Notes and the Interaction Log
Notes are how you record what happens in your PR work — meetings, phone calls, research, observations, and anything else worth remembering. Combined with emails and coverage, notes form the interaction log: a unified timeline of everything you've done with a contact, outlet, or opportunity.
Creating Notes
Basic notes
"Log a note: had a call with Sarah Chen today. She's interested in the AI angle for our story and wants to see data on user growth."
"Add a note about the Forbes opportunity: editor wants us to resubmit with a stronger consumer angle."
Note types
Specify the type to categorize your notes:
| Type | Use for |
|---|---|
general | Default. General observations, updates, context. |
meeting | Meeting recaps, both in-person and virtual. |
phone_call | Phone call summaries. |
event | Event attendance, conference notes, speaking engagement recaps. |
research | Background research on a contact, outlet, or topic. |
other | Anything that doesn't fit the above. |
"Log a meeting note: met Sarah Chen at the TechCrunch event. She covers enterprise AI and is interested in our Series B story."
"Add a research note about Forbes: their tech section is edited by Mike Johnson, publishes features on Tuesdays and Thursdays."
Backdating notes
Sometimes you need to log something that happened in the past. Use occurred_at to set the correct date:
"Log a note: we had a call with Sarah Chen on March 15. She confirmed she'll write the story."
Your agent will set occurred_at to March 15 so the note appears in the correct position on the timeline. This is especially important during email processing and historical backfill.
Linking Notes to Entities
Every note must be linked to at least one entity. Notes can link to any combination of:
- Contacts — the people involved
- Outlets — the media organizations involved
- Opportunities — the specific PR initiative
- Channels — the specific channel (if relevant)
"Log a note about our call with Sarah Chen regarding the TechCrunch opportunity: she wants to schedule a follow-up interview next week."
This note would be linked to Sarah Chen (contact), TechCrunch (outlet), and the TechCrunch opportunity.
Adding links to existing notes
"Link that last note to the Q2 Launch campaign opportunity as well"
Removing links
"Remove the Forbes outlet link from that note — it was actually about TechCrunch"
The Interaction Log
The interaction log is a unified timeline that pulls together notes, emails, and coverage for any entity. It answers the question: "What have we done with X?"
View the log for a contact
"Show me the interaction log for Sarah Chen"
This returns a chronological list of every note, email, and piece of coverage linked to Sarah.
View the log for an outlet
"What's our history with TechCrunch?"
"Show me the interaction log for Forbes from the last 6 months"
View the log for an opportunity
"Show me everything that's happened on the TechCrunch opportunity"
Filtering by date
"Show me interactions with Sarah Chen from January to March"
"What happened with the Forbes opportunity last week?"
Example Workflow
Here's how notes and the interaction log fit into a typical day:
Morning check-in:
"What interactions have we had this week?"
After a call:
"Log a phone call note: talked with Mike Johnson at Forbes. He's interested in our AI report but wants us to wait until after their quarterly tech issue publishes next month. Set next action on the Forbes opportunity to 'Re-pitch after May 1' due May 2."
After a meeting:
"Log a meeting note: met the editorial team at The Verge at the tech conference. Key contact is Lisa Park, senior editor. She covers enterprise software. Add Lisa Park as a new contact at The Verge."
Research:
"Add a research note about The Information: subscriber-only publication, tier 2, covers enterprise tech. Key reporter for our space is Tom Walsh."
End of day review:
"Show me all notes created today"
Tips
- Log notes soon after interactions. Details fade quickly. Even a brief note is better than nothing.
- Link to everything relevant. A note about a call with Sarah regarding the TechCrunch opportunity should be linked to both the contact and the opportunity.
- Use the right type. Meeting notes, call logs, and research are easier to filter when properly categorized.
- Set occurred_at for past events. If you're logging something from yesterday or last week, make sure the date is correct.
- Check the interaction log before pitching. Ask for a contact's or outlet's full history before reaching out to avoid repeating yourself or missing context.