How Context-Based Notes Work
Notes in Work Desk are context-aware — they can be attached to a specific workflow or task, not just the client. This makes it easy to find the right note later and understand exactly what situation it relates to.
Accessing Notes
Click the Notes tab in the main workspace to see all notes for the selected client, most recent first. Each note shows who created it, when it was last updated, and — if it's attached to a workflow or task — a chip indicating that context.
Creating a Note
Click + New Note in the Notes tab
Add a title and write your note in the rich-text editor
Work Desk auto-saves your note as a draft every few seconds — you won't lose your work
When you're ready to save the note permanently, click Publish. To discard a draft, click Discard.
Publish vs. Draft — What Syncs to Your CRM
When you save a note, it's important to understand the difference between Publish and Draft:
Action | Where it's saved | Syncs to CRM? |
Publish | Hubly + your CRM | ✅ Yes — immediately synced to Redtail or Wealthbox |
Close and Save (Draft) | Hubly only | ❌ No — stays internal to your team |
Draft notes are still visible to everyone on your team inside Hubly — they just haven't been sent to your CRM yet.
If a note needs to be part of your official client record, make sure to click Publish. A note left as a draft will not appear in Redtail or Wealthbox.
You can publish a draft at any time — open the note, click Edit, then Publish.
Only published notes can be pinned (see "Pinning a Note" below).
💡 Tip: If you're jotting down a quick internal thought that doesn't need to go in the client's CRM record, save it as a draft. If it documents something compliance-relevant — a conversation, a decision, a promise made to a client — publish it.
Attaching a Note to a Workflow or Task
To attach a note to the workflow or task you're currently working on, use the Actions button while on the Workflow tab. Select Add Note — the Notes tab opens with the workflow and task already pre-filled as context on the new note.
Pinning a Note
To keep an important note visible at the top of the client's workspace, open the three-dot menu on any note and select Pin. Pinned notes appear in the client banner so they're always in view. To unpin, use the same menu.
Editing a Note
Open the three-dot menu on any published note and select Edit to reopen it in the editor. Edits are auto-saved as a draft until you publish again.