Note Targeting and Pinning

Overview

Targeting and pinning are powerful features that control where notes appear and how prominently they're displayed in your CRM.
What they do: Targeting places notes on multiple records; pinning highlights important notes at the top of timelines.
When to use them: Use targeting for shared context across stakeholders; use pinning for critical information that needs maximum visibility.
Business value: Ensures the right people see the right information at the right time with appropriate emphasis.

Targeting Options

Overview

Targeting determines which CRM records receive the note. You can create notes on single records or distribute them across multiple associated records automatically.

Enrolled Record

What it does: Creates the note only on the record that triggered the workflow
When to use:
  • Specific documentation for one record
  • Most common targeting option
  • Clean, focused documentation
Examples:
  • Deal stage change notes on the deal
  • Contact lifecycle updates on the contact
  • Ticket resolution notes on the ticket
  • Company status changes on the company
Pros:
  • Simple and straightforward
  • No duplicate notes
  • Easy to understand
Cons:
  • Information only visible on one record
  • Team members working on related records might miss it


All Associated Contacts

What it does: Creates the note on every contact associated with the enrolled record
When to use:
  • Information relevant to all stakeholders
  • Team-wide notifications
  • Deal updates affecting multiple contacts
  • Company changes impacting all contacts
Examples:
Deal won notification:
  • Enrolled record: Deal
  • Target: All associated contacts
  • Result: Every contact on the deal sees the win notification
Company acquisition announcement:
  • Enrolled record: Company
  • Target: All associated contacts
  • Result: All contacts at the company see the announcement
Pros:
  • Maximum stakeholder visibility
  • Shared context across team
  • No manual duplication needed
Cons:
  • Creates multiple note records
  • Can clutter timelines if overused
  • May create many notes on large teams


All Associated Companies

What it does: Creates the note on every company associated with the enrolled record
When to use:
  • Contact changes affecting companies
  • Deal updates relevant to multiple companies (parent/subsidiaries)
  • Multi-company account updates
Examples:
Contact role change:
  • Enrolled record: Contact
  • Target: All associated companies
  • Result: All companies where this contact works see the role update
Deal involving multiple companies:
  • Enrolled record: Deal
  • Target: All associated companies
  • Result: Parent company and subsidiaries all see deal updates
Pros:
  • Account-level visibility
  • Tracks cross-company relationships
  • Useful for complex organizational structures
Cons:
  • Less common use case
  • May create notes where not needed


All Associated Deals

What it does: Creates the note on every deal associated with the enrolled record
When to use:
  • Contact changes affecting multiple deals
  • Company updates impacting all opportunities
  • Stakeholder changes relevant to deals
Examples:
Contact becomes unavailable:
  • Enrolled record: Contact
  • Target: All associated deals
  • Result: All deals involving this contact get notification of availability change
Company credit hold:
  • Enrolled record: Company
  • Target: All associated deals
  • Result: All active deals know about the credit situation
Pros:
  • Deal team visibility
  • Ensures sales context is complete
  • Prevents deals from moving forward unaware of issues
Cons:
  • Could affect closed deals unnecessarily
  • May create noise on inactive opportunities


All Associated Tickets

What it does: Creates the note on every ticket associated with the enrolled record
When to use:
  • Contact or company changes affecting open tickets
  • Cross-ticket communications
  • Account-level support updates
Examples:
Company SLA upgrade:
  • Enrolled record: Company
  • Target: All associated tickets
  • Result: All support tickets know about new SLA requirements
Contact primary support engineer change:
  • Enrolled record: Contact
  • Target: All associated tickets
  • Result: All tickets with this contact get assignment update
Pros:
  • Support team coordination
  • Shared context across related issues
  • Better customer service
Cons:
  • May affect closed tickets unnecessarily
  • Can create clutter if many tickets exist

Targeting Strategies

Single Record Strategy

When to use: Most common scenario - specific documentation
Pattern:
Trigger: Deal stage changes
Target: Enrolled record (the deal)
Result: Note appears on the deal only
Best for:
  • Standard workflow logging
  • Record-specific updates
  • Most documentation needs


Stakeholder Notification Strategy

When to use: Important updates affecting multiple people
Pattern:
Trigger: Deal won
Target: Enrolled record + All associated contacts
Result: Note on deal AND all stakeholders
Best for:
  • Win/loss notifications
  • Important milestones
  • Team celebrations
  • Status changes affecting multiple people


Account-Wide Strategy

When to use: Company-level changes impacting all relationships
Pattern:
Trigger: Company credit hold
Target: All associated deals + All associated tickets
Result: All active business knows about the issue
Best for:
  • Risk mitigation
  • Company-wide changes
  • Account status updates
  • Critical information dissemination


Relationship Mapping Strategy

When to use: Tracking how changes affect relationships
Pattern:
Trigger: Contact leaves company
Target: Contact + All associated companies + All associated deals
Result: Complete relationship update across all touchpoints
Best for:
  • Personnel changes
  • Stakeholder transitions
  • Organizational restructuring

Pinning

What Pinning Does

Pinning a note makes it appear at the top of the CRM record's timeline and replaces any currently pinned engagement.
Visual effect:
  • Note appears above all other timeline items
  • Highlighted/featured position
  • Immediately visible when opening record
Important: Only ONE engagement can be pinned per record. Pinning a new note unpins the previous engagement.

