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Using Notes in Sentir

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Overview

Notes provide a structured, centralized way to document meeting preparations, client conversations, and important observations in Sentir. Notes are visible to everyone with access to the associated Entity record, with edit and comment permissions managed by your administrator. All Notes are searchable and filterable, making it easy to find the information you need quickly.

This article covers how to create and work with Notes, including using templates, formatting, collaboration features, and saving a Dispatch as a Note.

Understanding Notes and Their Benefits

Notes serve as flexible documentation tools that can capture any type of information relevant to your wealth management practice. Whether you're recording a client phone call, summarizing a quarterly review meeting, or documenting a compliance observation, Notes provide a secure and organized way to preserve this information.

Key capabilities include:

Flexible Creation: Notes can be created from anywhere using the Global Actions menu, directly from Client, Prospect, Group, Event, Task, Process, and Project records, from a Dispatch, or automatically as part of the Meeting Prep workflow.

Multi-Record Association: A single Note can be attached to multiple records (Entities, Events, Tasks, Processes, and Projects), ensuring relevant information appears where needed.

Searchability: All Notes you have access to can be searched and filtered from the Notes page, making it easy to locate specific information across your entire book of business.

Creating a Note

You can start a Note from two places: the Global Actions menu (from anywhere in the application) or the Documents tab on a record. Both routes open the same Create Note window, after which you'll follow the steps in either Start from Scratch or Use a Template below.

From the Global Actions Menu

Use this approach when you want to create a Note without first navigating to a specific record.

  1. Click the Global Actions icon (the plus icon) in the top-right corner of the screen.

  2. Select New Note from the Global Actions menu.

  3. In the Create Note window, use the search bar to search for and select the entity you want to associate the Note with.

  4. Select Start from Scratch or Use a Template, then follow the steps in the relevant section below.

From a Record

Use this approach when you're already working on a record. The Note will be automatically associated with that record.

  1. Navigate to the record you want to add a Note to.

  2. Click the Documents tab.

  3. In the Notes section, click the plus icon.

  4. In the Create Note window, select Start from Scratch or Use a Template, then follow the steps in the relevant section below.

Please note: Not all record types have a Notes section in their Documents tab. Notes can be created from Client, Prospect, Group, Event, Task, Process, and Project records.

Start from Scratch

After selecting Start from Scratch in the Create Note window:

  1. Click Save & Open Editor. The Note Editor opens in a new workspace tab.

  2. Click on Untitled and enter a title that clearly describes the content.

  3. Add your text in the body of the Note Editor. To insert static or AI-generated content blocks, see Adding a Content Block below.

  4. (Optional) Click the caret to the right of the Save button and select Manage Related Records to link the Note to additional records. You can link it to an Entity, Event, Task, Process, or Project.

  5. (Optional) Click the caret and select Change Category to assign or update the category for the Note.

  6. Click Save to save the Note.

Please note: Categories are created and managed by your Sentir Administrator. If no categories have been set up for your organization, the Change Category option will have no values to select.

Use a Template

After selecting Use a Template in the Create Note window:

  1. Click Continue.

  2. Your firm's templates are listed on the left-hand side of the window. Click a template name to preview its description on the right, then click Create to generate the Note.

  3. A success message at the top of the screen confirms that the Note is being generated.

  4. On the Documents tab of the relevant record, a progress indicator is displayed as the Note is being generated. If the generation fails, you can click Retry in the error message to attempt to reload the Note.

  5. When it's ready, you can click on the Note to view it in a new window or click the caret and select Edit to open it in the Note Editor.

  6. In the Note Editor, the Note displays the title of the template. If you want to change the default name or add to it, you can click on the title to edit it.

  7. Optionally, you can edit the template content in the body to reflect the specifics of your Note. You can also insert additional static or AI-generated content blocks. See Adding a Content Block below.

  8. (Optional) Click the caret to the right of the Save button and select Manage Related Records to link this Note to additional records. You can link it to an Entity, Event, Task, Process, or Project.

  9. (Optional) Click the caret and select Change Category to assign a category to this Note.

  10. Click Save to save the Note.

Adding a Content Block

While composing in the Note Editor, whether you started from scratch or from a template, you can insert static or AI-generated content blocks directly into a Note. Content blocks either contain pre-formatted text created by your firm's administrator or pull information from Sentir records to generate relevant context, such as a summary of recent activity or a table displaying a client's assets.

  1. In the Note Editor, start a new line by pressing <ENTER> or clicking into an empty line. An + Add Content Block prompt appears.

  2. Click + Add Content Block to open the Add Content Block window.

  3. In the Add Content Block window, browse or search the list of available content blocks. Click a content block's name to view its description and its content or the AI prompt that drives it.

  4. Click Add Content Block to insert it into the Note.

  5. A status message appears while the content is being generated.

    Please note: If an error message appears, click Retry to attempt to reload the content block.

  6. Repeat steps 1–4 to add additional content blocks as needed.

Please note: Content blocks are generated based on data available in Sentir at the time of creation. If client data changes, you may need to remove and re-add the content block to reflect the most current information.

Suggest Action Items

The Note Editor includes a Suggest Action Items button that analyzes your Note content and surfaces potential follow-up items. This helps you turn client conversations and meeting summaries into concrete next steps without manually reviewing the content.

You can generate suggestions multiple times as you build out a Note. The system analyzes new content while maintaining context from earlier sections, so suggestions stay relevant and avoid duplicates.

Generating Suggestions

To suggest action items in the Note Editor:

  1. Click the Suggest Action Items button in the Note Editor header to analyze your Note content.

  2. After suggestions are generated, a success message is displayed and the button updates to show X Action Items, where X is the number available. Click the Action Items button to review the suggestions.

