Who This Is For / When to Use
This article is for users who want to automatically log form responses, instructions, or contextual details into a contact’s Notes for internal visibility.
What the Add to Notes Action Does
The Add to Notes action creates a new note on the contact record when the workflow reaches this step.
When this action runs:
A note is added to the contact’s Notes timeline
The note behaves the same as a manually added note
The note can include static text and dynamic values
This action is commonly used to preserve context for sales or support teams.
How to Add the Add to Notes Action
Step 1: Create or Open a Workflow
Go to Automations > Workflows.
Create a new workflow or open an existing one.
Step 2: Choose a Workflow Trigger
You can use any trigger, including no trigger.
Common examples:
Form submitted
Appointment booked
Contact updated
If using Form submitted:
Select the specific form
Save the trigger
The trigger determines when the note is added.
Step 3: Add the Add to Notes Action
Click the + icon below the trigger.
Select Add to Notes from the action list.
Configure the Add to Notes Action
Action Name (Optional)
Set an internal name to identify the action inside the workflow.
Example:
Add Intake Notes to Contact
Note Content
Enter the content that should appear in the contact’s Notes.
You can include:
Plain text
Dynamic values (custom fields, form answers, contact data)
Example:
"Consultation Reason: {{custom.reason_for_visit}}"
Note Title Behavior
If you do not include a label or title:
Only the raw value will appear in the note
Best practice:
Always include a short label before dynamic values
Example:
"Preferred Service: {{custom.service_type}}"
This ensures the note is readable by team members.
Save the Action
Click Save Action to apply the note configuration.
Example: Form Submission Notes
Scenario
A contact submits a form with additional instructions that should be visible to staff.
Setup
Trigger: Form submitted
Action: Add to Notes
Note content includes:
Service requested
Special instructions
Result
A note is added to the contact record immediately
Staff can review the details without opening the form submission
Common Issues and Fixes
Notes Are Duplicated
Add a workflow filter to prevent the workflow from running multiple times for the same event.
Dynamic Values Are Blank
Confirm the trigger provides the data used in the note.
Verify custom fields are populated at the time the action runs.
Note Is Not Added
Ensure the workflow is published.
Confirm the Add to Notes action is reached during execution.
Frequently Asked Questions
What is the Add to Notes action?
It is a workflow action that automatically adds a note to a contact’s record.
Can I use custom field values in the note?
Yes. You can insert custom values and other dynamic data into the note content.
Can I edit or delete notes created by a workflow?
Yes. Notes added through workflows can be edited or deleted manually by authorized users.
Do I need a trigger to use this action?
No. The Add to Notes action can be used in workflows with or without a trigger.
Why should I test workflows that add notes?
Testing ensures the note content and dynamic values appear correctly before the workflow is published.