Notes tab

The Notes tab is a working scratchpad for everything you and your team need to remember about this client that doesn’t belong in the formal record. Notes never appear on a form and are never shown to the client.

What notes are for

Good candidates:

• Phone-call summaries. “Spoke with Maria 5/14 — confirmed she’s filing the I-130 herself rather than having us file.”
• Client preferences. “Prefers Spanish for written correspondence; English is fine on calls.”
• Open questions. “Follow up on whether the 2018 entry was a B-2 or visa-waiver — passport shows both stamps.”
• Strategy decisions. “Family decided to wait on the I-485 until her 1040-X is processed — recheck Q4.”

What notes are NOT for

A few things to keep off the Notes tab:

• Anything you want a form to read. Identity-level facts — a new address, an updated employer — go on the Identity tab so the next form fill picks them up.
• Client-facing messages. Correspondence belongs on the Emails tab, where there’s a delivery record.
• The formal timeline. Notes are timestamped, but the Activity log is the audit trail. If you need to prove “we knew X by date Y”, let the Activity log do the work.

How notes work

Each note is timestamped with who wrote it and when. You can:

• Pin important notes to the top
• Edit a note (the original is preserved as a revision — click the small history icon to see prior versions)
• Delete — soft-deletes for a grace window, then permanent

Notes are visible to everyone who can see the client

There’s no per-note privacy setting. Anyone in your firm with access to this client sees every note. If you need to keep a thought to yourself, write it down outside the workspace.

Next

Consents tab →