Notes are your private documents - a place for checklists, agreements, materials and anything that isn't a task or a conversation.

You open them via the views icon (squares) in the top bar of the middle column - clicking it expands a menu with the choice of Calendar · Board · Notes. The same menu is available in the header of each of these windows, so you can switch views without going back to the bar.

The window remembers its layout. If the window is docked next to the columns, then after switching to another view - or after closing and opening anything from this menu - the next window will also open docked. The same applies to full-screen layout. (On mobile, the window always opens in full mode, as minimising hides it there as a pill.)

The most important rule: a note is visible only to you until you share it with someone yourself. Assigning a note to a workspace does not grant access to other members of that workspace - a workspace is just a label for filtering the list. Even an administrator cannot see your notes.

Creating and editing

  • + (Note) in the navigation bar creates a blank note and places the cursor in the title. Edit the title in place (press Enter or click elsewhere to save); an empty name appears as “Untitled”. The note is added to the currently open folder.
  • Write the content in the editor, just as you would in a task: bold text, lists (including to-do), code, images, video, emoji, drawings (“Draw”) and the AI “Improve” feature.
  • In a to-do list you click the checkbox to tick off an item - the done item fades and gets struck through.
  • Saving is automatic - about a second after you stop typing, when you leave the editor, and when you close the window. You can see the status in the bottom-right corner.
  • Buttons under the title: workspace (label, optional - can be "No workspace") and Share.

Sharing

Click Share → "Add person…". If the note has a workspace assigned, the list shows only people from that workspace - a note labelled with a team tag doesn't go beyond it with a single click. A note without a workspace shows people you share at least one workspace with. For each person you set an access level:

  • View only - reads, doesn't change;
  • Can edit - changes the content and title.

Click the role label to switch the access level; × revokes access. Only the owner can manage sharing and delete the note.

Mentions @

The @ button under the editor shows only people with access to this note. In a private note the list is empty - share it first. A mention is a marker in the text; it doesn't send notifications (a note is a document, not a message).

Moving a note

Under the three dots next to a note there is Move… - you choose Documents, a workspace, any of your folders, or "No folder". Choosing a workspace immediately sets both the place in the tree and the workspace label, so the note doesn't "belong" to one team while sitting elsewhere in the tree.

Faster: drag the note from the list onto a tree row on the left, onto a folder tile (or a task/chat) on the right, or onto a breadcrumb above the list - the target highlights with a border. Dragging onto All Notes, Favourites, Shared with me or Trash does nothing: these are views, not places (and deleting via a gesture would be too easy to do by accident). You can't drag a note that someone has shared with you as view only. On a phone, press and hold the note with your finger and move it onto a folder - a small badge with the title appears above your finger. With your finger you can only move a note; you change order and favourites from the ⋮ menu ("Add to favourites") or with a mouse on a computer.

Folders and navigation (as in Files)

The Notes window looks and works like the Files module: the folder tree is on the left, with the browser containing folders and notes on the right. The folders are exactly the same as in Files - a folder created here will appear in Files and vice versa; there are no separate structures to manage.

The tree on the left, from top to bottom:

  • All notes - a flat view of everything, without navigating through folders. This is the default view.
  • Documents - your private space (the same as in Files).
  • Shared with me - notes that someone has shared with you.
  • Favourites - starred notes.
  • Workspaces and Folders in Documents - clicking the name opens the place on the right, while the chevron next to it only expands subfolders in the tree. Each item shows the number of notes (for a branch - together with subfolders). A workspace without subfolders says so directly when expanded ("No subfolders"). Once a workspace is expanded, you also see its tasks and chats - exactly as in Files. After clicking on a workspace, the right-hand side shows tiles of its tasks and chats, as well as all notes assigned to that workspace - including those whose folder points elsewhere (e.g. Documents). Go into a thread and click "+", and the note will stay with that task/chat: you'll also see it in its folder in Files, and the AI Assistant and automations will read it together with the thread's files (the AI won't see other people's notes that haven't been shared). Note: pinning to a thread does not make the note shared - in the task's or chat's folder it's visible only to the owner and people the note has been shared with. A file uploaded to the same folder works the other way round: all thread participants can see it.
  • Bin - deleted notes (at the bottom).

