Notes & note history

Notes are the free-text record you keep on a deal, contact, company, or meeting — site-walk findings, call takeaways, the reason a bid moved. They show up on the record's Notes tab and in its Activity timeline, and the AI assistant can read and edit them with your approval.

Writing and editing notes

• Add a note from the Notes tab of a deal, contact, or company, or from inside a meeting.
• Edit from the note's menu (⋮ → Edit Note) or the pencil icon on a meeting note. Cmd/Ctrl+Enter saves.
• Pin important notes to the top; delete a note and it moves to Trash for 180 days rather than disappearing.

Every edit keeps the previous version

When you save an edit, the text you replaced isn't thrown away — it's kept as an earlier version of the note for 180 days. That means an accidental overwrite, a bad paste, or an edit you regret is always recoverable, by you, without asking anyone.

Who can see a note's history: the note's author and your organization's Owners and Admins — the same people who can edit it. Teammates who can read the note but not edit it don't see its earlier versions.

Versions older than 180 days age out automatically.

Viewing and restoring an earlier version

Open the note's menu and choose History. You'll see a timeline of earlier versions — when each one was replaced, by whom, and how long it was. Click a version to read it alongside the current note's length.

Restore this version makes that text the note's current text. The text it replaces is saved as a new version in turn (marked Restore in the timeline), so restoring is fully reversible — nothing is ever lost by restoring.

Big changes ask first

If an edit would clear a note or shrink it to less than half its length, Aggrandize asks you to confirm before saving and tells you the exact change. It's one extra click — never a block — and the old version stays in history either way.

When two people edit the same note

If someone else (or the AI assistant) changed a note while you had it open for editing, your save is refused with a clear message instead of silently overwriting their work. Copy your text, refresh the page, and re-apply your change on top of theirs. Their version is safe in the note's history too.

Removing sensitive content for good

Because edits are kept, editing a password, account number, or other sensitive detail out of a note does not remove it — the earlier version still contains it. To truly remove something:

1. Edit the note to take the sensitive text out of the current version.
2. Open History, select the version that still contains it, and choose Expunge. This is available to Owners and Admins only.

Expunging destroys that version's text permanently — it can't be restored by anyone. The timeline keeps a marker showing that a version was removed, when, and by whom, but not what it said. If the sensitive text lived through several saves, expunge each version that contains it.

If your organization is under a legal hold

Some organizations are placed under a legal hold — for example, during litigation — which requires content to be preserved. While a hold is active, expunging a version hides it from everyone in your organization immediately but preserves it for compliance; it's permanently removed automatically when the hold ends. Aggrandize tells you this at the moment you expunge, and administrative actions like this one are part of the preserved record.

The AI assistant and notes

The assistant's note edits go through the same history as yours. It re-reads a note before changing it, its approval card tells you when an edit would remove most of a note's text, and anything it replaces is restorable from History exactly like a manual edit.

It can also work with history directly. Ask things like "what did this note say before?", "compare the current note with last week's version," or "restore the earlier version" — it lists the versions, reads the one you want, and restores it after you approve. The approval card always says that today's text is kept as a new version, so an assistant restore is as reversible as one you do yourself. It sees history under the same rule as you do (the note's author and Owners/Admins only).

One thing the assistant will not do: expunge. If you ask it to remove sensitive content, it edits the text out of the current note and then tells you an Owner/Admin must expunge the earlier version from History — it won't claim the content is gone when it isn't.