Notes examples

Follow these examples to create and share notes.

Example: Create a note in a personal space

Only you can view notes that you create in your personal space.

Do the following:

1. In an app, open a sheet in analysis mode. Expand the Assets panel.

2. Click Notes.

   

3. Select Personal in the drop-down menu, and then select  Create new note. The note will be created in your personal space.

   

4. Enter a title and text for the note. Select to open the formatting toolbar.

   

5. To add a snapshot of a chart to a note, right-click the chart and select Notes. Click Add snapshot to note.

   

   The snapshot is added to the note.

   

6. Select Back to finish editing and see a list of your notes. You can also see and open all your notes by selecting Catalog in the Qlik Sense navigation bar, and then selecting Notes from the Types filter.

   

Example: Create a note and collaborate in a shared or managed space

By default, notes that you create in a shared or managed space can only be viewed by you. You can allow other individual space members to view and edit the note. You can also make the note public so that additional space members can see it.

For non-public notes, users with the Owner or Can manage role in the space can see the note exists in the space, but cannot view its contents unless they have been given access to the note. If they have not been given access to a note, users with these space roles can share the note and modify individual user access to the note, but cannot make it public.

To share a note in a shared space with another individual space member, the space member with whom you are sharing the note must have any of the available space roles except Can consume data in the space. When a note in a shared space is made public, all space members, except users with the Can consume data role only, can open and view the note.

To share a note in a managed space with another individual space member, the space member with whom you are sharing the note must have any of the available space roles except Can publish and Can consume data in the space. When a note in a managed space is made public, space members with any of the following roles in the space can open and view the note:

• Has restricted view

• Can view

• Can contribute

• Can manage

If the note owner would like to allow other space members to modify access controls for the note, they can provide edit access to the note for these users (make them coauthors).

You can add snapshots to a note from private or public sheets in a shared or managed space. All space members with access to the note can see the snapshots in the note. However, since only you can access your private sheets, other members will not be able to go to the sheet by selecting  Link to source on the snapshot in the note.

The following example creates a note in a shared space. However, the same steps would apply in a managed space.

Do the following:

1. Open a public sheet in an app in a shared space. For more information, see Making app content public in shared spaces.

2. In analysis mode for the sheet, expand the Assets panel. Click Notes.

   

3. Select a shared space in the drop-down menu, and then select Create new note. The note will be created in the shared space.

   

4. Enter a title for the note, and add text content. To add a snapshot of a chart to a note, right-click the chart and select Notes. Click Add snapshot to note.

   

5. Select or type @ to mention the note owner, a coauthor, or a previously mentioned user. Select their name from the list that appears. To mention any other space member, type at least three letters of their name and select their name from the list that appears If the user already has access to the note, they will be notified in the Qlik Sense navigation bar.

   If the mentioned space member does not have access to the note, you are prompted to give them Can view or Can edit access to the note. If you do not provide access to the note for the user, they will not be notified of the mention, and will not be able to view the note.

   

   The note should now contain a mention, text content, and a chart snapshot.

   

Example: Create a private note and later share its contents with others

Personal spaces are private, therefore notes that you create there cannot be viewed by others. When creating a note, you may want to first create a draft in your personal space before sharing the note with others in a shared or managed space.

You can create a note in a personal space from an app or sheet in a shared or managed space. When you are ready, you can create a new note in a shared or managed space and copy and paste the contents of the private note into the new note.

In the new note, only snapshots taken from apps in the same shared or managed space as the note will be visible to the other users in the space. Snapshots taken either from apps in your personal space or apps in spaces other than the note’s shared or managed space will not be visible to other users.

The following example creates a note in a shared space. However, the same steps would apply in a managed space.

Do the following:

1. Open an app in a shared space.

   

2. Open a sheet in the app. For this example, the sheet is public so that others can navigate to the sheet from the note.

   

3. In analysis mode for the sheet, expand the Assets panel. Click Notes.

   

4. Select your Personal space in the drop down menu, and then select Create new note.

   

5. Enter a title for the note, and add text content. To add a snapshot of a chart to a note, right-click the chart and select Notes. Click Add snapshot to note.

   

6. Select all and copy the contents of the note.

7. Select  Back to finish editing and see a list of your notes in your personal space.

   

8. Select the shared space containing the app from which you took chart snapshots, and then select Create new note. The note will be created in the shared space.

   

9. Enter a title for the note, and paste the contents of the personal space note.

   

10. Select or type @ to mention the note owner, a coauthor, or a previously mentioned user. Select their name from the list that appears. To mention any other space member, type at least three letters of their name and select their name from the list that appears If the user already has access to the note, they will be notified in the Qlik Sense navigation bar.

    If the mentioned space member does not have access to the note, you are prompted to give them Can view or Can edit access to the note. If you do not provide access to the note for the user, they will not be notified of the mention, and will not be able to view the note.

    

    The note should now contain a mention, text content, and a chart snapshot.

    

Click Share to manage permissions for the note.

By default, all notes created in a shared or managed space can only be accessed by the note creator and individual space members they have shared it with. You can add or modify individual space member access to the note, or make the note public so that all space members can access it. Once you make a note public, it cannot return to this default sharing configuration.

Do the following:

1. With the note open, click Share.

2. Add a user by typing at least three characters of the user's name into the search box under Users. Confirm the selection and choose from Can view or Can edit in the dropdown list that appears.

3. Click Share.

   The user is given access to the note.

   

You also have the option to add, remove, or modify individual space member to the note.

Do the following:

1. With the note open, click Share.

2. Click Manage. The dialog for managing user permissions on the note appears.

3. Remove a user from the note by selecting the dropdown list next to their name and selecting No access.

   Similarly, you can change a member's access between Can view and Can edit, or add space members to the note by typing in the search box.

4. Click Done.

   

By default, all notes created in a shared or managed space are not public. You can make the note public so that all space members with sufficient permissions can access it.

Do the following:

1. With the note open, click Share.

2. Click the drop down list next to the text explaining the access of any space member.

3. Select Can view or Can edit.

   Warning note

   Once you have changed this setting to give all users access to the note, it cannot be undone. Once a note has been made public in a shared or managed space, it cannot be reverted to the default sharing configuration (access only for note owner and individual space members they share the note with). All space members with sufficient permissions will have access to the note unless it is deleted from the space.

   

4. Click Confirm.

For more information about sharing notes in shared and managed spaces, see Working with notes.