How to edit information in the knowledge base
Since Pipedrive has no native knowledge base, editing information means locating the Note or Smart Docs document where it was stored and modifying it manually. The process requires remembering where each entry was stored, navigating to that record, and editing the content. In Teeo, one message updates any knowledge base entry in seconds.
How to do it in Teeo
“Edit in the knowledge base: the entry about [topic] should now say [new information]”
The entry is updated in the knowledge base immediately.
How to edit information in the knowledge base in Pipedrive: step by step
Requirements
- ·Pipedrive has no native knowledge base. Edits are made to Notes on Organization records or documents in Smart Docs.
- ·Smart Docs (Advanced plan+) saves document version history, useful for tracking changes.
- ·Notes in Pipedrive have no version history. If the content is overwritten, the previous text is lost.
- ·To locate a specific note, use Pipedrive's global search bar or navigate directly to the record where it was created.
Log in to Pipedrive
Go to app.pipedrive.com and enter your credentials. You will need to remember which record you saved the information to (usually a specific Organization you use as a KB repository).
Locate the note or document using global search
Click the magnifying glass (🔍) in the top bar or press '/' to activate global search. Type keywords from the note title or the topic you want to edit. Pipedrive will show results from notes, deals, contacts, and organizations that match.
Navigate to the record containing the information
Click the relevant result to open the record (Organization, Contact, or Deal) where the information is stored. If you used a dedicated Organization like 'Internal Knowledge Base', navigate directly to Organizations in the sidebar.
Find the specific note in the activity history
Inside the record, scroll through the activity panel to find the note you want to edit. Pinned notes appear at the top. If there are many notes, use the activity type filter to show only 'Notes'.
Edit the note content
Click the pencil icon (✏️) or the three-dot icon (⋯) next to the note and select 'Edit note'. The text editor will open with the current content. Make the necessary changes: update the text, correct outdated information, or add new data.
Save the changes
Click the 'Save' button or press Ctrl+Enter (Windows) / Cmd+Enter (Mac) to save the edited note. Pipedrive does not autosave while you type, so it's important to confirm saving before leaving.
Edit a Smart Doc (Advanced+): upload the new version
If the information is in a Smart Doc, go to Smart Docs in the sidebar. Find the document, click the three-dot icon (⋯), and select 'Upload new version' to replace it with the updated file, or 'Edit' if it's a document created directly in Pipedrive. Documents linked to deals will automatically update for everyone with access.
Frequently asked questions
Can I see the change history of a note in Pipedrive?
No. Notes in Pipedrive have no version history. When you edit and save a note, the previous content is permanently replaced. If you need a change history, consider using Smart Docs (Advanced plan+) which does save document versions, or keep a manual change log within the note text itself.
How do I quickly find a specific note in Pipedrive?
Use the global search (magnifying glass in the top bar) and type keywords from the note's content or title. You can also navigate directly to the record where the note was created. If you have many notes, the recommended practice is to pin the most important notes so they always appear at the top of the activity history.
Can I edit other users' notes in Pipedrive?
It depends on the role. Users with an Administrator role can edit or delete any user's notes. Standard users can only edit their own notes. If you need to edit a note created by another user and you are not an admin, you will need to ask the creator or an administrator to make the change.