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Overview

Notes are flexible, rich-content records in your Activity Timeline that help you capture important information, observations, and insights about your accounts, contacts, candidates, projects, and applications. Unlike other activity types that track specific interactions (calls, meetings, emails), notes serve as your digital notepad for documenting anything that matters to your work.

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What are Notes?

Notes are one of five activity types in Nexus Search:
  • Tasks - Action items and to-dos
  • Calls - Phone call records
  • Meetings - Meeting documentation
  • Emails - Email communications
  • Notes - Flexible documentation (you are here)
Notes stand out because they’re the most versatile activity type—use them for meeting summaries, research findings, quick observations, reminders, or any information you want to preserve and associate with your records.

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Creating a Note

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Quick Start

  1. Navigate to any entity (account, contact, candidate, project, or application)
  2. Find the Activity Timeline section
  3. Click the Note button in the activity toolbar
  4. Fill in your note details
  5. Click Create Note

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Note Form Fields

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Note Title (Optional)

A brief, descriptive title for your note. While optional, titles make notes easier to scan in the timeline. Examples:
  • “Discovery Call Summary”
  • “Technical Interview Feedback”
  • “Company Research Notes”
  • “Follow-up Reminder”
When to use titles: ✅ For notes you’ll reference later ✅ When creating formal documentation ✅ For notes that represent specific events or insights ❌ For quick, informal observations (title optional)

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Note Type

Categorize your note to help organize and filter your timeline. Choose from five types:
TypeIconBest For
General Note📝Default choice for miscellaneous notes and observations
Meeting Note🗓️Post-meeting summaries, action items, and decisions
Call Note📞Notes from phone conversations
Research🔍Background research, company information, competitive intelligence
Reminder⏰Important reminders and follow-up notes
Note: The note type is for organization only. All types have the same features and capabilities.

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Content Format

Choose how you want your note content to be stored and displayed:
FormatDescriptionBest For
Plain TextSimple, unformatted textQuick notes, simple documentation
MarkdownMarkdown-formatted contentTechnical documentation, structured notes
HTMLRich HTML formattingFormatted documents with styles and structure
Recommended: Start with Plain Text for most notes. The rich text editor (explained below) will use HTML format when you apply formatting.

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Note Content

The main body of your note. This field supports rich text formatting through an advanced editor with the following capabilities: Text Formatting:
  • Bold, Italic, Underline, Strikethrough
  • Headings (H2, H3)
  • Text colors
Structure:
  • Bullet lists
  • Numbered lists
  • Text alignment (left, center, right)
Links:
  • Hyperlinks to external resources
  • Email links
  • Reference links
Formatting Toolbar:
  • Full Toolbar - Appears above the editor with all formatting options
  • Bubble Menu - Floating toolbar appears when you select text for quick formatting
Keyboard Shortcuts:
  • Bold: Ctrl/Cmd + B
  • Italic: Ctrl/Cmd + I
  • Underline: Ctrl/Cmd + U
  • Clear formatting: Ctrl/Cmd + \

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Special Features

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Voice Input

Nexus Search includes a powerful speech-to-text feature that lets you dictate your notes instead of typing them. How to Use Voice Input:
  1. Look for the Voice Input button in the note editor
  2. Click to start recording
  3. Speak your note content clearly
  4. Watch the audio level indicator to confirm recording
  5. Click again to stop recording
  6. Your speech is automatically transcribed and inserted at your cursor position
Features:
  • Real-time audio level feedback
  • Automatic noise suppression and echo cancellation
  • Multi-language support
  • High-quality transcription
Tips for Best Results:
  • Speak clearly at a normal pace
  • Use a quiet environment when possible
  • Pause between thoughts for better sentence breaks
  • Review and edit transcription for accuracy

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Pin Notes

Mark important notes so they stand out in your timeline. How to Pin:
  • Check the Pin this note checkbox when creating or editing
  • Pinned notes display with a flag icon
  • Helps prioritize critical information
When to Pin:
  • Important decisions or commitments
  • Key insights you’ll need to reference frequently
  • Action items that require follow-up
  • Critical reminders

