Workflow Notes help keep communication clear and tasks running smoothly across your team. You can leave detailed notes, track important information, and make sure everyone has the context they need for each task. This article walks you through how to use Workflow Notes to improve collaboration and keep your workflows on track.
Go to Automation > Workflows in your account, then open an existing workflow or create a new one to get started.
On the left sidebar you'll find the notes icon (1) and the sticky notes icon (2). Workflow Notes are stored within the Notes tab, while Sticky Notes appear directly in the builder where you can see them at a glance. Choose whichever suits your needs.
Workflow Notes
To add a note, click the Notes icon and type your text in the Workflow Notes section, keeping the 5,000-character limit in mind. Once you're done, confirm the text and save the workflow to keep the note.
📌Note: Notes added here are visible to all users.
Workflow Notes show details including "Created by," "Updated by," "Created on," and "Edited on," so you can see who made changes and when. Hover over a user's initials to see their full name.
Sticky Notes
To add a Sticky Note, click the Sticky Notes icon and pick a colour from the colour picker.
The sticky note will appear in the Builder and you can drag and drop it wherever you need it.
Once it's in position, drag the corners to resize it to your preferred dimensions.
Hover over the sticky note to see the available actions:
- Duplicating the sticky note.
- Editing the sticky note.
- Discarding the sticky note.
- Changing the sticky note's colour.
Double-click the text field to add your content to a Sticky Note.
As well as text, you can add an image, adjust the text size, and include bulleted lists. Keep the 5,000-character limit in mind when adding content.
When you're happy with your Sticky Note, click anywhere in the workflow to save it.
To clear your view of all Sticky Notes, click the "Hide Notes" button. This temporarily hides all Sticky Notes in the builder so you can focus on other elements without distraction. Click "Show Notes" to bring them back.
Action Notes
Hover over an action to reveal the notes icon in the top-right corner. Click it to add notes specific to that action, which others can view and build on.
Type your information in the field provided, then click "Add" to apply your changes. Save the workflow to finalise the addition.
Once saved, the icon will appear permanently next to the action.
Each note keeps a history of additions, making it easy for teams to track discussions, updates, and feedback related to specific actions in a workflow.
View all action notes in the Notes section of your workflow.
Used well, these features make sure critical information is easy to find, discussions are tracked, and updates are handled efficiently.
Use Cases
- Use Sticky Notes to create colour-coded task lists and visual reminders, making it easier for team members to track workflow progress.
- Add Action-Level Notes to share instructions, feedback, or background context specific to each action, keeping things clear and supporting collaboration within the team.