Maintain Notes

To add comments to opportunities, portfolios, and applications for other admins:

  1. Go to any opportunity, portfolio, or application record.

  2. At the top right, select Notes.

  3. View, add, edit, or remove notes. Notes are only visible to scoped admins. For more info, see Scopes.

Bulk Import New Notes to Portfolios, Opportunities or Applications

You may want to add new notes to opportunities , portfolio, or application via an import, mass upload or mass update, rather than adding notes individually. While the import, mass update, or mass upload is unavailable to you, Blackbaud Support can help you once you have the import file ready.

The import file must conform to these requirements:

  • Formatted as a CSV UTF-8.

  • File name should not include symbols or special characters.

  • Required column headers:

    • opportunity_id, portfolio_id, or application_id as appropriate

    • notes

    • user_id (select Site, Users, All users. The user_id is the number in the ID column)

If you have a spreadsheet with your new notes:

  1. Verify the spreadsheet conforms to the requirements mentioned above.

  2. Verify your notes are complete and ready to import.

  3. Contact Blackbaud Support with the file for import.

If you do not have a spreadsheet with your new notes:

  1. Obtain a report with the necessary IDs:

    • For portfolios, select Site, Files, System Reports to request the Portfolios Funds report.

    • For opportunities, select Opportunity, Portfolios, Opportunities. Filter the grid as desired, save the view, and download. You may also use a saved grid view that already exists, and download.

    • For applications, in the General Application or opportunity, select the Applications tab and download the grid of applications.

    You can request a report of existing notes to update them or prevent duplication. Select Site, Files, System Reports. Under the Notes section, request the appropriate report.

    Note: Only system admins can access system reports.

  2. Locate the report. Once the report is complete it is available on Site, Files, Files or downloaded depending on the report.

  3. Identify the portfolios, opportunities, or applications you would like to add to the notes.

  4. Delete any rows that you do not want updated.

  5. Delete any columns, except the ID column. Rename the column to match the type of notes: portfolio_id, opportunity_id, or application_id.

  6. Add a new column with the header, notes, after the ID column.

  7. Add your new notes to the corresponding portfolios, opportunities, or applications.

  8. Ad a new column with the header, user_id, add the add the user ID of the administrator adding the notes.

  9. Contact Blackbaud Support with the file for import.

The new notes are added as additional notes without overwriting or deleting existing notes.