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Notes & Flags

The Notes tab in the Dashboard allows you to keep track of internal notes for a customer to help with customer management. Along with free form notes you can also set flags within a customerÂ’'s contact record that will display as on the general tab (first screen when opening a contact record). Notes and flags are meant for internal notes and are not visible to customers.

Notes or Flags: Learn the difference between a note and a flag. Learn More >

Adding Notes & Flags: Learn how to manually add a new note or flag. Learn More >

Searching Notes & Flags: Learn to search for and find notes and flags. Learn More >

Importing Notes & Flags: Learn how to import internal notes related to customers or orders. Learn More >

Exporting Notes & Flags: Learn how to export internal notes related to customers or orders. Learn More >

FAQs: Review frequently asked questions regarding importing products. Learn More >

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Notes or Flags

Both notes and flags can be applied to a specific contact or order as an internal notation for admin users. Learn more about each to help you decide which to use in different situations.

Notes

Note contain internal internal that can be added to either a customer record or an order. These internal notes will only be visible to backend users and will not appear to the customer online or through email communications. 

Contact notes are for internal staff to make notations on a customer record. Notes will be visible from the Dashboard > Notes section or on an individual contact under the Manage Notes section of a contact record in the admin panel or on POS. 

Order notes are also for internal staff only and will not be sent to a 3rd party service (like a fulfillment provider) or printed / emailed on any receipt. Order notes can be added or removed from the Notes tab on an order.

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Flags

Flags are useful to help communicate specific actions or alerts to fellow admin users. They appear as a yellow alert notation when viewing a customer or an order in the Admin Panel or POS. Multiple flags can be attached to a single customer/order and the most recent flag will appear at the top of the list.

 

 

 

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Adding Notes & Flags

1. Go to Dashboard > Notes and click [+] Add a Note.

2. Use Type to choose to enter either a Note or Flag.

3. Enter the Note Date for the note. By default the current date will be used, but you can back date notes if needed. 

4. Choose whether the note/flag that you are adding is Related To either a Contact or Order.

5. Click Connect To to select the existing Contact or Order you want the note/flag to be attached to.

6. Enter the Subject for the note/flag. This should be somewhat descriptive of the actual note and is limited to a maximum of 100 characters.

7. You can optionally enter Comments. Comments work best for notes, as these will be kept long term as a record of some action or updated information. Flags are often short and actionable and can simply be a subject line in length. For this reason, comments are not required, but can be used as needed.

8. Click Save.

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Searching Notes & Flags

From the Dashboard > Notes section of the admin panel you will be able to search for notes and/or flags related to your orders and contacts. By default all notes and flags will appear in this view. 

1. Go to Dashboard > Notes section in the admin panel.

2. Look for specific notes/flags or groups of notes by entering the word or words you are searching for in the Text field. You can search using more specific search parameters using the Advanced menu. 

3. Click Search.

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Advanced Search Parameters

From / To Date The date range you would like to use to filter your notes. This is based off the day the note was added.
Type

The type of notation you are searching for.

  • All
  • Note
  • Flag
Related To

Are you searching for a note/flag attached to a Contact or an Order.

  • All
  • Contact
  • Order
Exclude Card Updater Notes

If you are using the Credit Card updater service through Vin65, automatic notes will be applied to club members' accounts when an update is attempted. The Exclude Card Updater Notes filter will be automatically applied on the Dashboard > Notes section to help you view only the notes and flags that have been added by an admin user. 

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Importing Notes & Flags

The import tools will allow you to import a note or flag onto an existing customer record or order that has been added to your database. Notes/flags can only be attached to existing contacts or orders in your database, the importer will not generate new contacts or orders. You will first have to create the order or contact record and make sure your notes import sheet has the correct order or customer number.

1. Go to Dashboard > Notes and click Import Notes. 

2. If you have not yet downloaded a sample file and populated it with data for import, click Download Sample File to download an excel sheet in the required format. 

