility:
Everyone: Makes the note visible to all users in your Wealthbox workspace.
Only Me or Specific Groups: Restricts visibility to yourself or a select group of users.
Ensure the desired setting is selected before clicking “Post” to finalize the note.
How can I edit Notes?
Click on the note in the activity stream to open the note content page.
You can then edit the note content or add tags to the note. Remember to click “Save” after editing.
How can I see edits made to Notes?
Wealthbox has a “note versioning” feature which allows you to see who, when and what edits were made to notes. You can click on the note to see these edits:
How to Delete a Note
Navigate to the contact record containing the note in the activity stream.
Click the three dots menu (...) next to the note.
Select Delete from the menu options.
Deleted notes are not permanently removed from your activity feed immediately; instead, they are soft-deleted and moved to the trash. These notes can be recovered within 30 days. If recovery is not performed within this timeframe, they are permanently deleted from the activity stream.
Why Can't I Delete a Note?
Only the user who created the note can delete it. If you do not see the delete option, the note was likely created by another user. For example, notes added by a team member are only editable or deletable by that team member.
When a note is added as a standalone item on the Dashboard (not linked to a contact), it may appear uneditable. In such cases, the original creator must re-create the note under the appropriate contact record and delete the dashboard note.
Reordering Notes
In Wealthbox, notes are displayed in reverse chronological order based on their creation date. The system does not allow manual reordering of notes. However, you can make specific notes more visible by pinning them:
Locate the desired note in the activity stream.
Click the three dots menu (...) next to the note.
Select Pin. The pinned note will remain at the top of the activity stream for easier access.
Troubleshooting Note Management Issues
Missing Delete Option: Ensure you are the creator of the note. Collaborate with your team members if you suspect someone else created it.
Standalone Dashboard Notes: To avoid issues with unlinked dashboard notes, always attach notes to the relevant contact record upon creation.
Frequently Asked Questions
Q: How can I create a note using templates? A: Use the note template icon located in the input area to select and customize pre-saved templates. Q: Can I control who can view my notes? A: Yes, use the visibility settings option while posting a note to define its audience.
Q: Can I permanently delete notes immediately?
A: No, deleted notes are soft-deleted and moved to the trash. They can be recovered within 30 days, after which they are permanently deleted from the activity stream.
Q: Who can delete a note?
A: Only the user who created the note has permission to delete it.
Q: How can I prioritize a note in the activity stream?
A: Use the pin feature to keep important notes at the top of the activity stream. By following these guidelines, you can effectively manage contact notes in Wealthbox, ensure their proper organization, and resolve common issues.