Notes
Notes in Salesforce is the standard feature for capturing short, free-form text against any record, with rich formatting, images, and a per-record related list.
Definition
Notes in Salesforce is the standard feature for capturing short, free-form text against any record, with rich formatting, images, and a per-record related list. The modern version is called Enhanced Notes and stores each note as a ContentNote record under the Files system, replacing the legacy Note object (now called Classic Notes) that stored notes as plain-text records on the Note sObject.
Enhanced Notes supports formatted text (bold, italic, lists, links), inline images, version history, and sharing to other users or records. Users create notes from the Notes related list on a record, from the Global Actions menu, or from the Salesforce mobile app. The feature is enabled by default in new orgs but must be explicitly turned on in older orgs that started before Spring 16.
How Notes works in modern Salesforce versus the legacy Note object
Enhanced Notes versus Classic Notes
Two separate features ship under the Notes label. Classic Notes (the legacy Note sObject) is plain text only, limited to 32,000 characters, and stores attachments on the Notes & Attachments related list. Enhanced Notes uses ContentNote and the Files infrastructure, supports rich text and images, and surfaces on the modern Notes related list. New orgs default to Enhanced Notes; orgs created before 2016 must enable it through Setup > Notes Settings. Most enterprise orgs run both side by side until the legacy data is migrated.
Object model and storage
Enhanced Notes lives in three objects: ContentNote (the note itself, body stored as encrypted text), ContentDocument (the file wrapper used by the Files engine), and ContentDocumentLink (the join to one or more records). One note can attach to multiple records by inserting additional ContentDocumentLink rows, which is why Enhanced Notes are sometimes called multi-related notes. Classic Notes use the simpler Note sObject with a polymorphic ParentId tying it to exactly one parent record.
How sharing works
Enhanced Notes inherit sharing from the parent record by default. Add a note to an Opportunity and anyone with read access to the Opportunity can see the note. Use the Share button to grant explicit access to other users or libraries beyond what the parent grants. Classic Notes have a much simpler model: visible to anyone who can see the parent record, period, with no separate sharing controls.
Mobile and offline access
The Salesforce mobile app supports Enhanced Notes natively, including offline draft creation. Service field technicians and sales reps in the field rely on this for capturing on-site observations that sync when the device next connects. Classic Notes do not support offline creation in the modern Salesforce mobile app; they appear read-only.
Search, indexing, and reportability
Enhanced Note bodies are indexed for global search; a customer name typed into a note shows up in search results across the org. Reportability is more limited: the Notes report type exists but the body field is not directly queryable in the report builder because of size and security constraints. To analyze note content in bulk, use SOQL via API or pipe ContentNote into CRM Analytics, where the text column can be tokenized and searched.
Migration from Classic to Enhanced
Salesforce ships a Note Migration Tool (downloadable from the AppExchange or the Setup quick find) that converts existing Classic Notes into ContentNote records. The tool batches the conversion, preserves the original creation date, and links to the same parent records. Run it in a sandbox first; the migration cannot be undone, and the legacy Notes are deleted after conversion if you select that option.
How to enable and use Enhanced Notes in Salesforce
Enhanced Notes is on by default in any org created after Spring 16. Older orgs must enable the feature and add the Notes related list to page layouts before users can create notes the modern way.
- Enable the Notes feature
Setup > Notes > Notes Settings. Check Enable Notes. The setting applies to the whole org; once on, it cannot be cleanly disabled without a Salesforce support ticket.
- Add Notes related list to page layouts
Each object's page layout needs the Notes related list (and ideally hides the older Notes & Attachments list to prevent confusion). Add Notes to Account, Contact, Opportunity, Lead, Case, and any custom object layout users work with daily.
- Add the New Note quick action
Add the New Note global action to the publisher on relevant page layouts and to the global publisher. The action lets users create a note directly without scrolling to the related list.
- Set sharing defaults
Verify that the parent object's sharing model gives notes the visibility you want. For sensitive customer data, consider running a Sharing Settings audit on each parent object before enabling notes.
- Train users on the difference
Users get confused when they see both Notes and Notes & Attachments related lists. Pick one (Notes is the modern choice) and remove the other from page layouts so the path forward is unambiguous.
Default modern feature. Rich text, images, multi-record sharing, indexed for search. Use for all new note-taking.
Legacy plain-text feature. Still present in older orgs for historical data. Read-only in modern UI.
Notes attached as Activity records appear on the activity timeline. Used by sales reps for call summaries.
For structured, reusable text, use Lightning Knowledge instead of Notes. Knowledge supports approval workflow and translation.
- Enhanced Notes and Classic Notes live on different related lists with different names. Both are called Notes in casual conversation; trainers must clarify which one users should use.
- Notes do not appear in standard Activity reports. To analyze adoption, query ContentNote via SOQL or CRM Analytics; the Reports & Dashboards builder gives partial coverage only.
- ContentDocumentLink visibility can leak notes beyond the parent record audience if a note is shared to multiple records and one of those records has broader sharing. Audit cross-record links during sensitive data implementations.
- Field Service technicians sometimes fall back to Description fields instead of Notes because Description is editable on mobile while older Notes versions had issues. Confirm the current mobile experience works for them before standardizing.
Trust & references
Cross-checked against the following references.
- Notes OverviewSalesforce Help
- Set Up NotesSalesforce Help
Straight from the source - Salesforce's reference material on Notes.
- Salesforce FilesSalesforce Help
- ContentNote SObject ReferenceSalesforce Developers
About the Author
Dipojjal Chakrabarti is a B2C Solution Architect with 29 Salesforce certifications and over 13 years in the Salesforce ecosystem. He runs salesforcedictionary.com to help admins, developers, architects, and cert/interview candidates sharpen their fundamentals. More about Dipojjal.
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