In managing and automating tasks, the Workflow Notes feature is essential for ensuring clear communication and smooth task execution within teams. This feature enables users to leave detailed notes and track important information. With Workflow Notes, team members can access critical insights about each task, resulting in fewer misunderstandings and more efficient project outcomes. In this article, we’ll explore how to use Workflow Notes to enhance team collaboration and boost workflow efficiency.

Head to the Automation > Workflows section in your account, then select an existing workflow or create a new one to begin. On the left sidebar, you will find both the notes icon and the sticky notes icon. Workflow Notes are stored discreetly within the Notes tab, while Sticky Notes are prominently visible within the builder for easy reference. Select the option that best aligns with your requirements.

Workflow Notes #

To add a note to your workflow, click the Notes icon and enter the desired text in the Workflow Notes section, bearing the 5000-character limit in mind. Once you have completed your entry, confirm the text and save the workflow to retain the note.

Note: The notes added will be visible to all the users.

Workflow Notes display essential details such as “Created by,” “Updated by,” “Created on,” and “Edited on” information, allowing users to track who made changes and when those changes occurred. Hover over the user’s initials to display their full name.

Sticky Notes #

To add a Sticky Note to your workflow, click the Sticky Notes icon then choose a color from the color picker. The sticky note will then populate in the Builder and will allow you to drag and drop it to the required position. After setting the note, adjust its size by dragging the corners to the desired length and width.

Hover over the sticky note to reveal the available actions, including:

• Duplicating the sticky note.
• Editing the sticky note.
• Discarding the sticky note.
• Changing the sticky note’s color.

You can enhance your Sticky Note by double-clicking the text field to enter the desired information. In addition to text, you can improve the design by adding an image, adjusting the text size, and incorporating bulleted lists. Please keep in mind the 5,000-character limit when adding content. Once you are satisfied, simply click anywhere within the workflow to save your changes.

To clear your view of all Sticky Notes, click the “Hide Notes” button. This temporarily conceals all Sticky Notes within the builder, allowing you to focus on other workflow elements. To make the notes visible again, click the “Show Notes” button.

Action Notes #

Hover over an action to reveal the notes icon in the top-right corner. Click the icon to add action-specific notes that others can view and build upon. Input the desired information in the designated field, then click “Add” to apply your changes. Save the workflow to finalize the addition.

Once saved, the icon will appear permanently beside the action. Each note retains a history of additions, enabling teams to effortlessly track discussions, updates, and feedback related to specific actions within a workflow. You can view all action notes within the Notes section of your workflow.

Use Cases #

• Utilize Sticky Notes to create color-coded task lists and visual reminders, facilitating easier tracking of workflow progress for team members.
• Incorporate Action-Level Notes to deliver instructions, feedback, or background context specific to each action, thereby ensuring clarity and enhancing collaboration within the team.

Frequently Asked Questions #

What is the difference between Workflow Notes and Sticky Notes? #

Workflow Notes are stored in the Notes tab, while Sticky Notes are displayed directly in the builder so they’re visible while you work.

Are workflow notes visible to other users? #

Yes. Notes added to a workflow are visible to all users, along with details of who created or edited them and when.

Is there a character limit for notes? #

Yes, both Workflow Notes and Sticky Notes have a 5,000-character limit.

How do I add a note to a specific action? #

Hover over the action to reveal the notes icon in the top-right corner, click it, enter your text, click “Add,” and save the workflow.

Can I hide Sticky Notes temporarily? #

Yes. Click “Hide Notes” to conceal all Sticky Notes in the builder, and “Show Notes” to bring them back.

Do action notes keep a history? #

Yes. Each action note retains a history of additions so teams can track discussions, updates, and feedback over time.