Historical Call/Visit Notes can be viewed on both the web and mobile applications. All historical notes can be viewed on the web, but the mobile application will only show a set amount of historical data. This article discusses how that limitation is set, as well has how far back historical notes can be viewed on the mobile application.
Mobile Sync Window for Events
The first part of understanding how much historical data can be viewed on a mobile device comes from understanding a setting that can be modified by PlayMaker Spark administrators on the web. Under Settings -> System Setup, there is a section for setting the mobile sync date range (or "window"). This section is called Mobile Sync Window for Events (shown below).
The Time in Past and Time in Future dropdown menus allow administrators to set the window for events to sync to the mobile app. Keep in mind that increasing the size of this window will increase the amount of data that needs to sync, resulting in extended sync times. The minimum range is 1 week in each menu and the maximum is 26 weeks. The defaults are 8 weeks in the past, and 6 weeks in the future, as shown above.
Historical Notes Available on Mobile
There are two places where historical events can be viewed on the mobile application. The first is in the details of an account or contact that has related events. The second is in the details of any event that is part of an event series.
Historical Notes in Accounts or Contacts
Historical Call/Visit Notes will show for when the following criteria are met:
- Completed events are not in the future
- User is listed as the owner of the account or contact
- Completed event notes were created by an active user
This will show all event notes for all users if the permission to display all call/visit notes has been enabled and as long as the user is assigned as the owner of the record as well. Note that only notes associated to the account will appear. In the event that the account is a parent account, only notes associated to the parent account will appear.
Historical Notes in Events That are Part of a Recurring Series
For events that are part of a recurring series, all historical notes from within the syncing window will display at the bottom of the event details screen in the Previous Call Notes section. Note: This section only appears in events that are part of a series.
Tap on an event from the calendar (or tap on Scheduled Events from the Account or Contact details, then tap on an event) to view the event details. The below example is from a weekly recurring event where the sync window is set to 8 weeks into the past (7 in the past + current week):
Note: Trying to look at older notes by loading an older event will show the same cut off as the most recent note. Using the above weekly example, viewing an event from three weeks ago will not load seven weeks of notes since the additional weeks fall outside of the sync window (shown below).