Learn how notes function in MRI Vault, how they influence the fields shown when creating them, and the available notes for contacts, properties, and sales, as well as how they affect reporting and visibility.

This article covers:

• About notes
• Contact notes
• Property notes
• Sale notes

About notes

We offer different note purposes depending on the type of note you have created. These purposes decide which fields appear when adding the note and where the note is displayed once it is added.

There are three sections where you can add a note, including the contact, property, or sale. Below is a breakdown of each section and the different note purposes available.

Learn how to add, customise, and reassign note types to improve your record-keeping and client communication.

Contact notes

Contact notes allow you to capture details about a person or organisation.

• None - Use this for general information about the contact. You can add details, set reminders, and control Note visibility
  
• Property Feedback - Use this to link feedback to a property and include it in the Owner Feedback Report. When selected, you can add:
  • Feedback - You can add the client's feedback in relation to the property
  • Property - This will be the property you would like to link this note to the Owner Feedback Report
  • On - The date that you would like the note to appear in the Owner Feedback Report
  • Price Opinion - This will populate against the contact and the Price Option Graph in the Owner Feedback Report
  • Contract Requested - Tick this box if the contact has requested a contract. Once ticked, you can set the date the contract was sent. This will then populate against the contact in the Owner Feedback Report
  • Interest - This is the interest level of the property (Cold, warm, or hot). Once selected, this will then populate against the contact and the Interest Level graph in the Owner Feedback Report
  • Source - This is how the contact heard about the property and will populate it into the Source of Enquiry graph in the Owner Feedback Report. You have the option to add further Sources by going to Settings > Setup Source of Enquiry
  • Add Buy/Lease Requirement - This will automatically apply a Buy/Lease Requirement against the contact based on the property that has been selected
  • Remind - If relevant, you can set a reminder to populate into the To Do List
  • Visibility - Set who has visibility for this specific contact note

• Buyer/Tenant Requirement - Use this to record the contact’s buy or lease requirements. The note appears in the Requirements tab under Requirement Notes.

• Prospecting (Telemarketing) - Use this to track prospecting calls for the Telemarketing Notes report. You can include:
  • Property - This will be the property to which you would like to link this note in the Owner Feedback Report, based on your conversation with the client. If your discussion is not about a property, you may leave this section blank
  • Status - Select the desired status of the call based on your contact experience with the client
  • Action - Select the desired Action(s) based on your conversation with the client
  • Remind - If relevant, you can set a reminder to populate into the To Do List
  • Visibility - Set who has visibility for this specific contact note

Property notes

Property notes capture details about a specific property.

• None - Use this for general property notes. You can also tick the Copy Note to Vendors box, which adds the note to vendor contact cards.

• Owner Feedback - Use this to provide property-specific feedback for the Owner Feedback Report. The note appears under the property’s Owner Feedback Report.

Sale notes

Sale notes record details about a property sale.

To add a sale note:

1. Go to: A property profile
2. Click Financials > Sale Notes tab
3. Click Add New Note