How to Add and Export Notes in Contact Details in BoldDesk

In BoldDesk, the Notes field within the Contact Details section allows agents to store internal remarks for better context during customer interactions. These notes can also be exported for reporting and documentation purposes.

This guide covers:

1. Adding notes to a contact profile
2. Exporting notes along with contact details

What Are Notes in BoldDesk Contact Details?

These (Notes) refer to an internal text field available within the Contact Details section. This field is designed for agents and administrators to record important remarks, context, or additional information about a contact.

How to Add or Edit Notes in BoldDesk

You can add notes to a contact either while creating a new contact or by editing an existing one. Follow these steps:

1. Access the Contacts Module
   • Navigate to Contacts in BoldDesk.
2. Choose Your Action
   • To create a new contact, click New Contact and fill in the required details.
   • To update an existing contact, select the contact and click Edit in the Contact Details panel.
3. Add or Update Notes
   • Locate the Notes field.
   • Enter your note or update the existing note as needed.
4. Save Changes

   • Click Save to apply your changes.

   • For new contacts, this will create the contact with the note included. For existing contacts, this will update the note.
     

     
     
     

Exporting Notes with Contact Details

To export notes, include the Notes field in your contact export:

• Navigate to the Contacts module in BoldDesk.

• Click the Export button located at the top of the page.

• The system will automatically select all contacts for export.

• In the Export Fields section, check the Notes field.

• Complete the export process.
  

  
  
  

The exported file will include all notes entered in the Notes field for each contact.

Managing Permissions for Notes

If the Notes field in the contact profile is not editable, you need to update the field permissions in the Admin Settings. Follow these steps:

1. Navigate to Admin Settings
   • Go to Admin > Fields and Forms.
2. Access Contact Form Configuration
   • Under User Fields, select Contact Form.
3. Locate the Notes Field
   • Find the Notes field in the list and click the Edit (pencil) icon.
4. Enable Agent Editing
   • In the field settings, ensure the Agent can edit option is enabled.
5. Save Changes

   • If this option is unchecked, agents will not be able to modify notes in contact profiles. Enable it to allow updates as needed.
     

     
     
     

FAQs

1. Can I add notes while creating a contact?
Yes. The Notes field is available in the contact creation form.

2. Can I edit notes after a contact is created?
Yes. Use the Edit option in the Contact Details panel.

3. Are notes visible to customers?
No. Notes are internal and only visible to agents.

4. Can I export only the Notes field in BoldDesk?
No. When exporting contacts in BoldDesk, you can choose to include only the Notes field in the export settings. However, the final export file will automatically include the User ID and Created On fields by default, even if you select only Notes.

5. Can I automate adding notes field in BoldDesk?
No, notes must be added manually. Automation for notes is not supported.

6. Can contact notes be linked to a chat conversation?
No — BoldDesk does not support linking contact notes directly to a chat conversation.

Related Articles

• How to Add a Note Message to a Contact or Contact Group Record
• How to Limit Agents to Private notes Only in Bolddesk