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The Create Contact Note in BigChange action

 

The Create a Contact Note in BigChange action allows you to automatically create a new note (or ticket) in BigChange as part of your workflow. 

Notes can be used to log updates, track activity, or record important details against entities such as Contacts, Jobs, or resources.

📚 Learn more about how Notes work in BigChange here.

Configuration

To set up the Create Contact Note in BigChange node:

  • Add the node to your workflow, ensuring it is connected to a Starting action or another Action node. 
  • Click on the node to open the Properties panel.

Mandatory Fields

The following fields must be configured: 

  • Note Owner ID*
    Insert the ID of the BigChange user who will own the note. This can be added manually as a static value or as a variable.
  • Entity Type*
    Select the Entity Type the note relates to from the dropdown (e.g., Job, Contact, Resource).
  • Entity ID*
    You will likely insert the ID of the Entity you chose in Entity type as a variable from earlier in the workflow. (e.g., map the Job ID from a Find/Create Job in BigChange node if the note is linked to a Job or Contact ID from a Find/Search/Create Contact in BigChange node if linked to a contact).
  • Note Type ID*
    Define the category/type of note being created.

To find the Note Type ID in your BigChange account:

  1. Go to the Admin section 
  2. Click on Contacts 
  3. Click on Contact Note Types and then press ctrl + shift + l on the note type in question to reveal the Note ID. 
  • Subject*
    Add a subject or title of the note.

  • Note Text*
    Add the main body of the note. This should contain the details you want to capture. Variables can be used to insert dynamic data from earlier steps in your workflow.

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Optional Fields

Depending on your workflow you might also want to include any of the following information in each new Contact Note created:

  • Note Reference
    An additional reference for the note (e.g., job reference, date, PO number from customer). This can be added as a custom variable from earlier in the workflow.

💡Tip 

If you don’t have a particular use for this in your workflow, leave it blank. BigChange will automatically generate a reference on creation. 

  • Note Status
    This setting in BigChange determines if a note is Open, Completed, or Cancelled. 

💡Tip

As all newly-created notes would begin as new, it’s likely that Open will be selected from the dropdown for this field.

  • Priority ID
    You can add different priority types or levels to Notes in BigChange, making it easier to manage and organise your Notes effectively. The Priority ID field will automatically assign a priority level in your BigChange account according to the ID that’s inserted.  

To find the Priority ID in your BigChange account:

  • Go to the Admin section
  • Click on Contacts. 
  • Click on Contact Note Priorities and then press ctrl + shift + l on the note type in question to reveal the Priority ID. 

📚 Learn more about Note Priorities in this article.

Custom fields

If you use Custom Fields in your BigChange Contact Notes, you can populate these too.

To add a Custom Field:

  1. Click Add+ under the Custom Fields section.
  2. Go to your BigChange account and copy the Custom Field name you want to include. 
  3. Paste the exact name in the Enter name field in the Custom Fields section. 
  4. Define the value with a static assignment or using a variable.

📚 Learn more about adding Custom Fields to your BigChange notes in this article.

Outputs

Once the Create Contact Note in BigChange node runs, it will return one of two possible outcomes:

  • Complete – The Contact Note was successfully created in BigChange. The workflow will continue to the next connected step.

  • Failed – The Contact Note could not be created, usually due to incorrect configuration.

💡Tip 

 For error-handling purposes, connect the Failed output to a Send Email node. Then, configure the node so that the Reason for Failure variable is included in the Email Body field.


Example Use Case

Smith & Co’s existing customers can send a form requesting a quote for an upcoming job before confirming. Previously, this communication would be manually copied into BigChange against the relevant contact as a note. This was time-consuming and sometimes led to inquiries not being logged inside BigChange.

With Build Concierge, they can now automate this process:

  1. The Incoming Email starting action is set up so that emails coming from quote request forms will be forwarded automatically to the node’s email, which will trigger the workflow.
  2. The AI Prompt/Extract Text will be configured to pull relevant data about the inquiry from the email as well the client information which the note will be referenced against.

  3. The Search Contact in BigChange action will be configured to look for the Contact matching the name or email of the customer sending in the form. The found Contact ID will then be used as a variable for the Create Contact Note in BigChange action.
  4. The Create Contact Note in BigChange action will be configured, mapping the relevant variables coming from the Extract Text/AI Prompt and Search Contact nodes into the required fields:
    • Entity Type will be set to Contact.
    • Entity ID will be matched to the Contact ID which would be pulled from the Search Contact in BigChange node.
    • Note Text comes from the body of the email.
    • Subject can capture the subject of the email as well as the sender name. 
  2. The note is automatically created in BigChange against the correct Contact, keeping all quote requests coming from existing customers stored in the correct place, without the need for manual admin.
  3. A Send Email node will be connected to all of the Failed outputs on each of the earlier nodes in the workflow and configured to include the Reason for Failure in the body of the email.