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