3. Fill out your sample sheet with the required information. The Type of notation you are importing, whether it's RelatedTo a Contact or Order and then the appropriate Customer Number or Order Number depending on whether it is a contact or order note.

4. Click Browse or Choose File to find and select your import sheet from your local computer. 

5. Click Import.

A progress bar will let you know the status of the import, how many lines in your sheet were successfully imported, and alert you of any line in the import sheet where the note/flag did not have the required information for import.

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Sample Sheet Definitions

Below is a list of definitions and required formatting for the Notes importer sheet. 

Type

The type of notation that you want to import. Enter either:

  • Note
  • Flag

For more information on the differences between notes & flags see the Notes or Flags Documentation.

RelatedTo

Notes and flags can be related to either a contact or an order. Enter either: 

  • Contact
  • Order
NoteDate

The date for the recorded note or flag. This should be the date the note was written or recorded. Format:

  • MM/DD/YYYY - North America
  • DD/MM/YYYY - Australia
OrderNumber

The Vin65 assigned order number that the note or flag should be attached to. The order must already exist in your orders database. 

Only enter an order number if the note or flag is using the RelatedTo option of Order.

CustomerNumber

The Vin65 assigned customer number that the note or flag should be attached to. The customer's account must already exist in your contact database.

Only enter an order number if the note or flag is using the RelatedTo option of Contact.

Subject

The subject for the note or flag. This should be somewhat descriptive of the actual note and is limited to a maximum of 100 characters.

For a better search and export experience it is best to come up with your own subject conventions for different note types. For example by entering Club Note as the subject for all customer notes related to club memberships, you will be able to search for that subject.

Comments

The comments that you want to enter for your note.

Comments work best for notes, as these will be kept long term as a record of some action or updated information.

Flags are often short and actionable and can simply be a subject line in length. For this reason comments are not required, but can be used as needed. 

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Exporting Notes & Flags

When exporting notes or flags from the Notes Dashboard, you can export all notes and flags or search for specific notes and/or flags to export. 

1. Go to Dashboard > Notes section in the admin panel.

2. Search for the notes and/ or contacts that you wish to export. You can check the number of notes/flags that will be exported by checking the Record Count given at the bottom left of the Notes screen.

3. Under Note Actions click Export Notes. The exporter will export list of notes/flags that you searched for.

A progress bar will let you know the progress of the export, which will change to a Download Report button when completed. 

4. Click Download Report to download the CSV file.

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Notes/Flag Export Definitions

Type

The type of notation. Enter either:

  • Note
  • Flag

For more information on the differences between notes & flags see the Notes or Flags Documentation.

RelatedTo

Displays whether the note/flag is attached to a Contact or an Order.

  • Contact
  • Order
NoteDate

The date for the recorded note or flag. This should be the date the note was written or recorded. Format:

  • MM/DD/YYYY - North America
  • DD/MM/YYYY - Australia
OrderNumber

If the note/flag is attached to an order this will list the order number.

CustomerNumber

If the note/flag is attached to a contact, this will list the person's customer number.

Subject

The subject that was entered for the note or flag.

Comments

The comments that were entered for the note or flag.

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Notes & Flags FAQs

  1. Can I import notes or flags?
  2. Can I update existing notes with the note importer?
  3. Do I have to enter a Note Date when importing new notes?

Can I import notes or flags?

Yes. Under the Dashboard > Notes section of the admin panel you will be able to search and sort all of your notes and flags for your contacts and orders, as well as import/export notes/flags. 

For more information see the Importing Notes & Flags Documentation.

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Can I update existing notes with the note importer?

No. The note importer does not update existing notes or flags, it only creates new ones. If you import the same sheet more than once you will be creating the same note twice, not updating the one you imported previously. Any duplicate notes or flags must be deleted manually from either the contact or the order that they are attached to.

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Do I have to enter a Note Date when importing new notes?

No. When importing new notes or flags you are not required to enter a date. If the Note Date is left blank then the new note will be imported and assigned the current date as the note date. 

The Note Date field works best for importing historical notes so that they retain their original date.

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