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Private Notes

Control who can see your notes with the privacy setting. How to Make Private:
  • Check the Make this note private checkbox
  • Private notes are marked with a “Private” badge (red)
  • Shared notes show a “Shared” badge (green)
Privacy Levels:
  • Shared (default): Visible to your team members with access to the entity
  • Private: Visible only to you (or specific users based on permissions)
When to Use Private Notes:
  • Personal observations or opinions
  • Sensitive information
  • Confidential feedback
  • Draft thoughts before sharing with team

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Linking Notes to Entities

One of the most powerful features of notes is the ability to link them to multiple entities simultaneously. When creating a note, you can associate it with:
  • Accounts - Company/organization records
  • Contacts - Individual people
  • Candidates - Job candidates
  • Projects - Projects or hiring initiatives
  • Jobs - Job postings
  • Applications - Job applications

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Multi-Entity Notes

A single note can relate to multiple entities across different types. This is incredibly useful for: Cross-Reference Documentation:
  • Document a meeting with 2 contacts from 1 account about 1 project
  • Link all entities in a single note
  • Note appears in all related entity timelines
Example Use Cases:
  • Client meeting notes linked to account, multiple contacts, and related project
  • Interview notes linked to candidate, application, and job
  • Research notes about a company linked to account and multiple contacts
  • Conference call notes with multiple participants
How Linking Works:
  1. When creating a note, select Related Records
  2. Choose entity types (Account, Contact, Candidate, etc.)
  3. Search and select specific records
  4. The note appears in the Activity Timeline of all linked entities
  5. Entity badges show on the note in the timeline

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Data Management Agent Integration

Nexus Search includes an AI-powered Data Management Agent (DMAA) that analyzes your notes to keep your data up-to-date automatically.

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How It Works

  1. You create a note with information about an entity
  2. DMAA analyzes the content to identify key facts and changes
  3. DMAA proposes updates to entity fields based on the note
  4. You review and approve suggested changes
  5. Your data stays current without manual updates

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Example Scenario

Your Note:
“Just spoke with Michael Johnson. He mentioned he recently joined Acme Corp as VP of Sales. Their team is expanding rapidly and they’re looking to hire 5 engineers this quarter.”
DMAA Detects:
  • Contact job title changed: “HR Director” → “VP of Sales”
  • Contact company changed: “Previous Corp” → “Acme Corp”
  • Account hiring plans: 5 engineering positions planned
DMAA Proposes:
  • Update Michael’s job title to “VP of Sales”
  • Update Michael’s company to “Acme Corp”
  • Add note to Acme Corp account about hiring plans
You approve or reject each proposal with confidence scores and reasoning provided.

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Benefits

  • Saves Time - No manual data entry after calls or meetings
  • Reduces Errors - Consistent data updates with evidence trail
  • Captures Context - Links updates back to source notes
  • Improves Data Quality - Keeps your CRM/ATS current automatically

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Viewing Notes in the Timeline

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Timeline Display

Notes appear in your Activity Timeline in chronological order alongside other activities (tasks, calls, meetings, emails). Each Note Shows:
  • 📝 Note icon (with type indicator)
  • Note title or “Note Activity” if no title
  • Preview of content (HTML stripped to plain text)
  • Note type badge (General, Meeting Note, Call Note, Research, Reminder)
  • Privacy status badge (Private/Shared)
  • Flag icon if pinned
  • Creator name and timestamp (e.g., “2 hours ago”, “Created by Anna Schmidt”)
  • Entity badges showing all linked records

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Expanding Note Details

Click Show details on any note to see:
  • Full content with original formatting preserved
  • All metadata: type, format, privacy status, pinned status
  • Complete list of related entities with clickable links
  • Creation and last update timestamps
  • Creator and last editor information

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Compact Mode

In space-constrained views, the timeline switches to compact mode showing condensed note information while preserving key details.

