Using Notes, Tags and Files

Mention and open another contact in a note

Start in: New or edited note text

1. Type @ followed by at least one character of the contact's name.
2. Choose the contact from the suggestions. Use Up and Down to move through suggestions and Enter to select one; Escape closes the suggestions.
3. Save the note using Add Note or Save.
4. Select the saved contact mention to open that contact's workspace.

Result: The note contains a contact link rather than an ordinary text name.

• A bare @ does not show suggestions: at least one search character is required.
• A mention whose contact no longer exists cannot open that contact.

Apply or remove an existing contact tag

Start in: Contact → Manage Contact Tags → SELECT TAGS

1. Open Manage Contact Tags beside Contact Tags.
2. In SELECT TAGS, search for an existing tag if needed.
3. Select a tag to apply it, or select an applied tag to remove its assignment from this contact.
4. Close the tag manager when finished.

Result: Tag assignments are saved immediately as selections change.

• Removing a tag assignment from one contact does not delete the tag from the shared catalogue.
• There is no final Save Contact step for these tag-manager selections.

Create or edit a contact or file tag

Start in: Manage Contact Tags or Manage File Tags

1. Use CREATE NEW TAG, enter Tag Name and choose Select Color and Select Style.
2. Review the SAMPLE preview, then select Create Tag.
3. Return to SELECT TAGS to apply the tag where needed.
4. To edit an existing tag, use its Edit tag control, change its name, colour or style and save that tag's edit.

Result: The tag is available in the appropriate shared contact-tag or file-tag catalogue.

• Names cannot be blank or duplicate another tag name within that catalogue.
• Editing a shared tag can affect every contact or file using it. Contact tags and file tags have separate catalogues.

Copy or link a file to a contact

Start in: Contact → Files → Add File

1. Select Add File and choose the local file using the file picker.
2. Review File Title, which initially comes from the chosen filename, and add Description / Notes if useful.
3. Choose Copy into Contact Files folder to keep a managed copy, or Link to existing file location to use the current file without copying it.
4. Add relevant File Tags. For a copy, optionally select Use file title in copied file name.
5. Select Add File and wait for copying to finish if applicable.

Result: A contact file record refers to the managed copy or the existing external location.

• A file title and a selected file are required for a new entry.
• Linked files remain dependent on their original location. Moving or deleting them can make the link missing.
• Managed Contact Files are included in Harpiyo backup ZIPs; linked or custom-location files outside the managed folder are not.
• No fixed file-type or byte-size limit is configured. Windows access permissions and available storage still apply.

Open a contact file or edit its details

Start in: Contact → Files → file card

1. Use the file's open action to open it in its default Windows application.
2. Use Show in Folder or Open Folder to locate it, or Copy file location to copy its path.
3. Use Edit Details to change File Title, Description / Notes or File Tags.
4. Select Save File, or Cancel to leave the previous details.

Result: File metadata is updated independently of the contact's main edit form.

• Editing details does not provide the add-only storage-mode or filename-copy settings.
• Open Contact Files Folder opens the contact's managed folder when it exists.

Reconnect a missing file

Start in: Contact → Files → File missing card

1. Read the File missing message and check whether the file was moved, renamed or removed.
2. Choose Copy New File to select a replacement and copy it into the contact's files folder, or Link New File to select a replacement at its current location.
3. Wait for the operation to finish, then open the file to check it.
4. Use Refresh file status when you have restored a file at its existing saved location.

Result: The existing file record points to the available replacement, or its status refreshes after recovery.

• If you no longer need the entry, remove it deliberately using the file-removal workflow instead of changing unrelated records.

Remove a file reference or delete the physical file

Start in: File card → Delete → Remove File

1. Choose Delete on the intended file card and inspect the displayed Full file path.
2. Choose Remove from CRM to remove only the reference while leaving the physical file, or Delete file and remove from CRM to permanently delete the file and its reference.
3. Select Confirm only after checking the chosen mode; otherwise select Cancel.

Result: The selected reference-only or physical-delete operation is applied.

• Remove from CRM is the initial selection.
• The physical-delete option can affect linked files outside the managed folder too. It is not equivalent to merely detaching the file.
• If the physical file is already missing, the remaining document record can still be removed.

Remove notes and tags carefully

Delete note permanently removes a note. There is no Undo or note change history. Cancel only discards an unsaved edit; it does not recover a deleted note.

An earlier backup can recover note data it contains, but restoring replaces the whole CRM database and managed files.

Removing a tag assignment affects only that record. Contact and file tags use separate shared catalogues. Deleting a tag definition removes its assignments across the corresponding catalogue; read the usage count and confirmation first.

Find tag names with Basic Search or use the Contact Tags and File Tags filters in Advanced Search.

• Read the backup replacement guidance before restoring notes