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Create Note

Required Permission
Workflow - You must have the Workflow permission to access this setting.

The Create Note action adds a note to the record with a custom subject and body. Use this to document automated actions, log workflow decisions, and maintain an audit trail.

Configuration​

  1. Select Create Note as the action type
  2. Enter the Subject
  3. Enter the Body content
  4. Use tokens to include dynamic data

Subject Field​

The subject provides a quick summary of the note:

  • Keep it concise (under 100 characters)
  • Make it descriptive
  • Consider using a prefix for workflow notes

Examples:

  • "Workflow: Stage Updated"
  • "Auto: Welcome Email Sent"
  • "System: VIP Status Applied"

Body Field​

The body contains the detailed note content:

  • Supports multi-line text
  • Can include tokens for dynamic values
  • No character limit (but keep readable)

Example result (after tokens are replaced):

Stage changed to Proposal Sent on January 15, 2025.
Assigned to: Jane Doe

This update was made automatically by the Stage Change workflow.

(Insert the Sale Stage, Current Date, and Salesperson tokens via right-click)

Using Tokens​

Insert field values to make notes dynamic and informative.

Inserting Tokens​

  1. Place cursor in Subject or Body field
  2. Right-click to open the context menu
  3. Select a field from the available tokens
  4. Token is replaced with actual value when workflow runs

Common Tokens​

TokenDescription
Current DateToday's date
Current UserUser who triggered the workflow
Contact NameName of the contact
Sale StageCurrent sale stage
Sold AmountDeal value

Use Cases​

Audit Trail​

Document automated changes for compliance:

Subject: "Workflow: Stage Changed" Body: "Automatically updated from [Previous Stage] to [Sale Stage] by the Sales Pipeline workflow."

(Insert the Previous Stage and Sale Stage tokens via right-click)

Action Logging​

Log when communications are sent:

Subject: "Auto: Welcome Email Sent" Body: "Welcome email sent to [Email] on [Current Date]."

(Insert the Email and Current Date tokens via right-click)

Decision Documentation​

Record why a workflow branch was taken:

Subject: "VIP Classification Applied" Body: "Record classified as VIP due to Sold Amount of [Sold Amount] exceeding $100,000 threshold."

(Insert the Sold Amount token via right-click)

Workflow Completion​

Mark when a workflow sequence finishes:

Subject: "Onboarding Complete" Body: "Automated onboarding workflow completed on [Current Date]. All welcome materials sent and activities created."

(Insert the Current Date token via right-click)

Example Workflow​

Note Configuration:

Subject: "Contract Signed - Production Started" Body: "Contract finalized on [Contract Date] for [Sold Amount]. Production stage initiated. Salesperson: [Salesperson]"

(Insert the Contract Date, Sold Amount, and Salesperson tokens via right-click)

Multi-Line Notes​

Use line breaks for readability:

Example result (after tokens are replaced):

Workflow: New Lead Processing Complete

Lead Source: Website
Campaign: Spring 2025
Score: 85

Assigned to Jane Doe for follow-up.
Next step: Initial call scheduled for January 20, 2025.

Best Practices​

Use Consistent Prefixes​

Create a naming convention for workflow notes:

  • "Workflow:" for automated actions
  • "Auto:" for system-generated content
  • "System:" for background processes

This makes it easy to filter and identify automated notes.

Include Context​

Notes should explain:

  • What happened
  • When it happened
  • Why it happened (if applicable)
  • What the values were

Keep Notes Focused​

One note per significant action:

  • Don't combine unrelated updates
  • Create separate notes for major milestones
  • Avoid excessive detail

Consider Readability​

  • Use line breaks for long notes
  • Organize information logically
  • Insert tokens where they make sense in the text

Troubleshooting​

Note Not Created​

  • Check execution history for errors
  • Verify subject and body are not empty
  • Confirm workflow reached the action

Token Not Replaced​

  • Verify the token was inserted correctly via right-click
  • Check that field exists on the record
  • Confirm field has a value (empty fields show blank)

Note on Wrong Record​

  • Review trigger configuration
  • Check workflow is attached to correct object
  • Verify record context in execution

Next Steps​