ShareCRM Manuals

Appearance

Configure common comments ​

Maintain reusable comment Text for Process handling.

Overview ​

Common Comments collect high-frequency handling wording for Approval, Reject, Completed, On Hold, and similar actions. After administrators maintain them centrally, users can quickly select comments during Process handling. This reduces repeated input and keeps Process comments consistent Within Enterprise.

The Common Comments list Supports viewing comment Content, Last Modified By, and Last Modified On. You can Edit or Delete existing comments.

Key capabilities ​

Common Comments Support these capabilities:

  • Support centralized comment Text maintenance: Administrators can centrally maintain common Approval or Process handling comments Within Enterprise.
  • Support New Common Comments: Use New to Add new comment Content.
  • Support editing existing comments: Modify existing comment Text. Users then use the updated Content on the client side.
  • Support deleting Invalid comments: Delete comments that are no longer used, Duplicate, or inaccurate.
  • Support View of Modification Record information: The list displays Last Modified By and Last Modified On, so you can track comment maintenance.
  • Support Long Text comments: The Edit dialog Supports up to 2,000 characters in comment Content. This suits complete standard replies or handling descriptions.

Before you begin ​

  • You have Common Comments or process global configuration management permission.
  • You have organized the comment Text that needs to be reused.
  • You have confirmed the Process scenarios where comments apply.
  • For compliance, Contract, finance, or similar scenarios, confirm standard wording with the Business Owner first.

Create Common Comments ​

  1. Go to Setup > Process management > Common Comments.
  2. Click New.
  3. In the dialog, enter Comment Content.
  4. Click Confirm.

Comment Content can be a short handling comment or a fuller Description. Examples Include:

  • Please review and advise.
  • Announcement sent. Please note.
  • Please provide comments.
  • Approve for meeting review.
  • Proposed approval.

Edit Common Comments ​

When wording needs adjustment, Edit the existing Common Comments.

  1. In the Common Comments list, find the comment to adjust.
  2. Click Edit.
  3. In the Edit Common Comments dialog, modify comment Content.
  4. Click Confirm.

Note these rules during editing:

  • Comment Content can contain up to 2,000 characters.
  • After modification, users who select this Common Comments item use the updated Text.
  • Comments already submitted to historical Approval Process records usually do not change with configuration updates.

Delete Common Comments ​

For comments that are no longer used, Duplicate, or inaccurate, Delete them from the list.

  1. In the Common Comments list, find the target comment.
  2. Click Delete.
  3. Confirm deletion according to the page Notice.

Before deletion, confirm whether the business team still uses the comment, so user selection habits are not affected.

List Field descriptions ​

FieldDescription
Comment ContentComment Text that users can select or reuse during Process handling
Last Modified ByPersonnel who most recently Added or Edited the comment
Last Modified OnMost recent Add or Edit Time
OperationSupports Edit and Delete

Maintain comment Content ​

Organize Common Comments by handling action:

TypeExample use
Approve commentsApproval Pass, confirmed as correct, or approved to enter the next Stage
Reject commentsMissing Documents, Abnormal Amount, or extra Description required
Completed commentsTask Completed, Account Confirmed, or Documents archived
On Hold commentsWaiting for Account Reply or External System result
Notification commentsPlease ask the leader for instructions, please note, or please provide comments

Comment Content should be short and clear. Avoid including Account privacy, Amount details, account information, Date values, or one-time items in Common Comments.

Validate Common Comments ​

  1. Use an ordinary user account to open a Pending Process.
  2. Click the handling comment input box.
  3. Check whether Common Comments are selectable.
  4. Select a comment and Submit the test task.
  5. View Process history and confirm that the comment displays Normally.

Management suggestions ​

  • Regularly remove Duplicate or outdated comments.
  • Maintain cross-Department common wording first.
  • For strict compliance scenarios, confirm standard wording with the Business Owner.
  • Use general expressions in comment Text, and avoid specific Account, Amount, Date, or one-time information.
  • For comments that are common but similar in meaning, keep one standard expression to reduce user selection cost.