Search notes

The Salesforce search notes action searches Note records in your connected Salesforce org using flexible filters. This is a read-only action that helps teams find the right notes quickly without modifying any Salesforce data.

Prerequisites

• Your Salesforce org must be connected as a data source in Glean, and an admin must enable the Salesforce action pack and complete Salesforce Actions Setup including OAuth configuration.

• Users must authenticate for Salesforce actions on first use.

• The authenticated Salesforce user must have permission to view Note records based on your organization's sharing rules.

Supported parameters

Parameter	Type	Description
Title	String	Search by note title. Supports partial matches. Optional.
Body	String	Search within the note body content. Supports partial matches to find keywords or phrases. Optional.
Owner name	String	Search by the note owner's name. Supports partial matches. Optional.
Parent name	String	Search by the parent record name (e.g., Account, Contact, Opportunity) the note is attached to. Supports partial matches. Optional.
Created date from	Date	Return notes created on or after this date (YYYY-MM-DD format). Optional.
Created date to	Date	Return notes created before this date (YYYY-MM-DD format). Optional.
Is private	Boolean	Filter by note privacy status. True returns private notes, false returns public notes. Optional.
Fields	String	Comma-separated list of Note fields to retrieve in the response. Optional.
Limit	Integer	Maximum number of notes to return. Optional.

Usage examples

• "Find all notes from the last quarter on the Acme Corporation renewal opportunity."

• "Search for notes containing 'security requirements' written by John Smith."

• "Show me recent private notes attached to the Q4 Enterprise Deal account."

Troubleshooting

• Possible cause: The Salesforce action pack is not added, not linked to your Salesforce data source, or not fully configured.
• Fix: In the Glean admin console, go to Platform → Actions, add or open the Salesforce action pack, link it to your Salesforce datasource, configure authentication, update publish settings, and save. After that, Salesforce actions should appear under Actions → By datasource → Salesforce.

• Possible cause: The user's connected Salesforce account is missing, inactive, or misconfigured, or the Salesforce connected app is not set up correctly.
• Fix: Have the user retry the agent and complete the Salesforce authorization prompt. If errors persist, verify the Salesforce connected app configuration (callback URL, consumer key, consumer secret) and confirm that Salesforce Actions setup is complete.

• Possible cause: The filter values are too restrictive, or the user does not have permission to view the relevant notes.
• Fix: Review and loosen filters (e.g., widen the date range or remove the is_private filter). Confirm in Salesforce that the user running the agent can see the missing notes on those records. Very restrictive filter combinations can legitimately yield empty result sets.

• Possible cause: The search filters are too broad or no limit is set.
• Fix: Add more specific filter criteria to narrow down results. Use the Limit parameter to restrict the number of returned notes (typically 10-50 notes is sufficient for summarization). Consider filtering by created date range, parent record, or owner.

FAQs

You can search by note title, body content (keywords or phrases), owner name, parent record name (Account, Contact, Opportunity), created date range, and privacy status. All text filters support partial matches for flexible searching.

Yes. Use the Fields parameter to specify which Note fields to retrieve, including custom fields. Provide a comma-separated list of API field names (e.g., "Title,Body,OwnerId,ParentId,CreatedDate,CustomField__c"). If you do not specify fields, the action returns a default set of standard fields.

Use the Parent name parameter to filter notes by their associated parent record (Account, Contact, Opportunity, etc.). The parameter supports partial matches, so you can search for notes attached to any record with a specific name.

Use the Limit parameter to keep results manageable. Typically 10-50 notes is sufficient for summarization or review while keeping agent runs fast and responses readable. Adjust based on your use case.