Enabling note creation
In the Administration activity center, tenant admins can set user access to the Notes capability by configuring permissions in the User Default and custom roles.
The global switch to enable and disable Notes in the Administration activity center has been deprecated. To replace this feature control setting, migrate to configuring user default and custom roles permissions to control your tenant's Notes access control. This help topic guides you through this process.
For information on how to create notes, see Capturing and sharing insights using Notes.
The tenant admin can see all the notes in the tenant from Catalog by selecting Notes from the Types filter. However, to view the contents of a note, the tenant admin needs:
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The proper role in the space where the note is located.
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Either of the following:
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Access via the note content being accessible to all space members.
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Explicit view or edit access via a note share.
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Managing user access to Notes
The Manage notes permission is used to control user access to the Notes capability. This permission is controlled at the tenant level by tenant administrators.
For the Manage notes permission, the following options are available:
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Allowed: Users can create, view, update, delete, and share notes in activity centers and applications.
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Not allowed: Users cannot create, view, update, delete, or share notes in activity centers and applications.
The Manage notes permission is assigned in the Administration activity center using the following two processes:
Process 1: Change the permissions in the User Default
Tenant administrators can adjust User Default permissions. By default, the User Default permissions allow all tenant users to work with Notes. This can be changed if you want to restrict access to only some— or no—users.
Do the following:
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In the Administration activity center, go to Manage users.
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Switch to the Permissions tab.
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Click User Default.
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Under Permissions, expand Content types.
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Expand Notes.
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For Manage notes, change the permission value using the drop down menu.
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Click Confirm.
Process 2: Create custom role
Tenant administrators can create custom roles to elevate the permissions for certain users above the User Default. As an administrator, you might want to restrict Notes permissions in the User Default, and then create a custom role to provide Notes permissions to a specific set of users.
Do the following:
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In the Administration activity center, go to Manage users.
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Switch to the Permissions tab and click Create new to create a new custom role.
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Enter a Name, and optionally, a Description for the new role.
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Under Permissions, expand Content types.
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Expand Notes.
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If needed, change the Manage notes permission value using the drop down menu.
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Click Confirm.
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Switch back to the All users tab.
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Select the checkboxes for the users whose permissions you want to modify.
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Click Manage roles.
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Assign the new custom role to specific users, and click Save.
Data security
Note authors can add a snapshot to a note from any data that they can access. This includes sensitive data that could be restricted to other users based on section access rules. If the note is in a shared or managed space, all other space members with access to the note can see the snapshots that are in the note. Note authors should use caution when sharing data that other users may not be authorized to see.