Capturing and sharing insights using Notes

Create notes with snapshots of data to capture a personal narrative, and to collaborate with others.

Create a private note in your personal space for your own use. Create a note in a shared or managed space to collaborate with your team.

In analysis mode within sheet view, select Notes from the assets panel. Select the space where you want to create the note, and then select  Create new note.

You can also go to the Create page in the Analytics activity center and select Note to create a new note.

You can also create a new note from a snapshot. In sheet view, right-click a chart and select Notes, then click Create note with snapshot. The snapshot is automatically added to the new note.

For more information, see Working with notes.

Permissions

Your ability to view, create, share, and delete notes is dependent on the type of space you are working in, your permissions in that space, and the sharing configuration that has been set at the note level.

Creating and viewing notes

All users in a tenant can create and share notes.

Notes that you create in a personal space are private and cannot be viewed by others.

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).

The tenant admin can see all the notes that have been created by others in the tenant by selecting Catalog in the navigation bar, and then selecting Notes from the Types filter. However, the tenant admin cannot open or view the content of a note unless they are a member of the shared or managed space where the note resides, and have been given access to note.

Notes can be disabled by the tenant admin. For more information, see Enabling note creation.

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

Snapshots in notes

You can create a note from a snapshot, or add snapshots to a note from private or public sheets in personal, shared or managed spaces. 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. For more information, see Making app content public in shared spaces.

Depending on the managed space to which it is published, a single app can have multiple versions or copies in different spaces. This can impact the set of notes that are available to you. For example, if you publish an app from a personal or shared space to a managed space, then add a note to the app in the managed space (such as a note that includes a snapshot of a chart), the note will not be visible in the copy of the app that resides in the personal or shared space.

Access levels for notes

For notes in shared and managed spaces, there are different access levels for space members. Some of these can be set globally or individually. The possible access levels on a note consist of the following, which are ranked from highest to lowest permission level:

• Is owner: This is the note owner, and the user who created the note. It is similar to Can edit note access, but with some important exceptions. This access level cannot be changed or moved to another space member. This user has full control over whether or not the note is shared with other space members, and over who is given the initial access. When mentioning the note owner in a note, the access level of the user is displayed as Can edit.

  The note owner can delete the note from the space, whereas other users with Can edit access cannot.

• Can edit: Users with this access level are note coauthors. With this level of access, a user can edit the contents of a note, and set sharing configurations for the note (making the note public and managing individual space member access).

• Can view: Users with this access level can see the note exists, and read its contents. They cannot modify the contents of the note, nor can they modify access levels of other space members on the note.

• No access: This is the default permission level that is given to all other space members except the note owner upon creation of the note. Unless they have the Owner or Can manage role in the space, they cannot see that the note exists, and subsequently cannot view its contents. If a user with the No access permission level is mentioned in a note, they will not be notified of the mention.

Deleting notes

The following users can delete a note:

• Note owner
• Space owners and administrators
• Tenant admin

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.

Notifications

You can set your note notification preferences globally (for the tenant), at the space level, and individually (for each note). Space-level notification settings override global tenant settings, and individual notification settings override global and space-level settings.

For global note notifications, you can manage the following notification preferences from Profile settings in your profile menu:

• When you are added as a collaborator on a note

• When you are mentioned in a note

At the space level, you can manage your note notifications by clicking Space details > Notifications in the space view within Catalog. You can modify the following settings:

• When you are added as a collaborator on a note

• When a note is created in the space

• When you are mentioned in a note

You can also change the notification settings for an individual note. For a note, you can change whether you receive notifications when you are mentioned in a note.

Limitations

General limitations

• Notes does not support the following:

  • Data spaces
  • Qlik Sense Mobile SaaS app
  • QlikView apps (documents) in Qlik Sense
  • Dynamic charts
• A maximum of 25 users can open the same note at the same time.
• Note creation in browsers on small screens, such as on mobile and tablet devices, is not supported. Notes are read-only.
• Right-to-left setting is not supported.
• Selections from dynamic bookmarks are not supported in note snapshots. The selections will be the selections that were applied in the vizualization when the snapshot was added to the note.
• Previous or next selections from set analysis expressions are not supported in note snapshots.
• Variable values in note snapshots are set and are not updated in snapshots if they change in the source app.

• Shadows applied to chart objects in the app are not shown in the chart snapshots you can add to a note.

Visualization support

Notes does not support the following visualizations:

• Button
• Container, including individual charts in containers
• Custom extensions
• Dashboard bundle extensions
• Filter pane
• Word cloud chart extension
• Multi-KPI extension
• Trellis container extension

Limitations for note sharing

The following limitations apply to a note owner sharing their notes in shared and managed spaces with other users. If you exceed any of these limitations, users can delete notes or make shared notes private again, freeing up capacity for further note sharing.

• A maximum of 2000 notes can be shared with each user in the Qlik Cloud tenant.

• When a note is shared with other users, the access of each individual user (other than the note owner) to this note is counted as a note share. Within each shared or managed space, a maximum of 30,000 note shares can exist at once.

Technical limitations for adding snapshots to notes