On the right:

  • Navigation bar with back / forward arrows and breadcrumbs (for example, Dokumenty / Umowy) - click a breadcrumb to go to that location.
  • The Folders section - tiles of the current location's subfolders; clicking enters it. The ⋮ menu on a tile (as in Files): Rename (you type in place, Enter saves, Esc cancels) and Delete (to Trash) - the folder with its files and subfolders goes to Trash in Files, while notes from that branch return to the parent location (the folder above, workspace or Documents), so they don't disappear along with the folder.
  • The Notes section - note tiles (title, favourite star, workspace and date).
  • The folder icon in the bar creates a new folder in the currently open location, while + (Note) creates a note that inherits the open folder - if you have “Contracts” open, the note is added there straight away.
  • An open note replaces the browser - use the arrow next to the title to go back.
  • Change the folder for an open note using the “Folder” chip in its header (next to the workspace).
  • You can find notes without a folder in the All notes view.
Notes window in Task Manager: a tree of locations with counters and note tiles.
Tree of locations on the left and note tiles on the right - the same layout as in the Files module.

Filtering, sorting and searching

  • Eye - filters: workspace (dropdown list), Favourites, Shared with me, Mine only, No workspace. An active filter is signalled by a dot under the icon.
  • Arrows - sorting: Manual / Recently edited / Recently added / Name A-Z, plus "Favourites on top".
  • You can drag note tiles at any time - dropping sets them in your own order (remembered) and switches sorting to "Manual". Dragging into the Favourites section adds the note to favourites. Undo is available in the notification ("Undo").
  • Magnifying glass - searches in the name and content.
  • The star next to an open note adds it to Favourites (separately for each person).
  • Tile ⋮ menu: rename, add to favourites, move to a workspace, share, duplicate (the copy belongs to you and is not shared) or delete.

Undoing changes

The window bar, next to the light/dark mode switch, has an Undo button. It undoes:

  • what you have just typed - when the editor has changes to undo, the button uses its history (just like Ctrl+Z in the content),
  • repositioning a note in the list (including adding it to or removing it from favourites if this happened during the same drag),
  • Deleting a note restores it in full: with its content, sharing settings and favourites, and in its original position in the order. You can also do this with the “Undo” button in the notification that appears immediately after deletion.

Ctrl+Z remains linked to the editor. The shortcut only undoes typing; use the button to undo list changes (order, deletion) so that one shortcut does not have two meanings.

Attachments

There’s a paperclip below the note content. Click it to choose a source - “From your computer” or “From the Files app” (the folder browser works just like when writing a message). You can also drop a file directly onto the note content.

  • Attachments look the same as in a message thread: a file type icon, name and size, with a × on the right to remove the file. Clicking the row downloads the file, while clicking an image opens a preview.
  • Who can upload and delete files: people with edit access (and the note owner). Someone with “view only” access can see and download attachments, but cannot add them.
  • Permanently deleting a note (Trash → “Delete permanently” or after 30 days) also deletes its files.

A note in Files

You can pin a note to a location in the Files module: in the Files window, in the Documents bar, or in a workspace folder or custom subfolder, click the page icon (“Note”) - a new note will be created, pinned to that location, and the Notes window will open straight away. The pinned note is visible in that location in Files under Notes; click it to open it here.

A note's location can also be a task or chat folder - such a note is created from the Notes window (the task/chat branch in the tree), since there's no note icon in the thread's folder bar. Pinning a note to a thread does not share it with participants: in the task's or chat's folder it's visible only to the owner and people the note has been shared with - unlike a file uploaded to the same folder, which all participants can see.

Bin

A deleted note disappears immediately and is no longer visible to anyone - including people it was shared with - but it is not lost: it goes to the Bin (at the bottom of the folder tree), just like files in the Files module’s Bin.

  • In the Bin, each item has a ⋮ menu with two actions: Restore and Delete permanently.
  • Above the list is an Empty Bin button (which permanently deletes everything).
  • Notes are permanently deleted from here after 30 days.
  • The Bin is personal to you: you only see notes that you own - because only the owner can delete and restore a note.
  • A note in the Bin cannot be opened or edited until it is restored to the list.

Window

The light/dark theme, docking next to the middle column and collapsing the tree panel (list icon) work in the same way as in Calendar and on the Board (with a shared theme switch). Esc closes the window.