Why Are Notes Non-Standard?

[ndrtek]

I can't seem to get the Notes module to behave how I want. It seems to be a "special" module with non-standard functionality.

For instance:

1) Why is it labeled "History" in sub-panels... and it never shows up as a sub-panel in Studio?

2) Why are there many one to many relationships with Notes from almost every other module... yet when creating a Note I can only choose to relate it to one other module?

#2 is my biggest gripe.... I want to be able to associate a note with more than one other module.... for instance:

1) I've got a lead... and I start documenting some notes about that lead.

2) That Lead gets converted to an Opportunity... but the Notes I created when it was still a Lead don't carry over.

3) I have to go into each Note and reassign them to the Opportunity now... if I want my Sales Manager to be able to see them all.

4) Repeat this problem when the Opportunity converts and now we have Cases and Projects related to that Account / Contact / Opportunity / Lead

IMHO, we should be able to relate notes to MULTIPLE other modules on a many to one basis... for instance, many notes, one account, one opportunity, one lead, one project, one case.... etc etc.

Anyone know how I can add MULTIPLE *SPECIFIC* RELATE TO fields in the edit view of Notes INSTEAD of that whole "parent_type" "parent_id" thing that limits me to just one?

This way, Notes on an Opportunity will also show up in the subpanel of the related account / lead / contact / project / whatever else.

Thanks!

[sugarcane]

1) Why is it labeled "History" in sub-panels... and it never shows up as a sub-panel in Studio?

The History tab is just another name for Closed Activities. Activities include Calls, Meetings, Tasks, Notes, and Emails, Notes by default are considered historical and will always appear under History

2) Why are there many one to many relationships with Notes from almost every other module... yet when creating a Note I can only choose to relate it to one other module?

A note can be attached to a Contact and one other module at the same time. If you create the note from the Contact record, it will auto attach to the Contact and the Related Account. in all other instances, you will need to hit the duplicate button if you want to attach it to other modules (unless you customize the code)

2) That Lead gets converted to an Opportunity... but the Notes I created when it was still a Lead don't carry over.

Actually, if you convert a lead and the lead had Activities logged against it, the notes DO transfer to the newly created Contact and the contact's associated Account, and the Opportunity (if you create them all from the Lead Conversion screen). I just tested this out to confirm. What version are you using?

[monicaDC]

I have to agree. The Notes (and it's organization) are such an integral part for any tracking system. Right now, I am *trying* to customize my company's own system, but, in general, I am very active in the day-to-day operations of my company. Any user should be able to go to one location to see any notes placed on any given record.

It is fantastic that it works efficiently for the contacts and accounts modules. However, if I had a call regarding an Opportunity and I add notes to the call, the notes are not going to show up under the Opportunity. This is very inefficient.

I completely understand that I am using the open source version, and I could customize it differently. Do the notes work identical in the other versions of Sugar? I really hope not. The notes should be the foundation of any system.

I'm sorry if I sound negative - just a pet peeve of mine regarding the system. Besides that and the email module, I love SUGARCRM. I'm a big fan! And I also love the support in these forums. You guys are amazing. Thanks for all the help.

[ndrtek]

Thank you sugarcane.

I'm using 5.2f... the latest non-beta.

My description about Leads to Opportunities was inaccurate... it was a theoretical and untested... my actual problem is between Opportunities & Accounts / Projects... particularly with the Project Detail view.

For instance, I generally start keeping client RFP's and related requirements documents associated as Notes with an Opportunity... once that Opportunity converts, I create a Project to represent the job... yet on the Project Detail page... of course the Opportunity notes do not exist.... and there is no easy way to view them... except to visit all other related modules and see if the notes are there.

So, my thought is that if I could edit a note and assign it to multiple Modules, then I can get the notes on all related detail pages. I have discovered that I can create ANOTHER one to many relationship with Notes from all other modules... and then I get the ability to associate notes with multiple modules... but then each module has the note in a new Notes sub-panel instead of the "History" sub-panel, which I assume is tied to the "parent_type / parent_id" fields.

Your idea to "Duplicate" the note is a potential workaround as well... and perhaps preferable to my method as I assume it would mesh with the "History" sub-panel.

I am a proficient PHP programmer, but I'm only a couple weeks into using Sugar, so I've got a ways to go in terms of understanding its organization and intricacies.

Thanks again.

[sugarcane]

Hi Monica,

Any user should be able to go to one location to see any notes placed on any given record

Yes, I can see your logic here, it would make it a lot easier to view a complete history of an account if all notes related to that account could be viewed in the same location. Unfortunately, this is not the case. We generally advise our clients to pick one way they want to log their items and train their users to all do it the same way so that it is consistent and users know where to go.

However, if I had a call regarding an Opportunity and I add notes to the call, the notes are not going to show up under the Opportunity. This is very inefficient.

Yes, in this case, you would need to click into the call to view the note that you created on the call. In this case, i would advise maybe creating the note on the opportunity record instead of the call, or duplicate the Note so that it will appear under both.

I completely understand that I am using the open source version, and I could customize it differently. Do the notes work identical in the other versions of Sugar?

The Notes functionality and relationships are identical on Sugar CE and Pro/Ent. There is not difference.

With the current system, the best you can do it be aware of the limitations and train your users to all be consistent with how/where they log notes, or to duplicate some of the notes so that they appear in more than one place. Your other option would be to have the Notes custom coded to allow a user to select more than one module to link it to, and have it appear in the History panels of all those modules selected.

[monicaDC]

Thanks sugarcane for addressing all my concerns. ]

I have our system customized to fit our needs and it works nicely. I am good to go now. I was trying to help others and SugarCRM.

The items noted above were all my initial frustrations with the Notes module. We both know everyone hates workarounds. Also, since this is probably a vital piece to all organizations, and not user-specific, it would be great for everyone involved if this feature was implemented. (all my opinion of course) Implementing these changes could only make Sugar even stronger!

Thank you again for your reply. You are always so helpful.

[leenuxwu]

Thanks sugarcane for addressing all my concerns. ]

I have our system customized to fit our needs and it works nicely. I am good to go now. I was trying to help others and SugarCRM.

I also want to know how did you customize to meet the requirement, carry the notes to the opportunity while converting the leads. At least, some brief directions. I would appreciate very much if you could share something with us. Thanks
Regards