Records: Timeline, Interactions & Notes

Use cases

Records are the individual people, companies, opportunities, projects, or other items your team tracks. Use one record as the working history for a customer or deal.

Situation	Useful approach
A founder receives a reply from a prospect	Open the prospect record, update the sales stage, and leave a short note with the next step.
A small sales team finishes a discovery call	Link the opportunity to the contact and company, then attach the meeting event or call summary to the relevant record.
A proposal is sent	Review the record timeline for the latest email, add the proposal status to a field, and set a reminder for follow-up.
Two teammates are working on the same account	Add a shared note, mention the teammate, and keep decisions in the record instead of in a private chat.
One person appears twice after an import	Compare the records, merge the duplicate entries when appropriate, and keep the surviving record as the main history.

Getting Started

Before you begin, make sure:

Your workspace has an object and at least one group that contains a view for it.
You have permission to create or edit records in that group.
The fields you need—such as name, email, stage, value, or next step—already exist. An editor can add a missing field while creating a record.

Create a record

Open a group that contains the object you want to use.
Select Create New (or the equivalent create action in the group view).
Choose the object/table if the workspace contains more than one.
Fill in the fields. Required fields are checked before the record is created.
Choose one or more compatible groups in In Group. A record can appear in more than one group.
Select Finish. Use Finish & Close when you do not want to create another record.

The creator may suggest a related object when you have just created a contact or company. For example, after creating a contact, it can pre-fill a relationship when you create an opportunity. Check the suggested values before finishing.

Open the record details

Select a record in a table, board, or calendar view. The side panel opens with:

Details: the record fields.
Timeline: notes, emails, calendar events, and record changes in time order.
Relations: linked records, when the object has relationship fields.
Optional workspace tabs such as Notes, Interactions, and Reminders.

How to use it

Update fields efficiently

Open the record and stay on Details.
Select a field to edit it. Some text and number fields are ready to type; other fields open an editor when selected.
Choose a value, type the change, or clear the field.
Move to another field or click away. Changes to an existing record are saved as you finish editing.

Useful navigation keys in Details:

Up/Down arrows: move to the previous or next field.
Left/Right arrows: commit the current field and move horizontally where supported.
Enter: open or edit the focused field.
Tab: save the current field and move to the next field.
Shift+Tab: move to the previous field.
Backspace: clear the current value when the field editor supports clearing.
Cmd/Ctrl+C, Cmd/Ctrl+V, and Cmd/Ctrl+Z: copy, paste, and undo text or field edits where supported.
Esc: cancel the current edit.

Only one field editor is active at a time. If a menu or selector is open, let it finish its selection before using Tab.

Keep the record in the right groups

Use In Group in the record header to add or remove the record from compatible groups. This is useful when the same company belongs in both Accounts and Renewals, or when a deal moves into a team’s working queue.

Removing a record from one group hides it there but does not remove it from other groups. Use the record menu and Delete only when you intend to remove the record from all groups. Deleted records are read-only and may be retained in the deleted bin for a limited period.

You can also copy a record link from the record menu to share a direct path with a teammate.

Add a note

Use the Notes tab when it is available for the workspace.

Open the record and select Notes.
Write the context, decision, or next step in the editor.
Choose whether the note is private or shared.
Optionally attach a file or reply to an existing note.
Select Save.

Good notes are short and actionable. For example: “Proposal requested for the annual plan; send pricing options on Thursday.” Put stable facts such as stage, value, and close date in fields so they can be filtered and reported.

You can search notes from the Notes tab and use Load more to view older notes. A note can be edited, deleted, replied to, or switched between private and shared visibility when you have the required access.

Mention people, groups, records, notes, and emails

In a note editor, type @ to search for a teammate, group, record, note, or email. Select the result to insert the mention.

Mention a teammate when they need to review or act on something.
Mention a group when the note concerns a shared queue or process.
Mention a related record to connect the explanation to another customer, company, or opportunity.
Mention a note or email when the earlier discussion is the evidence for the decision.

