Overview of Notes in the LSS Marketing Software | Loan Signing System

Overview of Notes in the LSS Marketing Software

The Notes feature allows users to document and track important information related to contacts, opportunities, and companies. This guide will walk you through where notes can be found, how they function in different sections, and how to manage them effectively.

Goal: Capture every detail about signers, orders, and companies—right where you’ll need it—so you can prove compliance, avoid disputes, and speed up follow-ups.

1. Where Notes Live

Module	What Notes Cover	Typical Notary Use-Case
Contacts	Private log tied to one person	Record a signer’s ID details, parking instructions, or “prefers blue ink.”
Opportunities	Job-level notes linked to one or many contacts	Track loan-package arrival, UPS tracking numbers, or escrow officer questions.
Companies	Rolls up every note from all contacts under the same company	Review payment history and special instructions for a title firm before accepting a new order.

2. Quick-Start Checklist

Task	Where	Action
Add a Note	Any Notes tab	Click + Add Note ➜ Save.
Search Notes	Search bar (top right)	Type keywords → press Enter.
Filter Notes	Opportunities module	Click Filter Contacts, tick the extra signers/agents.
Edit a Note	Hover over note	Click ✎ pencil → update → Save (an edited tag is logged).
Sort Chronologically	Date column	Click Date Created to toggle newest oldest.

3. Step-by-Step Tutorials

A. Adding a Note

Open Contacts, Opportunities, or Companies.
Select the Notes tab (left-hand panel).
Click + Add Note.
Type your text.
Tip: start time-sensitive items with a emoji so they stand out in search.
Save. Your name and timestamp are attached automatically.

B. Finding the Right Note Fast

Need	Best Tool
Remember what you told a signer last week	Search keyword (e.g., “FedEx label”).
See only yesterday’s activity	Sort by Date Created descending.
Check every note tied to both borrowers	In the opportunity, Filter Contacts → tick both names.

C. Company-Wide Oversight

Go to Companies ➜ open the title company record.
Click Notes.
Scroll or search—every note from every linked contact is here. Perfect before you say “yes” to another signing.

4. Power Tips for Busy Signing Agents

	Tip Why It Helps
Log immediately after every call or visit.	Details stay fresh and defensible if a file is audited.
Use merge fields (`{{contact.first_name}}`) for repeat phrases.	Copy-paste notes straight into emails or SMS without retyping.
Tag follow-ups with “” or “”.	Quickly filter everything that still needs action.
Review opportunity notes 24 hrs before a signing.	Arrive informed—no last-minute scrambling.

5. Troubleshooting & FAQ

	Question Answer
I updated a note but my teammate can’t see the change.	Refresh the Notes tab; edits are real-time once the page reloads.
Can I link one note to multiple contacts?	Yes—add it inside the Opportunity and use Filter Contacts to include extra parties.
Accidentally wrote in the wrong record.	Edit the note, copy text, then paste it into the correct contact/opportunity. Delete the original if needed.

Recap

Contacts Notes = person-specific history
Opportunities Notes = job-specific thread (can include multiple contacts)
Companies Notes = all notes across everyone at that firm

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