Work a record
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A record is one entry in Mesy, such as one customer, one company or one deal. On a record you add notes and tasks, read its emails and chats, see its meetings and attach files.
Open a record and find its tabs
Section titled “Open a record and find its tabs”Click a record in any list, such as your Contacts list (or whatever your business calls it). A panel opens beside the list, on the Details tab. This is the record panel.
Wholesale fruit and vegetables
Related
No tasks linked.
Some buttons show only an icon. Point at one to see its name, such as Open full page.
Every record panel has the tabs Details, Timeline, Tasks, Meetings and Files. Some tabs appear only when there’s something to show:
- Emails, when the record has an email address, a linked email, or an email from your mailbox that Mesy suggests for it.
- Conversations, when a WhatsApp, Messenger or Instagram chat you can open is linked, or Mesy found a WhatsApp chat from this record’s phone number.
- Household, on a household record. See Group people into a household.
- Marketing, on a campaign, when your business has the Marketing add-on (an extra part of Mesy your business can turn on). See Send a campaign email.
The Details tab starts with the record’s fields. A field is one piece of information, such as a phone number. On a deal, you may also see a Next step row above the fields and a Products section below them.
Below the fields, Related lists the records this one is linked to. See Link records to each other. Then come the latest Notes and Tasks. If the record has images, Attachments shows small previews of them.
Click the Notes heading to see more notes on the Timeline tab. Click Tasks to open the Tasks tab, or Attachments to open the Files tab.
To change a field, see Add and edit records.
Add a note
Section titled “Add a note”- Open the Timeline tab, or stay on Details in the record panel.
- Type your note in the Add a note… box.
- Click Add. The note appears with your name and the time.
To add a title or link the note to more records, click Open in editor. The note opens on the Notes page.
A note you add here starts as Shared with team. To make it private, edit it or delete it, see Keep notes and choose who sees them.
To change a note right here, click Edit note (the pencil). To delete it, click Delete note (the bin). The bin deletes the note straight away, without asking. It disappears from every record it’s on.
See a record’s history
Section titled “See a record’s history”The Timeline tab lists the record’s notes and its history together, newest first. The history includes:
- when the record was created, and stage changes (a deal moving to another stage)
- emails and chats linked to the record
- meetings linked to the record, placed at their start time
- files uploaded to the record
- tasks completed (a task linked to several records shows on the first one only)
- field changes made by Mesy AI (the AI you chat with in Mesy)
- campaign emails sent to this person
Entries made by Mesy AI have an AI label.
When a chat is linked, one entry appears with the date of the chat’s last message. Mesy adds another entry on each day the customer writes again.
The Timeline shows up to 50 notes and up to 20 history entries. Each new note also takes up one of those 20 places. So a record with many recent notes shows fewer history entries.
Add a task
Section titled “Add a task”- Open the Tasks tab.
- Type the task in the Quick add task… box.
- Press Enter, or click Add task (the plus). The task appears in the list, linked to this record.
Tick a task’s box to complete it. Click a task to open its details. To set due dates, priorities and who does it, see Create and track tasks.
Read the record’s emails
Section titled “Read the record’s emails”The Emails tab shows each linked email in full, so you can read it without leaving the record. Each one shows the sender, subject, date, To and Cc, and the message.
A small label under the subject says how the email was linked: Linked manually, Auto-linked or Linked by AI. An email you linked by accepting a suggestion shows ai suggested.
The tab shows the latest 20 linked emails from Gmail and the latest 20 from Outlook.
Click Open in Inbox to open the email in your Inbox, where you can reply.
Remove an email from a record
Section titled “Remove an email from a record”- On the email, click Unlink from this record.
- Click Unlink to confirm. The email leaves this record’s Emails tab and Timeline. It stays in your mailbox.
Answer an email suggestion
Section titled “Answer an email suggestion”Mesy AI may think one of your emails belongs to this record. It then shows the email on the Emails tab under Suggested by AI, with its reason. You see suggestions from your own mailbox only.
- Click Accept to link the email to this record.
- Click Dismiss to leave it off this record.
Your admin decides whether Mesy suggests links. See Add an email to the CRM.
See the record’s chats
Section titled “See the record’s chats”The Conversations tab lists the WhatsApp, Messenger and Instagram chats linked to this record. A chat on a WhatsApp line assigned to one teammate shows here only for that teammate. Everyone who can see the record still sees its Timeline entry.
Each row shows who you talked to, the app’s logo, the last message and its date. Unread chats are highlighted. Messenger and Instagram chats appear only when your business has the Social channels add-on.
Click Open in Inbox to open the chat in the Inbox, on its WhatsApp, Messenger or Instagram tab. You link chats, remove links and reply in the Inbox. See WhatsApp messages.
When a WhatsApp chat’s phone number matches this record, the chat shows under Suggested, with the number. Click Accept to link it, or Dismiss to leave it off this record. You see only the matches Mesy suggested to you.
See the record’s meetings
Section titled “See the record’s meetings”The Meetings tab lists calendar events linked to this record under Upcoming and Past, with the date, time and place.
Each meeting is labelled auto or manual. auto means Mesy linked it because an attendee’s email address is on this record. manual means someone linked it.
Click a meeting to open it on the Calendar page. To link a meeting yourself, see Connect a calendar and manage events.
Attach files
Section titled “Attach files”Each file can be up to 25 MB.
- Open the Files tab.
- Drop files onto the box that reads Drop files here or click to upload, or click the box to choose files. The files appear in the list, with their size, who uploaded them and when.
Point at a file to see Download and Unlink from record. Unlinking takes the file off this record straight away, without asking. It doesn’t delete the file. If this was the file’s only record, everyone on your team can then see it. See Upload, link and share files.
Open the full record page
Section titled “Open the full record page”For more room, click Open full page in the record panel. The record opens as a full page.
The full page has the same tabs, except Meetings, which is only in the record panel. Its linked records have their own section. See Link records to each other.
On a phone, the panel already fills the screen, so Open full page doesn’t appear.
If something doesn’t work
Section titled “If something doesn’t work”- Accept on a chat suggestion is greyed out: the card says “You cannot edit this record.” Ask the record’s owner or your admin.
- Saving a note fails with “This note changed while you were editing. Reopen it before saving.” Copy your text, click Cancel and reload the page in your browser. Then click Edit note and make your change again.
- A file doesn’t appear after you drop it: check its size. Mesy skips a file over 25 MB and shows no message. Make it smaller, then drop it again. If you dropped several files, drop again the ones that didn’t appear.