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Considerations for usage of note-taking tool 'Notes' and 'Files' functionality

Julkaisupäivä: Oct 13, 2022
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The Notes tool is a productivity feature that's specifically designed to be used with Lightning Experience.

  • The legacy 'Notes & Attachments' functionality is being superseded and replaced by the individual Notes and Salesforce Files features.
  • If your organization uses Profile-Based Chatter Rollout, user's must be assigned chatter permissions to see and use the enhanced notes features and for Using Salesforce Files.
  • Before your organization decides to Enable Notes, fully review Considerations for Setting Up Notes.

  • To delete a note or attachment, you must be the owner of the note or attachment or an administrator with the “Modify all Data” permission. Note ownership is determined by the owner field. Attachment ownership is determined by the created by field. Record owners (except Portal users) can delete attachments on records. Notes and attachments marked as private via the Private checkbox are accessible only to the person who attached them and with the “View All Data” permission; to edit or delete them, they need the “Modify All Data” permission.

Ratkaisu


User education, training, and recommendations:

Key things to keep in mind for organizations that have been utilizing the legacy 'Notes & Attachments' features and transitioning to 'Notes' and 'Files:'
 
1. Add the Notes Related List to Page Layouts while continuing to maintain the 'Notes & Attachments' related list on layouts to allow users to view and reference legacy notes added to records prior to enabling enhanced notes.
  • In Classic, clicking 'New Note' from the Notes & Attachments related list will still create a legacy note record even if enhanced notes are enabled.
Note: It's recommend to instruct Classic users to only create notes via the 'New Note' button in the Notes related list, and to not use the legacy 'Notes & Attachments' related list to create notes moving forward.
  • In Lightning, the 'New Note' button is not available in the 'Notes & Attachments' related list. Users may only create enhanced notes via the 'New' button in the Notes related list.
2. Add the Files related list to page layouts while continuing to maintain the Notes & Attachments related list on layouts to allow users to view and reference legacy attachments added to records in the past.
  • In Classic, it's recommended to enable the 'Files uploaded to the Attachments related list on records are uploaded as Salesforce Files, not as attachments' preference. Navigate to Setup and type 'General Settings' in Quick Find to open 'Salesforce Files Settings'.
Note: Enabling the preference, replaces the 'Attach File' button in the legacy Notes & Attachments related list with the 'Upload File' button in Salesforce Classic and effectively prevents users from adding new legacy attachments to records.
  • In Lightning, the 'Upload Files' button is available in the Files and Note & Attachments related lists. Users may only add Files and it's not possible to create legacy Attachments.
  • In Classic, adding a file to the Files related list will also display the file in the legacy Notes & Attachments related list, but it will not create an attachment.


Notes intermittently may not save in their entirety

  • When creating a new Note from the related list in Lightning, at times it may take several seconds for a Note record to save and it may be missing some or all of the body.
  • Waiting until the Note modal indicates it is saved before hitting the Done button can mitigate the behavior.
  • Running debug logs to review and optimize automation may also reduce the frequency that Notes are saved in a truncated manner.
  • Should the behavior occur, edit the Note to re-add any missing text.
     

Salesforce Classic Limitations with Notes and Files:

  • The 'Upload Files' button is available on the Files related list in both Lightning Experience and Classic.
  • HTML editor or formatting tools are not available when using the New Note quick action from a record's Chatter feed in Salesforce Classic.
  • It is only possible to relate a note to one record in Salesforce Classic. To relate a Note to a record, the user must:
    • Initiate the note creation from within the record's Chatter feed via the "New Note" chatter quick action in the chatter feed publisher.
Note: Formatting tools are not available via the "New Note" quick action and users will need to access the note record via the related list or Files tab after it's created to enter desired formatting.
  • Click "New Note" from the desired record's Notes related list to associate it to that record.
Note: Clicking New Note from the related list will always create a new note record. See Note gets created after Users click 'Cancel' for more information.
 

See Also:
Knowledge-artikkelin numero

000387397

 
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Salesforce Help | Article