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Account Notes

Menu Location: Customers > Reports > Notes

Last Updated: 2026-07-26

Overview

The Account Notes page is a read-only, system-wide log of customer notes and contact form submissions across all customer accounts, for a date range you choose. While the individual Customer Detail page shows notes for one customer, this page lets you see notes from every customer and every admin together, filter by date, search the results, and export them to CSV.

This page does not let you create, edit, delete, or complete notes and reminders. Those actions happen on the individual customer's Customer Detail page.

Primary Functions:

  • View notes and contact form submissions from all customer accounts together
  • Filter the list to a specific date range
  • Search within the loaded results by keyword, admin name, or customer name
  • Sort the list by any column
  • Export the current list to CSV
  • View the full text of a long note, email, or contact form message

Page Layout

Filter Bar

  • From / To date pickers - sets the date range for the report, then click Search
  • Defaults to yesterday through the end of today when no dates have been chosen

Notes List

A table with these columns:

  • (icon) - indicates note type or reminder status (see Note Types below)
  • Created - date and time the note or submission was made
  • Admin - the admin who wrote the note (blank for contact form submissions)
  • Account - the customer's name and business name, linked to their Customer Detail page; shows "no customer id submitted" if the contact form entry wasn't tied to an existing customer
  • Note - the note or message text, truncated to 200 characters with a "READ MORE" link that opens the full text (or full email/contact form message) in a popup

The table includes a built-in search box and sortable column headers (click a header to sort), plus a CSV export button, all provided by the table widget above the list.

If a date range returns more than 1,000 rows, a warning appears asking you to shorten the timeframe; only the first 1,000 rows are shown.

Note Types

The icon in the first column shows one of the following:

  • Envelope - an email note
  • Phone - a phone call note
  • Bicycle - an activity note
  • Pencil - a contact form submission (pulled from the website's Contact Form, not from the customer notes themselves)
  • Sticky note - any other note (general notes and calendar/reminder notes that don't have a reminder date attached)

If a note has a reminder date set, its status icon replaces the type icon:

  • Open square - has a reminder date and is not yet marked complete
  • Checked square - has a reminder date and is marked complete

Reminder due dates and completion status are not editable here; they're set and completed on the customer's Customer Detail page. This page only shows the current status as an icon, it does not display the reminder due date itself.

Notes written with a blank admin (a handful of automated system entries) are excluded from this report.

Search & Filtering

Date Range:

  • From / To pickers control which notes and contact form entries are pulled from the database
  • Defaults to yesterday through today if left blank

Keyword Search:

  • The search box above the table filters the rows already loaded for your date range
  • Matches against anything visible in the table: note text, admin name, customer name/business name, and the date

There is no dropdown filter for note type, admin, reminder status, or customer status. Narrowing by those is done by combining the date range with a keyword search or by scanning/sorting the visible columns.

Common Use Cases

Use Case 1: Find All Notes About a Specific Issue

Goal: See how many customers reported the same problem

Steps:

  1. Set a date range covering the period you want to check
  2. Type the issue keyword into the search box (e.g., "moldy strawberries")
  3. Review the matching rows
  4. Sort by Created or Account to spot patterns
  5. Export to CSV if you need to share the findings

Use Case 2: Review a Specific Admin's Recent Notes

Goal: See what one team member has been logging

Steps:

  1. Set a date range (e.g., this week)
  2. Type the admin's name into the search box
  3. Review their notes and note types
  4. Use READ MORE to check full detail on any note

Use Case 3: Customer Issue Research

Goal: Prepare for contact with a customer who has history

Steps:

  1. Set a wide date range
  2. Search for the customer's name
  3. Review their notes and any reminder icons shown
  4. Click through to their Customer Detail page for full note history, due dates, and to complete or update anything

Use Case 4: Export Notes for Reporting

Goal: Produce a record of notes for a period

Steps:

  1. Set the date range
  2. Optionally narrow with a keyword search
  3. Click the CSV export button in the table toolbar
  4. Save the downloaded file

Export Options

CSV Export

Click the CSV button in the table toolbar to download the currently displayed rows (icon column, Created, Admin, Account, and Note) as a CSV file. There is no separate export dialog, column picker, or date-range prompt, the export reflects whatever date range and search you already have applied to the table.

Best Practices

Note Writing

  1. Be clear and concise
  2. Include relevant details
  3. Document action items
  4. Professional tone always
  5. State facts, not opinions
  6. Include dates and specifics

Good Note Example: "Customer called 3/1 at 2:30 PM regarding missing chicken breast in order #12345. Confirmed item was left out due to packing error. Applied $12 credit to account. Customer satisfied."

Poor Note Example: "Called about order. Fixed it."

Working With This Report

  1. Use it to search across all customers at once, not to manage a single customer's notes day to day
  2. Keep date ranges tight when searching for a specific issue, this report caps at 1,000 rows
  3. Follow the Account link to a customer's Customer Detail page to complete reminders, edit, or delete a note
  4. Read recent notes on a customer's page before contacting them, this report is a good way to find which customer to look at

Privacy & Security

  1. Don't include sensitive payment details in notes
  2. Use professional language, notes are internal but may be reviewed for training or compliance
  3. Secure any exported CSV files appropriately

Troubleshooting

Cannot Find Expected Note

Check:

  1. Widen the date range, the report only pulls notes created within the selected From/To window
  2. Verify the customer name spelling in the search box
  3. Confirm the note was written by an admin (system-generated notes with no admin attached don't appear here)
  4. Check the customer's own Customer Detail page directly, it shows their full note history regardless of this report's date range

Too Many Results

Solutions:

  1. Narrow the date range
  2. Add a more specific keyword to the search box
  3. Sort by a column to group similar entries
  4. If you hit the 1,000-row limit, shorten the timeframe as prompted

Reminder Icon Not Showing as Expected

  • This page only shows a note's reminder icon if the note itself falls within your selected date range (the icon reflects status, not a separate reminder-due filter)
  • For the definitive, up-to-date list of a customer's reminders, check their Customer Detail page
  • Customer Detail - individual customer notes, where notes are created, edited, completed, and deleted
  • Customers - main customer search page
  • Admin History - system-wide admin activity log
  • Account History - admin action history

FAQs

Can customers see notes we write about them?

No, admin notes are internal only. Write professionally, as notes may be reviewed for training or compliance purposes.

Can I edit or delete a note from this page?

No. This report is read-only. Edit, delete, and reminder-completion actions are done on the customer's Customer Detail page.

Can I filter this report by note type or reminder status?

Not with a dedicated filter. Use the date range together with the search box, or sort/scan the icon column, since there's no note-type or reminder-status dropdown on this page.

Can I see notes from before I started?

Yes, the report isn't limited to your own notes or your tenure, any admin's notes within the selected date range appear here.

Why don't some notes show an Admin name?

Contact form submissions aren't written by an admin, so the Admin column is blank for those rows.

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.