On Monday, Ola wrote up the agreements from a 40-minute meeting with client ABC and saved the document on the drive. Two weeks later, Marek found three similarly named files, but not the one that recorded the decision about the website's design. The problem wasn't taking notes - no one knew where to look for the right one.
Notes from company meetings get lost when they have no place of their own
A note is easiest to find again when it sits alongside the project or conversation it concerns. A separate document on the drive requires the team to remember what someone called it and which folder it ended up in.
After Monday's meeting, Ola writes down that client ABC wants a dark background for the mock-up. Marek remembers the decision, but doesn't remember whether it came up in a document, in a chat, or on a notepad from the meeting. When he starts designing on Thursday, finding the agreement takes him longer than reading the note itself would.
Task Manager lets you keep Notes in the same app as tasks and chats. You can assign a note to a Workspace or create it directly at a specific task or chat. You don't need to reconstruct the context of a matter from file names. You can read more about why agreements get lost between channels in the article on the one-place rule for teams.
Workspace helps you find a note, but does not share it with the team
Assigning a note to a Workspace helps you find it, not grant access to it. The note remains visible only to its author until they share it themselves - not even an administrator can see it.
This distinction is easy to overlook. On Wednesday, Ola tags a note with the Workspace "New website" so that she can later display it alongside the project materials. This doesn't mean Marek can already read it. If he's to work on the client's agreements, Ola has to click "Share", choose "Add person…" and select Marek.
"View only" access lets you read a note without changing it. "Can edit" lets you change its content and title. The owner manages sharing and can revoke access using the × button. When a note has an assigned Workspace, the list of people to choose from only includes people from that Workspace.
Don't try to replace sharing with an @ mention. In a note, it's simply a marker in the text - it only shows people who already have access, and it doesn't send a notification. You'll find the details of permissions in the description of the Notes feature in Task Manager.
A short note structure beats a full transcript of the conversation
A meeting note should let you read the decision without having to reconstruct the whole conversation. Start with the date and participants, then record the decisions, open questions and what needs to happen next.
On Wednesday morning, Ola opens Notes from the views menu in the top bar, goes to the project folder and clicks + in the navigation bar. The new note lands in the currently open folder, with the cursor placed straight in the title. Ola types "ABC - agreements after the meeting" instead of "Note 1". A clear title will help Marek when he's searching by name.
In the content, she writes: "Decision: dark mock-up background"; below: "Open: client to confirm photos". Lists and bold text help separate the two. The editor also supports a to-do list where items can be ticked off, but a checkbox alone won't replace a task with a due date and an assigned person.
Saving happens automatically about a second after you stop typing, when you leave the editor, and when you close the window. If Ola created the note in the wrong folder, she can change it in the header or use "Move…" from the note's menu. She doesn't have to write it out again.
When the question "who and by when?" comes up, create a task
Save an agreement that has a responsible person and a deadline as a task. The note will keep the reasoning behind the decision and the material from the meeting, while the task will show who is to do the work and by when.
At Thursday's meeting, the client says: "Send over two versions of the mock-up by Tuesday". Ola records this decision in a note, but separately creates a task for Marek with a due date of Tuesday. Task Manager lets you assign people, set a due date with or without a time, a priority and a status for the task. This way, Marek doesn't have to hunt for his work in the middle of a long set of minutes.
If the work consists of several short steps, you can add a to-do list to the task description. Participants can tick off items directly on the task card, see shared progress and a mini avatar of the person who checked off a given point. If you want to break these steps down within a shared task, check out the guide on checklists in a task.
Don't move the whole conversation into Tasks, though. A client's question about an alternative colour that no one has approved yet can stay in the note as an open point. A task is created once you know exactly what action needs to be taken.
Find a note by a word from its content, not just its title
The magnifying glass in the Notes window searches both titles and content. If you remember "dark background", you don't need to guess whether Ola called the document "ABC", "Mock-up" or "Meeting".
On Friday, two weeks after the call, Marek types the word he remembers into the search box - the note turns up because Ola shared it with him earlier. If the list is narrowed by the filter under the eye icon, he'll notice a dot under that icon and can remove the filter.
The Notes tree also offers "All notes", "Documents", "Shared with me" and "Favourites" views. Expanding a Workspace shows its tasks and chats; you can create a note attached to a specific thread. It's then also visible in that thread's folder in the Files module, which belongs to the Pro plan. Pinning a note to a task or chat still doesn't share the note with their participants.
When a note is meant to become a document for the client, you can export it to PDF, Word or TXT. Export doesn't replace tidying up the draft, though: first make sure it has a clear title, the right location and access for the people who need to use it.
The AI Assistant will read the note you point to, but it won't bypass permissions
The AI Assistant can answer a question about what was agreed if you point it to a note as a knowledge source. You can point it to a note, a task and a chat at the same time to ask about a matter spread across several places.
Ola selects "Sources" under the title of the conversation with the AI Assistant, ticks the note and the chat with the client, and asks: "Which background did ABC approve?".
The AI Assistant only sees sources available to the person asking. Marek won't be able to read Ola's private note through AI unless Ola has shared it with him. Task Manager also works without AI, so you can find a note using the plain search box instead.
AI in Task Manager runs on the company's own key with the chosen model provider. When you ask about a selected note, its content is sent to the external model provider - so only point to sources that are allowed to go there. Before using sources, check the AI Assistant description and the explanation of what gets sent to the AI provider.
You can recover a deleted note, but don't put it off
A note deleted by mistake can be undone with the "Undo" button in the window's toolbar, or restored from the Bin. Notes are permanently removed from the Bin after 30 days, so don't treat it as an archive.
On the Monday after that Friday, Ola deletes the wrong note. If she clicks "Undo" straight away, the note comes back with its content, sharing settings, favourite mark and its place on the list. The Ctrl+Z shortcut only undoes typing in the editor, not deleting a note or changing its order.
If Ola notices the mistake later, she can open her personal Bin and choose "Restore" from the ⋮ menu. She only sees notes she owns there. "Delete permanently" and the 30-day expiry also delete files attached to the note.
After your next meeting, create one note for the project, write down the decisions, share it with the right people and turn any agreements with a deadline into tasks. A week later, try finding the note by a single word from its content. You can see how Notes are laid out in the Demo.
Frequently asked questions
Does the whole team see a note assigned to a Workspace?
No, assigning a note to a Workspace does not give the team access to it. It remains private until the owner shares it themselves; even an administrator cannot see it.
Can two people edit one note?
Yes, the owner can grant another person "Can edit" access, which allows them to change the content and title. "View only" access allows reading the note without making changes.
How do I find a note from a meeting held two weeks ago?
Use the search icon in Notes, which searches the title and content of notes you have access to. You can narrow down the results with the Workspace filter or "Shared with me".
What should I do if I accidentally delete a note?
Click "Undo" in the window bar, or restore your own note from the Bin. After 30 days, the note disappears from it permanently, along with any attached files.
Can the AI Assistant read a meeting note?
Yes, point to the note using the "Sources" button in a conversation with the AI Assistant. The Assistant only uses sources you have access to, and the content of the indicated source is sent to the chosen model provider using the company's own key.
Sources
The Task Manager Team - we write about teamwork, AI in business and keeping tasks organised, using examples from Task Manager, software installed on your own server. Task Manager has been developed by Blue Creation Group (Piotr Łącz) since 2013 and is used by organisations including Neonet, the Military University of Technology and Polpharma - read customer reviews. We check our articles against the user guide and the latest version of the software.
