Notes and internal documentation
The notes editor and its sidebar, and the question everybody asks: when to write a note and when a card description is enough.
A note is a workspace document: formatted text that stands on its own rather than hanging off a task. It is where you put what gets written once and read many times.
Note or card description?
This is the day-one question, and the rule is simple: if you will read it again once the task is closed, it is a note.
- A card description explains that one piece of work: what to do, under which conditions, what gets delivered. It begins and ends with the card, and once the card is archived it is no longer where people look.
- A note outlives tasks. The client brief, the meeting minutes, the publishing procedure, the agreements with an account: that gets read for months and across many different cards.
Copying the brief into every card description is the fastest way to end up with four versions of it and no good one.
The sidebar
The note index sits on the left:
- All notes, with the total.
- Pinned, the ones you open every week.
- Archived, out of circulation but not lost.
- Folders. In an agency, one per client: Farmacia Aurora, Captura Studio, Terra Wines, Centro Bienestar Sol, Nova Fitness. Each folder shows how many notes it holds.
- No folder, where the notes you have not filed yet stay.
- And search, at the top.
The editor
It takes up the rest of the screen and carries what real documentation needs: headings H1 to H4, bold, italic, underline and strikethrough, alignment, code, bulleted, numbered and checkbox lists, links, dividers, images, tables and emoji.
Under the title you can add tags to the note, which is what later lets you filter by kind of document rather than by client.
The header tells you whether the note is Saved and holds the pin, share, copy, archive and delete actions. From the keyboard: Ctrl+S saves, Ctrl+B bolds, Ctrl+I italicises and Ctrl+U underlines.
Archive instead of deleting
An archived note leaves the index but stays under Archived. A deleted one does not come back, and the notes that look useless are exactly the ones somebody asks for six months later, when the client wants to know what was agreed.
Keeping them usable
- One folder per client and nothing more. Deep hierarchies get abandoned on their own.
- Pin the three or four notes you open every week. The rest you find by searching.
- Give it a title that says what it is: "Sesión de fotografía - Hacienda los Olivos" can be found; "Meeting notes" cannot.
What next
Notes are included in every plan; for the rest, check the pricing table. And if what you want is to tell the whole team something and know who saw it, that is not a note: see Announcements.
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