When to Pin

Pin for:
  • Critical status changes - "Account on credit hold"
  • Important decisions - "Contract approved by legal"
  • Urgent action items - "Response required by EOD"
  • Key milestones - "Deal won - implementation begins Monday"
  • High-priority information - "VIP customer - handle with care"
Don't pin for:
  • Routine documentation - Standard stage changes
  • Frequent updates - Daily activity logs
  • Low-priority notes - General information
  • Every note - Defeats the purpose of pinning

Pinning Strategy

The "Current Status" Pattern

Pin the most recent important status:
  • When deal stage changes to "Negotiation", pin that note
  • Previous stage change note gets unpinned
  • Always shows current critical status

The "One Pin Per Milestone" Pattern

Pin only at major milestones:
  • Qualification: Pin
  • Proposal Sent: Pin (replaces qualification)
  • Won: Pin (replaces proposal sent)
  • Standard stage changes: Don't pin

The "Critical Information Only" Pattern

Pin information that must not be missed:
  • Payment issues
  • Legal holds
  • VIP status
  • Critical deadlines
  • Account risks

Pinning Best Practices

Do:
  • Pin sparingly (makes each pin more impactful)
  • Pin only the most important information
  • Replace pins as situations evolve
  • Use with Warning or Error styles for urgency
Don't:
  • Pin every note (creates pin fatigue)
  • Pin and forget (update pins as needed)
  • Pin routine documentation
  • Use pins for non-critical information

Multi-Target with Pinning

Selective Pinning

You can pin notes when using multi-target, but consider:
If you pin to "All associated contacts":
  • Note is pinned on EVERY contact
  • May create too much emphasis
  • Could hide other important info on each contact
Better approach:
Create two notes:
1. Pinned note on enrolled record (the critical one)
2. Unpinned note on all associated contacts (for visibility)
How to implement:
  • Create two separate note actions in workflow
  • First action: Target enrolled record, Pin enabled
  • Second action: Target all associated X, Pin disabled

Example: Deal Won Notification

Action 1 - Critical Deal Note:
  • Target: Enrolled record (the deal)
  • Pin: Yes
  • Style: Info
  • Content: "Deal WON - Implementation starts Monday"
Action 2 - Stakeholder Notification:
  • Target: All associated contacts
  • Pin: No
  • Style: Info
  • Content: "Congratulations! Deal closed successfully"
Result:
  • Deal has pinned celebration (high visibility)
  • All contacts see celebration (awareness)
  • Contacts' pins aren't overridden

Advanced Targeting Scenarios

Cascade Communication

Create a cascade of notes across related records:
Workflow steps:
    Note on company (master record)
    Note on all associated deals (sales teams)
    Note on all associated tickets (support teams)
    Note on all associated contacts (stakeholders)
Use case: Major company announcement affecting all relationships


Conditional Targeting

Use if/then branches for smart targeting:
Example: High-value deal notifications
If deal amount > $50,000:
  • Target: Deal + All associated contacts (broad visibility)
Else:
  • Target: Deal only (standard documentation)
Result: Important deals get more visibility


Role-Based Targeting

While Daeda Notes doesn't directly filter by role, you can:
    Create deal-specific notes (sales team sees on deals)
    Create ticket-specific notes (support team sees on tickets)
    Create contact-specific notes (everyone sees on contacts)
Pattern:
Trigger: Contact becomes MQL
Action 1: Note on contact (for everyone)
Action 2: Note on all associated deals (for sales specifically)

Owner Assignment

Owner vs Targeting

Owner: Who "owns" the note (appears in note metadata)Targeting: Which records receive the note
These are independent:
  • You can create an unassigned note on multiple records
  • You can assign an owned note to multiple records
  • Owner doesn't affect targeting

Owner Assignment Strategies

Assign to specific user when:
  • Note represents someone's work
  • Following up requires ownership
  • Accountability matters
Leave unassigned when:
  • General team information
  • System-generated logs
  • Shared visibility is the goal
Dynamic assignment:
Owner: {{deal.owner}} (uses deal owner)
Target: All associated contacts
Result: Owned note on all contacts

Common Patterns

The "Local + Broadcast" Pattern

Create note both locally and broadly:
  • Local: Enrolled record (detailed documentation)
  • Broadcast: All associated X (awareness)

The "Escalation Alert" Pattern

Critical issues need maximum visibility:
  • Target: All associated deals + All associated tickets
  • Pin: Yes
  • Style: Error
  • Result: Impossible to miss

The "Milestone Celebration" Pattern

Good news worth sharing:
  • Target: Enrolled record + All associated contacts
  • Pin: Yes (on enrolled only, using two actions)
  • Style: Info
  • Result: Everyone celebrates, emphasis on main record

The "Status Sync" Pattern

Keep related records in sync:
  • Trigger: Company status changes
  • Target: All associated deals
  • Pin: No
  • Result: All deals know company status

Best Practices Summary

Targeting

    Default to enrolled record (single target) for most notes
    Use multi-target for important stakeholder notifications
    Avoid over-targeting (don't spam all associations)
    Consider the audience for each target type
    Test with small associations before scaling

Pinning

    Pin sparingly (makes each pin meaningful)
    Pin only critical information (defeats purpose otherwise)
    Update pins as situations change
    Combine with styles (Error + Pin = maximum urgency)
    One pin per record (remember it replaces previous)

Combined Strategy

    Important + Single record = Pin on enrolled record
    Important + Multiple records = Pin on enrolled, don't pin on associations
    Routine + Single record = No pin, enrolled record
    Routine + Multiple records = Reconsider if truly necessary