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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. Open a sheet in an app in a personal space, or in a shared or managed space.
  2. Select Notes in the toolbar of the sheet.

    Select Notes

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

    Create new note

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

    Enter title and text for note

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

    Add snapshot to note

    Add snapshot to note.

    The snapshot is added to the note.

    Snapshot added to note

    Snapshot added to note.
  6. Select PreviousBack 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.

    List of notes

    List of notes in personal space after creating new note

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.

  2. Select Notes in the toolbar of the sheet.

    Select Notes

    App in shared space.
  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.

    Create new note in shared space

    Create new note in 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 NoteNotes. Click NoteAdd snapshot to note.

    Note with text and snapshot

    Note with text and chart snapshot.
  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.

    Mention tip notification that appears when you mention a user with no access to the note

    Popup dialog that appears for mentioned users with no note access, allowing you to give them view or coauthor access.

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

    Space member tagged in note content

    Note with mentioned user, containing text and 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.

    App in shared space

    App in 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.

    App in shared space

    App in shared space.
  3. Select Notes in the toolbar of the sheet.

    Select Notes

    Expanding the Notes tab in sheet view
  4. Select your Personal space in the drop-down menu, and then select Create new note.

    Create new note

    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 NoteNotes. Click NoteAdd snapshot to note.

    Completed note in personal space

    Completed note in personal space.
  6. Select all and copy the contents of the note.

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

    Note in personal space

    Completed note in 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.

    Switching from Personal to a shared space

    Switching from your personal space to a shared space
  9. Enter a title for the note, and paste the contents of the personal space note.

    Note in shared space

    Note in shared space.
  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.

    Mention tip notification that appears when you mention a user with no access to the note

    Popup dialog that appears for mentioned users with no note access, allowing you to give them view or coauthor access.

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

    Space member tagged in note content

    Note with mentioned user, containing text and snapshot.

Click ShareShare 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 ShareShare.

  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.

    Sharing a note with a space member

    Sharing a note with a space member using the 'Users' dialog

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 ShareShare.

  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.

    Use the Manage dialog to add, remove, or modify individual user access to a note

    Sharing a note with a space member using the 'Users' dialog

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 ShareShare.

  2. Click the dropdown next to the text explaining the access of any space member.

  3. Select Can view or Can edit in the dropdown.

    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.

    Warning message indicating that once a note is made public, it cannot be reverted to the default sharing configuration

    Warning message in note sharing dialog cautioning users that the action of changing users' access from private to public is not reversible. The note will never be able to be private again
  4. Click Confirm.

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

Example: Create and view a note that is linked to a chart

When a note contains a snapshot of a chart, the note is linked with the original chart. This means that you can view notes that use a snapshot of a specific chart, or notes that are used in the current sheet or app.

The following example shows how you can link a chart to a note using snapshots, as well as search for other notes which may also use that chart. The example discusses apps in shared spaces, but the process will work in managed spaces as well.

Do the following:

  1. Open a public sheet in an app located in a shared space.
  2. Select Notes in the toolbar of the sheet.

  3. Ensure the correct space is selected. If your Personal space is selected, any notes you see or create will be private. If the selected space is a shared or managed space, the note can be shared with other space members.

  4. Right-click a chart and select NoteNotes, then click CameraCreate note with snapshot.

    Create note with snapshot using a chart in the sheet

    Creating a note with snapshot using a chart in the sheet.
  5. Edit the title of the note and add any relevant details about the snapshot to the note.

    Adding a title and text content to a note

    Adding a title and text content to a note
  6. Select PreviousBack to finish editing and see a list of your notes.

  7. Next, follow a similar process to explore a list of all notes using that same chart. Right-click the chart again and select NoteNotes, and then click NoteFind notes related to this chart.

    Information note

    This option only appears when the Notes tab on the left side of the toolbar is expanded.

    Find notes using a selected chart

    Right-clicking chart and finding notes using the chart
  8. View your new note, as well as any others created using this chart. You can switch between Your notes and notes which are Owned by others.

For more information, see View notes linked to charts, sheets, and apps.

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