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Editing and Managing Notes

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Edit a Note

  1. Find the note in the Activity Timeline
  2. Click the Edit button (pencil icon)
  3. Modify any field: title, content, type, format, privacy, or pinned status
  4. Update related entities if needed
  5. Click Save Changes
What Can Be Edited: ✅ Title ✅ Content ✅ Note type ✅ Content format (changing format may affect formatting) ✅ Privacy setting ✅ Pinned status ✅ Related entities (add or remove)

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Delete a Note

  1. Find the note in the Activity Timeline
  2. Click the Delete button
  3. Confirm deletion
  4. Note is removed from all related entity timelines
Important: Deletion is permanent and cannot be undone. The note will be removed from all entities it was linked to.

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Archive a Note

While not visible in the main create/edit form, notes can be archived to declutter your timeline while retaining history.
  • Archived notes don’t appear in the default timeline view
  • Can be accessed through filters or search
  • Useful for old notes that aren’t actively relevant

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Organizing and Finding Notes

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Search Notes

Use the Search & Filter button in the Activity Timeline to find notes by:
  • Title or content keywords
  • Creator name
  • Date range
  • Related entities

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Filter by Note Type

Filter the timeline to show only specific note types:
  • Show only Meeting Notes
  • Show only Research notes
  • Show only Reminders
  • Combine with other filters (date range, entities, etc.)

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Filter by Privacy

  • Show only my private notes
  • Show only shared notes
  • Useful for reviewing confidential observations

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Sorting

Notes appear in chronological order by default:
  • Newest first (default)
  • Oldest first
  • Can be combined with filters

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Best Practices

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When to Create a Note

✅ Do Create Notes For:
  • Important insights from calls or meetings
  • Research findings about companies or candidates
  • Post-interaction summaries
  • Quick observations that don’t fit other activity types
  • Follow-up reminders
  • Context that future-you will appreciate
  • Information that should be shared with your team
❌ Don’t Create Notes For:
  • Formal meetings (use Meeting activity instead)
  • Phone calls (use Call activity instead)
  • Tasks or to-dos (use Task activity instead)
  • Email content (emails are automatically captured)

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Writing Effective Notes

Be Specific: ❌ “Had a good conversation” ✅ “Michael expressed strong interest in our Q2 hiring timeline. Wants to schedule follow-up for next Tuesday.” Include Context: ❌ “Needs follow-up” ✅ “Follow-up needed by Friday 3/15 to discuss contract terms mentioned in today’s call. Michael prefers morning meetings.” Use Formatting:
  • Use bullet points for lists
  • Bold key facts or decisions
  • Use headings to organize long notes
  • Add links to relevant resources
Link Relevant Entities:
  • Always link notes to all relevant accounts, contacts, candidates, etc.
  • This ensures team members see the note in the right context
  • Creates a complete activity history across entities

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Note Types Strategy

General Note:
  • Default choice for most situations
  • Quick observations
  • Miscellaneous documentation
Meeting Note:
  • Post-meeting summaries
  • Capture decisions, action items, and key discussion points
  • Even better: Use the Meeting activity type for formal meetings
Call Note:
  • Quick notes after phone conversations
  • When you don’t need the full Call activity structure
  • Brief conversation summaries
Research:
  • Company background information
  • Competitive intelligence
  • Market research
  • Candidate background research
Reminder:
  • Important follow-ups
  • Deadline reminders
  • Things you need to remember
  • Note: Consider using Tasks for actionable reminders

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Privacy Guidelines

Make Private:
  • Personal opinions or assessments
  • Confidential information
  • Sensitive feedback
  • Draft thoughts
Keep Shared (Default):
  • Factual information
  • Meeting summaries
  • Research findings
  • Team-relevant insights

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Pinning Strategy

Pin sparingly to maintain effectiveness:
  • Only pin truly important notes
  • Unpin notes once action is taken or information is outdated
  • Use as temporary “highlight” rather than permanent flag
  • Consider: Do I need to see this note every time I view this entity?

