Managing Notes and Attachments

Managing Notes and Attachments

File attachments are documents, such as Marketing Collateral, Sales Quotes/Orders/Invoices, SLA, and others that can be associated to the CRM modules. Notes are the electronic equivalent of paper sticky notes. You can use the notes to write questions, reminders, and anything you would write on notepaper. These are useful for storing bits of information related to customers, which you may need later.

File Storage

We provide default storage based on your Zoho CRM Edition. Apart from this you can also purchase extra file storage at USD 4/month for 5 GB. Please note that the option to purchase additional storage is not available in the Free Edition.


Note
  • There is no limit to the number of files that you can attach to a record.
  • When you attach documents to a record, the total file size should not exceed 100 MB.

Managing profile permissions for Notes and Attachments

A user can only access Notes and Attachments inside a record if their profile has the appropriate permissions to View, Add, Edit, and Delete Notes and Attachments. 
Note: Only Administrators can enable/ disable profile permissions.

To moderate profile permissions
  1. Log into your CRM organization with Administrator privilege.
  2. Go to Setup> Users and Control > Security Control.
  3. Select the profile you'd like to enable/ restrict access for.

To moderate permissions for Notes:

  1. Under Basic Permissions, navigate to Notes and toggle the View permission on/off.
  2. To moderate Create, Edit, and Delete permissions, check/ uncheck the Create, Edit, and Delete options under Notes.

To moderate permissions for Attachments:

  1. Under Basic Permissions, navigate to Attachments and toggle the View permission on/off.
  2. To moderate Create and Delete permissions, check/ uncheck the Create and Delete options under Attachments.


Notes:
  1. You can delete attachments only if you have the Delete permission for Attachments.
  2. The deleted attachments are temporarily stored in Zoho CRM's Recycle Bin.
  3. If you delete the attachments from the Recycle Bin, you cannot restore them.


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