How to View and Add Notes for an Insured

How to View and Add Notes for an Insured
In Momentum AMS, notes are used to document important conversations, service actions, internal decisions, and follow-up details — all directly linked to an insured or prospect record. These notes live inside the Activity History tab and can be filtered or linked to policies, claims, tasks, and more.

This article explains how to view existing notes, add a new note, and use all available note fields to enhance team communication and documentation.

Where to View Notes

Open the insured or prospect’s profile
Click on the Activity History tab at the top
Inside Activity History, click the “Notes” filter tab (you'll also see options like Certificates, Emails, SMS, etc.)
You’ll now see all manually created and system-generated notes, sorted from newest to oldest

Tip: You can filter by Note Type, Date, Linked Item, Origin, or Subject to locate specific entries faster.

➕ How to Add a New Note

From the Activity History > Notes view, click “Add Note” in the upper-right corner
Fill out the note form using the available fields:

Field	Purpose
Subject	(Optional) Short title or summary of the note
Template	Apply a pre-written note format (if set up by your agency)
Type (Required)	Select the category of the note (e.g., Renewal, Claim, Service, Cancellation)
Disposition	Define the status or outcome (e.g., Completed, Escalated, No Response)
Policy	Link the note to a specific policy, if applicable
Task	Associate the note with a related task
Claim	Link to an existing claim on the account
Send as SMS	Sends the content as a text message to the insured’s mobile number
Is Sticky Note	Pins the note at the top of all notes for visibility
Reminder	Schedule a future alert tied to this note

Enter the full Note Content in the body
Click Save to log the note in the system

Using the Filter Panel

At the top of the Notes tab, click the Filter icon to open advanced filtering. Options include:

Create Date (from–to): Narrow down by date range.
Subject: Search by keywords in the subject line.
Origin: Choose where the note came from. This is especially useful:
- Manual – Notes added by staff.
- Downloads / Carrier Services – Imported notes from downloads.
- Data Import / Manual Push / Web Services – Notes created through bulk imports or integrations.
- EDocs, Tasks, SMS, Automate, Momentum, Outlook Add-In, etc. – Select one or multiple to include or exclude system-generated notes.

Tip: Unchecking system sources (like Downloads or Data Import) will show only your agency’s manually created notes. Keeping them checked gives a complete picture of all activity.

Type / Disposition: Further refine by note category or status.
Policy: Show only notes tied to a specific policy.
Added By: See notes entered by a specific team member.

After setting filters, click Search to apply or Reset to clear.

Notes Can Also Be Viewed From:

The bottom of the insured’s Details page (scroll to view quick history)
Individual Policy records, if the note is linked to a policy
Tasks, Claims, and Opportunities that have associated notes
The CRM Timeline if your agency uses Momentum CRM integration

Best Practices

Always include the Type, Disposition, and relevant links (policy, task, etc.) for traceability
Use Sticky Notes for critical instructions (e.g., “Client requests all documents by mail”)
Set Reminders for notes that require follow-up (e.g., “Call back after audit review”)
Use SMS only for short, professional, non-sensitive content
Keep the subject clear and concise (e.g., “Renewal Form Sent 8/7/25”)