Ambivo CRM User Guide
DocsCRM-007
Notes, Comments, and Activities
Activity timeline, internal notes, comments, and logging interactions on CRM records
Every interaction with a customer — a phone call, a meeting, an email, a note — is tracked in Ambivo as part of the activity timeline. Notes and comments let you record important details and have team discussions right on the record page.
What Are Notes, Comments, and Activities?
- Notes — Longer-form records of information, meeting summaries, or important observations. Notes have their own editor and can include formatted text.
- Comments — Short, quick messages on a record, similar to a chat or discussion thread. Great for team collaboration and quick updates.
- Activities — The combined timeline of everything that has happened with a record — emails sent, tasks created, status changes, notes added, and comments posted.
Together, these features give you and your team a complete picture of every customer relationship.
Getting There
Notes, comments, and the activity timeline are available on every record detail page (leads, contacts, accounts, opportunities, and more).
- Open any record by clicking on it from a list
- Scroll to find the Activity Timeline, Notes, or Comments section
For standalone note management:
- Click Notes in the left sidebar (if available in your configuration)
Add a Note to a Record
- 1
Open the record
Open a lead, contact, account, or opportunity.
- 2
Start a new note
Find the Notes section on the detail page and click + Add Note or New Note.
- 3
Write and save
Enter a Title for the note (e.g., "Discovery Call Summary"). Write the note content in the editor — you can format text with bold, italics, bullet points, and more. Click Save.
What Happens Next
The note appears on the record's detail page and in the activity timeline. Other team members with access to this record can read the note.
Edit or Delete a Note
Editing
- 1
Open the note
Open the record and find the note. Click on the note to open it.
- 2
Save changes
Make your changes in the editor and click Save.
Deleting
- 1
Open the note
Click on the note to open it.
- 2
Confirm deletion
Click the Delete option and confirm the deletion.
Add a Comment to a Record
Comments are lighter than notes — think of them as quick messages your team can exchange about a specific record.
- 1
Open the record
Open a lead, contact, account, or opportunity.
- 2
Post comment
Find the Comments section, type your comment in the text box, and click Post or press Enter.
What Happens Next
The comment appears instantly in the comments thread. Team members viewing this record will see it. Comments also show up in the activity timeline.
The Activity Timeline
The activity timeline is a chronological record of everything that has happened with a record. It is one of the most valuable features for understanding the full history of a customer relationship.
What Appears in the Timeline
| Activity Type | Example |
|---|---|
| Emails | Emails sent to or received from this contact |
| Notes | Notes added by team members |
| Comments | Discussion comments |
| Tasks | Tasks created, completed, or updated |
| Status Changes | When the record's status changed (e.g., Lead moved from New to Qualified) |
| Calls and Meetings | Logged phone calls and meetings |
| File Attachments | Files uploaded or linked to the record |
Viewing the Timeline
- 1
Open the record
Open any record.
- 2
Browse activities
Scroll to the Activity Timeline section and browse through the chronological list of activities.
- 3
View details
Click on any activity to see more details.
Using Notes for Meeting Summaries
A common and valuable practice is to write a note after every important meeting or call.
Suggested Format
- Date and attendees — Who was on the call?
- Key discussion points — What was talked about?
- Decisions made — What was agreed on?
- Next steps — What actions need to happen?
This creates a searchable history that any team member can reference before the next interaction.
Common Questions
Who can see my notes and comments?
Anyone with access to the record can see its notes, comments, and activity timeline. Access is controlled by your role and permissions.
Can I edit or delete a comment after posting?
Depending on your permissions, you may be able to edit or delete your own comments. Ask your administrator about comment editing policies.
Do activities sync from email and calendar?
Yes. If you have connected your email and calendar, emails and calendar events related to a contact are automatically added to their activity timeline.
Can I search through notes?
Use the search function to find notes by content or title. Notes are indexed and searchable across the platform.
Tips and Best Practices
- Write a note after every meaningful interaction — phone calls, meetings, and important email threads. Your future self (and your teammates) will thank you.
- Use comments for quick team updates and questions — "Just spoke with Maria, she wants a revised proposal by Friday"
- Review the activity timeline before contacting a customer so you are up to speed on the latest interactions
- Use formatting in notes (bold, bullets, headings) to make them scannable
- Tag relevant team members in comments when you need their attention