  3. After you save changes to your Note, you can click Suggest Action Items again. The system focuses on new content you've added while maintaining context from earlier sections, generating new suggestions without duplicating earlier ones. Repeat as often as needed as your Note evolves.

Managing Suggestions

Clicking the Action Items button opens the Complete Follow-up window. In this window, you can:

  • View all suggestions generated for the current Note.
  • Accept individual suggestions and turn them into actionable items.
  • Decline suggestions that aren't relevant or needed.
  • Review the history of previously accepted and declined suggestions to avoid duplicates when analyzing new content.
  • Click Refresh at the top of the window to get updated suggestions.

Please note: The more detailed and substantive your Note content, the more relevant the suggestions will be. Brief Notes may generate few or very general suggestions.

Formatting Options

The Note Editor's formatting toolbar provides standard text editing options.

The text style dropdown lets you apply heading levels:

  • Paragraph: Standard body text
  • Heading 1: Large heading for major sections
  • Heading 2: Medium heading for subsections
  • Heading 3: Smaller heading for detailed sections

Additional toolbar controls include:

  • Undo/Redo: Reverses or restores your last action.
  • Bold, Italic, Underline, Strikethrough: Apply standard character formatting to selected text.
  • Blockquote: Formats text as a quotation with special indentation.
  • Text Color: Applies color to selected text.
  • Bullet List/Numbered List: Lists can be nested by pressing Tab to indent items; switch between formats using the toolbar buttons.
  • Add or Remove Link: Highlight text and use the link icon to create clickable links.
  • Insert Image: Opens the Insert Image window, where you can upload a new image from your computer or select one already in your organization.
  • Insert Table: Inserts a table at your cursor position.

When working within a table, additional options become available: adding or deleting rows and columns, merging and splitting cells, toggling header row formatting, and deleting the table.

Assigning Note Categories

Categories help you organize Notes. When you add a category to a note, you'll see a colored badge with the category name on the Note card, both on the Notes page and the Notes section of the Documents tab. Your System Administrator creates and manages the categories available in your organization. You can assign a category during Note creation (see the Change Category step in Start from Scratch and Use a Template). 

To update a category after a Note has already been created:

  • In the Notes section of the Documents tab, click the caret on a Note card, then select Change Category.

  • In the Note Editor, click the category badge to open the Change Category window and assign or change the category.

Please note: If no categories appear, it means your System Administrator has not yet set up Note categories for your organization.

Collaboration

Notes include tools for collaborating with colleagues directly within the content.

@-Mentions

To mention a colleague, type @ in the Note body and begin typing their name, then select their name from the suggestions that appear.

@Mentioned users receive notifications based on their notification settings.

Comments

You can add comments to specific sections of a Note without editing the main content. This allows teams to collaborate on client documentation while keeping the Note body clean.

  1. Select any text in the Note Editor and click Comment in the pop-up that appears.

  2. In the Comments panel on the right, enter your comment and click Comment.

The commented section is highlighted and visible to anyone with access to the Note. Comments support @-mentions and threaded replies, and include timestamps and author information.

Sharing and Access

Notes follow entity-based access rules. Anyone with access to an Entity record can view the Notes associated with it. Event-related Notes are accessible to users with access to both the event and its related entity.

For Notes you didn't create, your administrator can configure your access level:

  • View Only: You can read the Note but cannot edit or comment on it.
  • Comment: You can read and add comments, but cannot edit the content.
  • Edit: You can read, comment on, and edit Notes created by others.

Please note: You always have full editing and commenting access to Notes you create, regardless of your organization's permission settings.

Pinning Notes

You can pin important Notes to keep them at the top of Notes lists on related records, making critical information easier to find as new Notes are created.

The Pin action is available in the caret dropdown on Note cards and in the Note Editor, and from a pin icon when viewing a Note on the Notes page. After pinning, the action changes to Unpin, letting you remove the pin when needed.PinIcon.png

When you pin a Note:

  • It appears at the top of the Notes list on the relevant record and on the Notes page.
  • A pin icon is displayed on the Note's card.
  • When multiple Notes are pinned, the most recently pinned appears first.

Saving a Dispatch as a Note

When reviewing AI-generated Dispatches on a Client record, you can save a Dispatch directly as a Note. This preserves the agent's analysis — including its citations and structure — as a permanent firm record on the client.

To save a Dispatch as a Note:

  1. Open a Client record and navigate to the Dispatches component.
  2. Locate the Dispatch you want to save.

  3. Click the caret and select Save as Note.

The Note is saved to the Documents tab on the Client record with the Dispatch content, citations, and structure intact. To learn more about Dispatches, see our article on Working with Dispatches in Sentir. 

Meeting Prep Notes

The system automatically drafts a prep Note ahead of every upcoming client meeting. When a meeting comes into scope, the system generates a Note from your firm's preferred prep template — so by the time you open the Meeting Prep workspace, the work is already started.

The prep Note appears in the Meeting Prep workspace alongside a client-scoped Chat session and the client's Dispatches. The Note is fully editable and auto-saves as you type, so you can refine it in the days leading up to the meeting and return to it at any point.

To learn more, see our article on Using the Meeting Prep Workspace in Sentir.

Please note: The prep Note captures your preparation before the meeting. It is distinct from a meeting Note, which captures the conversation itself and is created during or after the meeting in the usual way.

Managing Notes

After creating a Note, you can edit or delete it at any time.

Editing Notes: Open the Note from the Notes app page or from a record's Documents tab, make your changes, and click Save.

Deleting Notes: Notes can be deleted by the owner. Deleting a Note removes it from all records where it was attached.

Finding Notes: Access all Notes you can view from the Notes page via the Navigation Menu. Use the search capabilities to quickly locate specific Notes across all your records.

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