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Common Use Cases

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Post-Meeting Documentation

After a client meeting: 
Title: "Acme Corp Q1 Planning Meeting"
Type: Meeting Note
Content:

## Attendees
- Michael Johnson (VP Sales)
- Sarah Chen (HR Director)

## Key Decisions
- Moving forward with 5 engineering hires in Q2
- Budget approved: $150k per role
- Timeline: Start posting roles by April 1

## Action Items
- [ ] Send JD drafts by 3/20
- [ ] Schedule kick-off call with hiring managers
- [ ] Share candidate pipeline report

## Next Steps
Follow-up meeting scheduled for 3/25 at 2pm

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Candidate Interview Notes

After interviewing a candidate: 
Title: "Technical Interview - Sarah Miller"
Type: General Note
Private: Yes (if contains opinions)
Content:

Strong technical skills in React and Node.js. Excellent communication.

Highlights:
• Led migration to microservices at previous company
• Experience with our tech stack
• Available to start in 4 weeks

Concerns:
• Salary expectations at top of range
• Notice period may extend timeline

Recommendation: Move to final round

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Company Research

Before reaching out to a new account: 
Title: "TechCorp Background Research"
Type: Research
Content:

## Company Overview
- 500-1000 employees
- Series B funded ($50M, Jan 2025)
- Expanding engineering team rapidly

## Tech Stack
React, Python, AWS, PostgreSQL

## Hiring Signals
- 15 open engineering roles on careers page
- Recent press release about expansion
- Glassdoor reviews mention growth

## Key Contacts
- CTO: John Smith (LinkedIn connected)
- Head of Eng: Lisa Wong (mutual connection via Michael)

## Next Steps
Warm intro through Michael, focus on senior engineering roles

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Quick Follow-Up Reminder

Title: "Follow up - Contract Review"
Type: Reminder
Pinned: Yes
Content:

Need to follow up with Michael by Friday 3/15 about contract terms.
He mentioned wanting to discuss:
- Start date flexibility
- Remote work policy
- Relocation package

His preference: Morning calls (9-11am PST)

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Keyboard Shortcuts

When editing note content:
ShortcutAction
Ctrl/Cmd + BBold
Ctrl/Cmd + IItalic
Ctrl/Cmd + UUnderline
Ctrl/Cmd + KInsert link
Ctrl/Cmd + \Clear formatting
Ctrl/Cmd + Shift + LBullet list
Ctrl/Cmd + Shift + ONumbered list

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Troubleshooting

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Note Not Saving

Problem: Click “Create Note” but nothing happens Solutions:
  • Ensure you have either content or title filled in (at least one is required)
  • Check that you’ve selected at least one related record
  • Verify your internet connection
  • Try refreshing the page and creating again

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Formatting Not Displaying

Problem: Applied formatting doesn’t show in timeline Solutions:
  • Ensure Content Format is set to “HTML” when using rich text formatting
  • If format is “Plain Text”, formatting will be stripped
  • Re-edit note and change format to “HTML”, then save

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Can’t Find a Note

Problem: Created a note but can’t see it in timeline Solutions:
  • Check date filters - expand date range
  • Verify you’re viewing the correct entity’s timeline
  • Check if note was accidentally made private
  • Use search function to find by title or content keywords
  • Check if timeline filters are hiding the note type

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Voice Input Not Working

Problem: Voice Input button not responding or transcription fails Solutions:
  • Grant microphone permissions in your browser
  • Check that microphone is working (test in other apps)
  • Ensure stable internet connection (transcription happens server-side)
  • Try using a different browser

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DMAA Not Proposing Updates

Problem: Notes created but Data Management Agent not making suggestions Solutions:
  • Ensure notes contain factual information about entities
  • DMAA looks for specific data points (job titles, companies, locations, etc.)
  • Some notes may not trigger proposals if no actionable data detected