What are Notes in Task Manager?
Notes in Task Manager are your private documents: meeting notes, a checklist for onboarding someone new, or a list of things to check before sending something. No one can see them until you share them with specific people - not even an administrator. That's how the module is designed, not just its default setting.
You can assign a workspace to a note, but this is for filtering the list, not for giving the whole team access. Assigning a note to “HR & Recruitment” doesn't mean everyone in that workspace can see it. It does limit the list of people you can share it with to members of that workspace.
You organise notes in folders. In the Pro variant these are the same folders as in the Files module: a folder created in Notes appears in Files and vice versa, so you don't maintain two separate structures.
What does a note look like inside?
Open the Notes window using the views icon in the top bar of the middle column. The same menu lets you switch between Calendar, Board and Notes. On the left is a tree of locations: All notes (the default, flat view), Documents, Shared with me, Favourites, workspaces, folders in Documents and the Bin. Each item shows the number of notes; for folder branches, the count includes subfolders too. On the right are tiles grouped into Folders and Notes sections.
You write content in an editor just like in a task. You have bold text, lists, code, images, video, emoji, drawing and the AI “Improve” function. To-do lists have checkboxes: clicking an item greys it out and strikes it through. Saving happens automatically about a second after you stop typing, when you leave the editor, and when you close the window. You can see the save status in the bottom right corner. You can add a file with the paperclip from your computer, and in the Pro variant also from the Files app - this can be done by the owner and people with “Can edit” access; with “View only” access you can open and download attachments but not add your own. You can also drop a file onto the content.
Share a note with specific people, choosing either “View only” or “Can edit”. Click a role label to switch the access level, or click × to revoke access. Only the owner can manage sharing and delete the note. The @ button shows who has access to the note; the list is empty for a private note. A mention remains as a marker in the text and doesn't send notifications.
What do you gain?
You have somewhere to keep things that aren't ready to share with others yet: a draft proposal, a note after a difficult conversation with a client or talking points for a meeting. You don't have to keep them in files on your desktop or email them to yourself to have them close at hand. And you don't have to wonder whether an administrator will look at them.
When a note is ready, share it with specific people rather than the whole company. You don't have to send it to the entire team when only two people on that team need it. You don't have to put the document on a shared drive and hope that no one unauthorised opens it.
You don't have to look for agreements with a client in a separate structure - just go back to where you keep the materials for that case. If you accidentally delete a note, you don't have to recreate the agreements or grant access again.
Use case: a note attached to a client task
An Account Manager is managing a client implementation. After a meeting, they expand the client's Workspace in the tree, open the implementation task and create a note there. The note stays with the task. It's also visible in the client's folder in Files, and the AI Assistant and automations read it along with the other files in the Thread. The assistant can't see other people's notes that haven't been shared with it.
A week later, someone asks about the arrangements made with the other party. An account manager enters a phrase in the Notes window's search field, which searches names and content. They share the note with the designer with “Can edit” access so she can add her comments. A month later, they accidentally delete the folder containing that client's materials in the Notes window. The folder, along with its files and subfolders, goes to the Files Bin. Notes in that branch are not deleted with the folder - they return to the parent location.
Frequently asked questions
Can anyone at the company see my notes?
No. A note is visible only to its owner and people they've explicitly given access to. The global Task Manager administrator can't see other people's notes.
Does assigning a note to a workspace share it with the team?
No. In Notes, a workspace is a label for filtering the list, not a way to share a note with the team. However, it limits who you can give access to: the sharing list shows only people from that workspace.
What happens to a deleted note?
A deleted note disappears immediately for everyone, including people it was shared with. It goes to the Bin at the bottom of the folder tree. You can restore it from there or delete it permanently. After 30 days, it's permanently deleted along with its attachments. You can only see your own notes in the Bin.
Can I undo a mistake with a note?
Yes. The "Undo" button in the window toolbar first undoes what you've just written in the editor, and once there's nothing left to undo in the content, it restores a deleted note (with its content, sharing settings and favourite marking, in its original place in the order) or undoes its reordering on the list; Ctrl+Z only works on text in the editor.
Do notes appear in global search?
No. Task Manager's global search doesn't include notes. Search note titles and content using the magnifying glass in the Notes window.