Notes
Keep private team notes in a folder tree, link them to projects and clients, reuse placeholders, and understand exactly what a password-locked folder protects.
Your team's private writing space lives at Notes in the left navigation: a folder tree, notes with a live preview, optional links to a project or client, reusable placeholders, and folders you can lock with a password. It is where process notes, credentials context and half-finished thinking live.
Before you start
You need to be an owner or hold the notes permission. Writing and editing need the notes edit grant.
Create a folder and a note
Click New top-level folder
Give it a name, choose a Parent folder if it should nest, and set a password only if you mean to lock it.
Select the folder and click New note
Title the note
Optionally link a Project, and stamp a client name and email on it.
Write in Edit mode, check in Preview mode
The segmented control at the top switches between them.
Define placeholders once
Manage placeholders holds reusable tokens such as Business Name, Color, File Path, Email and Services.
Settings reference
| Setting | What it changes | Default |
|---|---|---|
| Folder name | The folder's label in the tree. | — |
| Parent folder | Where the folder sits. Leave it blank for the top level. | Top level |
| Password / Confirm password | Locks the folder and encrypts its notes in your browser. Minimum six characters. | No password |
| Note title | The note's name in the list. | — |
| Visibility | Internal, Client visible or Developer (team only). Shown as CLIENT and DEV chips on the note. | Internal |
| Project | Links the note to a project. | No project |
| Client name / Client email (optional) | Contact details stamped on the note. | — |
| Edit / Preview | Writing mode, or the rendered preview. | Edit |
| Manage placeholders | Defines the reusable tokens you can drop into any note. | — |
What the Notes page is, and is not
The page states plainly that these are private team notes and are never shown to clients. The Client visible option is about how a note is treated by downstream surfaces that consume it — it does not publish the note to a portal from here.
Do not treat Client visible as a publish button
Nothing on the Notes page pushes a note to a client. If you want a client to read something, put it in their portal — a message, a file or a client task.
Password-locked folders, honestly
A folder password does real encryption, and that has real consequences.
- The notes inside are encrypted in your browser. The key is derived from the password you type.
- You must unlock the folder before its notes can be read, each time, in each browser.
- There is no password recovery path in the interface. If the password is lost, the notes in that folder are not readable by you, by a workspace owner, or by support.
A lost folder password means lost notes
This is not a lockout that an owner can lift. Store the password somewhere your team can reach it — a shared password manager, not a sticky note — before you put anything important in a locked folder.
If you only want to keep a note away from most of the team, per-note Visibility and an unlocked folder are usually the better answer. Reserve locked folders for material that genuinely warrants encryption.
Deleting a folder
Folder deletion lives under the folderDanger zone, not on the tree. That is deliberate — deleting a folder takes what is inside it with it.
Troubleshooting
| Symptom | Cause | Fix |
|---|---|---|
| Notes in a folder are unreadable, or it asks to be unlocked | The folder is password-protected and its notes are encrypted; the key only exists while the folder is unlocked in this browser session | Open the folder and enter its password |
| The password is lost | There is no recovery path in the interface | The notes in that folder cannot be recovered. Recreate them |
| A password is refused when creating a folder | Folder passwords need at least six characters | Use a longer password |
| A note marked Client visible did not appear in a portal | Notes are private team notes; the setting is about downstream surfaces, not publishing | Send it to the client as a message, file or client task instead |
| A folder will not delete from the tree | Deletion is in the folder editor's Danger zone | Open the folder editor and delete it there |
| You can read notes but not change them | Editing needs the notes edit grant | Ask an owner for the permission |