Mentions create links that teammates can open. Keep shared notes safe: if a shared note refers to private email content, review the warning before saving. Make the note private or remove the private reference if other members should not see it.

Read the timeline

Select Timeline in the record panel. The timeline combines the record’s messages and activity history. Use the filter control to show any combination of:

Notes
Emails
Calendar
Activity

The timeline can show:

Emails associated with the record, including related sender, recipient, and copied contacts when available.
Calendar events and attendees.
Notes and note replies.
Record creation, field edits, group links, relationship changes, merges, and deletion activity.

Select an email or event to open its details. Select a linked record inside a note or interaction to open that record. Use Load more to retrieve older timeline entries.

For a practical sales workflow, review the timeline before a meeting, add the meeting outcome afterward, update the opportunity fields, and set the next follow-up reminder. This keeps the record useful as the shared source of truth without requiring teammates to reconstruct the conversation.

If the object has relationship fields, select Relations. The panel groups links by related object.

From a relation section, you can usually:

Search for an existing record and choose Link.
Select Create New to create a related record, such as a new opportunity for a contact.
Review the linked record and open it to continue working.
Remove the link when the relationship is no longer correct.

Single-value relationships can hold only one linked record. If you choose another record, the app asks you to confirm the replacement. Multiple-value relationships can contain several records.

Use relationships to model a simple sales process:

Company → Contact → Opportunity → Meeting / follow-up

Keep the opportunity as the place for stage, value, proposal status, and next action. Link people and companies to it so the full context is available without copying the same information into several records.

Manage duplicates and record changes carefully

Before merging records, confirm that they represent the same real-world item. A merge keeps the first selected record as the destination, combines available field data and group membership, moves linked activity where possible, and marks the other records as deleted. For a risky case, update the records manually or ask an administrator for help.

The activity history is useful for answering “who changed this and when?” It can show field-level changes and relationship or group updates; some low-level system changes may not be displayed.

Troubleshooting

I cannot create a record

Confirm that you selected an object and that it is visible to you.
Ask a group editor or workspace administrator for create access.
Check that the target object has a compatible group. The creator may display “You don’t have permission to create in this group.”
Complete every required field. The error identifies the fields that are still missing.

I cannot edit a record

You may have Viewer access to the group. Ask a group administrator to grant edit access.
The record may not be assigned to a group. Add it to a group where you have edit access.
The record may be in the deleted bin, where it is read-only.
A teammate may have changed the object or field configuration. Refresh the workspace and try again.

My change did not save

Wait for the field editor to finish, then move to another field or press Enter/click away as appropriate.
Check for a required-field or validation message.
Refresh the record. If the old value returns, ask an editor to check your permissions and the activity history.

The timeline is empty or missing an email/event

Check the timeline filter and include Notes, Emails, Calendar, and/or Activity as needed.
Confirm that the email or calendar integration is connected and that the person’s email address matches the record.
Related interactions may be linked to another record instead. Open the related record from the Relations tab or search the workspace.
Select Load more for older items, or use the retry action if the timeline reports an error.

I cannot find the Notes tab

The Notes tab is enabled by the workspace configuration. If it is not shown, ask a workspace administrator to check that notes are available. You also need access to the record and group.

A mention does not appear

Type @ and search by the person’s name, group name, or record title.
Make sure the target is visible to you.
For an email or note, search within the current record’s available context.
If the reference is private, do not share it in a public note unless everyone who can read the note should have access.

Confirm that the two objects have a relationship field configured between them.
Check whether the field accepts one record or several; a single-value field may require replacing an existing link.
Ask an editor to grant edit access to the current record and the related object’s group.

I deleted the wrong record

Do not continue editing it. Ask a workspace administrator whether it can be restored from the deleted bin. If it was permanently removed or the retention period has passed, use the activity history, email history, or an export to reconstruct the information.