Memos

Snapshot
Steps

Snapshot

About memos

Memos provide a simple way to input a quick (or potentially lengthy) free-text message associated with a prospect record or an opportunity transaction. Memos must be assigned a user-defined Section code, which serves as a way to categorize and sort memos.

Memos can include the following information:

Section	A mandatory field indicating the general subject of the memo, such as “Planned Giving”, “Bio Notes”, or “Special Events”, added from a user-defined list of codes. Use the Magnifying Glass to display a list of available action codes defined for this field. You can create new codes in Settings if you have permissions in Table Maintenance.
Unit	A Unit ID associated with the Memo. Use the Magnifying Glass to display a list of available Unit ID codes.
Date	Include a particular date of concern that you want the memo to highlight, such as the date of a past conversation, an upcoming event, the passing of a spouse, the due date of a child, etc.
Text	The body of the memo, which may include up to 4000 characters of free-text.

Access memos from both prospect and opportunity records through Memos in the Go To sidebar.

Memos are also accessible using the Memos Tab on the prospect summary page. Create memos using the Create New link on the memos data table view page, accessible from both prospect records and opportunity transactions.

Use memos as a place for entering free-text information that is not applicable to designated fields on other screens.

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Steps

How to use memos

To find an existing memo

To create a memo for a prospect record

To create a memo for an opportunity record

To edit a memo

To delete a memo

To find an existing memo:

1. While on the Prospect record for which you wish to create an associated memo, from the Go To sidebar, click Memos.

The Memos data table view will display, showing all memos associated with the prospect record.

2. Review existing memos:

To filter memos, change the Location or Section drop-down filters as desired, and click Go to apply the filter.
To access the Memo VAE for the desired memo, click Go to record.

Memos on the data table view display a total of 237 characters. If a memo is longer than 237 characters, an Expand link becomes available, allowing access to the entire memo. The text field of a memo allows for 4000 characters total. Click Contract to shrink the memo back to its original data table view size.

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To create a memo for an prospect record:

1. While on the Prospect record for which you wish to create a memo, from the Go To sidebar, click Memos.

The Memos data table view will display, showing all memos associated with the prospect record.

Memos can be added to both prospect records and opportunity transactions.

2. Towards the top-right of the data table, click the Create New link.

The create memo screen will display.

3. Populate the memo record as desired.

Mandatory fields indicated by an asterisk must be populated to save the record.

The text field of a memo allows for a maximum of 4000 characters.

4. Click Save to save the memo, or Cancel to return to the memo data table view without saving the memo record.

Memos are also accessible through the Memos Tab on the Prospect Summary.

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To create a memo for an opportunity record:

1. While on the Opportunity record for which you wish to create a memo, from the Go To sidebar, click Memos.

The Memos data table view will display, only showing memos associated with that particular opportunity record.

Memos can be added to both prospect records and opportunity transactions.

2. Towards the top-right of the data table, click the Create New link.

The create memo screen will display.

3. Populate the memo record as desired:

Mandatory fields indicated by an asterisk must be populated to save the record.

The text field of a memo allows for a maximum of 4000 characters.

4. Click Save to save the memo, or Cancel to return to the memo data table view without saving the memo record.

Opportunity records also allow you to create a memo from the QuickActions sidebar using the CreateMemo link.

Memos are also accessible through the Memos Tab on the Prospect Summary.

(Click image to enlarge)

To edit a memo:

1. While on the Prospect record for which you wish to create a memo, from the Go To sidebar, click Memos.

The Memos data table view will display, showing all memos associated with the prospect record.

Memos can be edited from both prospect records and opportunity transactions.

Memos are also accessible through the Memos Tab on the Prospect Summary.

2. For the memo you wish to edit, click its associated Go to record link.

The Memo VAE will display.

3. Edit the memo as desired:

To edit all components of the memo, click the Edit All link towards the top-right of the memo.
To edit only particular fields of the memo, in-line edit as desired by clicking directly in the field you wish to edit.

To determine if in-line editing is available, hover over each field. If the edit icon appears, the field can be in-line edited.

4. Click the Save button to save any changes, or the Cancel link to retain the original memo.

The Audit Information sidebar automatically adjusts the Updated timestamp to reflect any changes that you made.

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To delete a memo

1. While on the Prospect record for which you wish to create a memo, from the Go To sidebar, click Memos.

The Memos data table view will display.
To filter memos, change the Location or Section drop-down filters as desired, and click Go.

Memos can be deleted from both prospect records and opportunity transactions.

Memos are also accessible through the Memos Tab on the Prospect Summary.

2. For the Memo you wish to delete, click its associated Go to record link.

The Memo VAE screen will display.

3. Towards the top-right corner of the memo, click the Tools drop-down link.

The Tools drop-down menu options will appear.

4. Click the Delete link.

A pop-up will appear, confirming whether or not you want to delete the record.

5. Click the Yes button to permanently delete the memo, or the No link to return to the memo without making any changes.

The delete process will occur, returning the memo data table view upon its completion.

Once a memo is deleted, it is permanently removed from the database and cannot be retrieved.

(Click image to enlarge)

Glossary terms:

memo, prospect, Go to glossary ...

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Memos

Snapshot

About memos

Glossary terms:

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