How do I share Notes with other Employees in Apptivo?

Updated on May 21, 2020 07:49AM by Admin

Steps to Enable the “Shared with” 

  • Login and access the Notes from the Collaboration Activities.

  • Click on the More(...) icon and select the Settings.

  • In the Settings page, click on the Customize app and select the Master Layout.
Master Layout

  • From the Master Layout, select the Hierarchical view of the Layout.
Hierarchia view

  • Here, you can view the Shared With Toggle.
Shared with

  • Enable the Toggle.
  • Save the changes.

Steps to create Update Notification

To Send a Mail Notification while sharing the notes, you have to create the update notification.

  • In the Notes Settings page, click on the Notifications and select the Update Notifications.
  • Click on the Create notification.
Update Notification

  • In the Create Notifications, enter the name and the Description of the Notification.
  • Select the From Address as Dynamic.
Create Notification

  • Search and Select the employee name.
Seach and select

  • In the Criteria section, set the Condition for the Update notification.

  • You can determine whether the notification is for the New or Old set of attributes. 
  • Select the attribute of the Notes in the Insert attribute.

  • Depending on the attribute, select the operator to complete the condition. For example, if you want to send the notification mail whenever the notes are created with the Description. You can select the Condition as Description Is Not Empty.
Is not empty

  • In the Message tab, enter the Content of the email template.
  • Enter the Subject of the mail and add design to the email template as per your business need.

  • You can also add the custom design by using source code by copy-pasting.
Source Code

  • In the Recipients tab, you can add the static List of People to be notified.
  • For the Static List, you define your own recipients.
  • Select the Associated object as the shared with so that the email id added in the shared with will get mail notification.
  • Click on the “Create” button to create the Notification.

  • You can view the created notification on the list.

Steps to Create Notes for Leads

  • Go to the Leads home page, select the Leads from the list.
  • Click on the More Details to Overview the Leads.
Leads home page

  • From the Overview, select the Notes Tab.
  • Click on the create Note.
Create Notes

  • The Create notes side panel will get appear. Add the Notes Details in the Description.

  • Scroll down to view the Shared with option.
  • Click on the “+” icon to add the Employee.
Shared with option

  • In the Seach and Select, select the  Manager or any other employee and click on the Select button.
Select employee

  • You can also select multiple employees in the Shared with.
  • Then, Click on the Create button.

  • The Notes will get Created.
View Notes

View the shared notes from Manager Login

  • Now, Login into the Manager Login.
  • Click on the Notes in the Collaboration Activities.
Manager Login

  • Under the Shared Notes, the manager can view the Shared Notes from the Employee.
  • Click on the Expand to view the Notes.
Shared Notes

  • The shared notes cannot be edited by the Manager. It can be edited only by the employee who created it.

  • They will also receive the mail notification whenever the Notes created and shared.
Mail Notification