Notes on companies and contacts: formatting, pins, and what your PSA receives

Choose Log an activity from New, choose the interaction type, then find the company, prospect or lead. The existing notes editor opens ready to write. Enter when it happened, an optional outcome and next action, and the notes. For a meeting, choose a shared meeting type or enter one in your own words. Workspace admins can add and hide the shared choices with Manage meeting types in this form. A linked lead is checked against the company and named in the saved note. A lead without a company keeps the activity in its existing lead notes.

The interaction and its details are saved together as one activity. Text messages are recorded as notes labelled Text message; Current does not send a text. Use the existing Follow up control when you also want a reminder. These controls reuse the same notes as Ask Current. Transcription is separate.

A note in Current can be as long as the conversation it records: up to 50,000 characters, with headings, bullets, numbered steps, checklists, and links. You write it once on the company, the contact, or the opportunity, and everyone who opens the account reads it formatted. Your PSA receives a clean plain-text copy of the same note.

On a company, notes sit on the Notes & activity tab, the second of four tabs under the company header: Overview, Notes & activity, Profitability (shown when the account has one), and Business reviews. The page always opens on Overview. The right rail stays in view on every tab.

On a contact, the Notes card sits under the contact's details. A note written there belongs to the person and to their company, so it shows on the contact's activity and on the company's timeline, and it is filed against the contact in your PSA where your PSA supports that. An opportunity's Activity section has the same composer, and its notes also show on the company.

Two shortcuts save you finding the record first. Press New in the top bar and pick Log a meeting: search for the company, prospect or lead you met with, and its Notes & activity opens with Meeting already selected, ready to write or dictate (a lead's meeting is logged on its company). If the company isn't in Current yet, Can't find them? Add a company creates it on the spot. Or open Ask Current and switch to Note mode (⌘J) to write a note, log a call or make a to-do in one line; see "Add notes from Ask Current".

The toolbar above the box has Bold, Italic, Underline, Heading, Subheading, Bulleted list, Numbered list, Checklist, and Link. You can also type the shortcuts you already know:

Pasting from Word, Google Docs, an email, or a web page keeps the headings, lists, bold, and links, and drops everything else. Links work only when they start with http, https, or mailto; anything else is kept as plain words.

A counter appears as a note nears 50,000 characters. Past the limit, Save stays off and the counter says the note is too long to save; nothing you typed is cut. A note you haven't saved yet is kept in your browser, formatting included, until you save it or empty the box.

Tidy sits beside Dictate and Enhance on the note box. Press it after typing or dictating a rough note and it comes back with headings, bullets, bolded headlines, and a checklist of what someone agreed to do. It keeps every fact and your own words; it moves and groups them. Undo puts the original back. Enhance rewrites for clarity and keeps your formatting. These tools are for staff only, and a Tenant Admin can turn them off for the workspace.

Open the menu on a note and choose Pin to the top. A company can have three pinned notes, and so can a contact. Pinned notes show at the top of the Notes & activity tab and as a compact Pinned card on the Overview tab, so the note everyone needs (the escalation contact, the renewal plan, the thing never to say on a call) is the first thing on the page. Unpin one before pinning a fourth. Anyone who may edit a note may pin or unpin it. Pinning never sends anything to your PSA.

Hover an open checklist line in a saved note and choose Make to-do. Current creates a follow-up assigned to you, linked to the company, contact, and opportunity the note was written on, with a link back to the note. It lands in your Microsoft To Do like any other follow-up, and shows in the follow-up strip on the record.

A note longer than about twelve lines shows its opening lines with Show more, so a long meeting write-up doesn't push the rest of the timeline off the screen. Show less folds it again. Copy link on a note's menu gives a link that opens the company on that note, highlighted.

The search box on the Notes & activity tab searches every note, meeting, and call on the company, however old, and shows the ones that contain every word you type, newest first, up to 100. Emails and tickets already on the timeline are filtered by the same words.

Your PSA stores notes as plain text, so Current sends a plain-text copy that reads the way the note looks:

• Headings on a line of their own, with a blank line above.
• Bullets as "• ", numbered steps as "1. ", "2. ", and so on.
• Checklist lines as "[ ] " when open and "[x] " when done.
• Links as the words followed by the address in brackets.

Each note in Current is one note in your PSA, never split into several. When a note is longer than your PSA's note field (for Autotask, the length your Autotask instance reports for notes; 8,000 characters for ConnectWise and HaloPSA), the copy stops at the end of a line or a word and finishes with "Continued in Current:" and a link to the full note. Editing a long note that is already in Autotask updates it the same way. Syncro workspaces keep notes in Current. The whole note, formatting included, always stays in Current.

With HubSpot connected, a formatted note reaches HubSpot with its headings, lists, bold, and links. A note formatted in HubSpot arrives in Current formatted, with no stray HTML tags, and its copy in your PSA is plain text. Syncing the same note back and forth is not counted as an edit.

The rules are the ones the CRM already uses. Account executives write notes on their own book, and sales leadership and anyone with Full CRM on any company in the workspace. On a company outside your book, the composer is replaced by a line saying so, on the company page, the contact page and the opportunity alike, so you never type a note that can't be saved; you can still read every note there and schedule a follow-up. To write there, ask a sales manager or an admin to add you as an owner. You can edit and delete your own notes; sales managers, tenant admins, and anyone with Full CRM can edit or delete anyone's. Pinning follows the edit rule. An edited note shows Edited beside its time. Partners in the portal never see CRM notes.

Open the note's menu, choose Edit, and press Delete at the bottom of the dialog. Current asks once before it deletes, and a deleted note can't be brought back.

When the note is also in your PSA or in HubSpot, Current deletes it there too and tells you how it went. Autotask doesn't let other software delete notes, so in an Autotask workspace the note is deleted in Current and the message asks you to delete it in Autotask by hand. ConnectWise and HaloPSA notes are deleted for you. A HubSpot note goes to HubSpot's recycle bin. If two-way sync is off, the note stays in your PSA.

Either way, a deleted note never comes back into Current on the next sync.