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Working with notes

Create, share, and collaborate on notes by performing the following tasks.

For more information, see Notes examples.

Create a note

Create a new note by selecting Notes in sheet view. Select Personal from the drop-down menu to create a private note. Select a shared or managed space to create a note that others in the space can view.

Create new note in shared space

Enter text in a note.

You can also select Add Add new from the navigation bar in most views and then create a new note.

Create new note from navigation bar

Create new note from navigation bar.

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

Create new note from a snapshot

Create a note with a snapshot of the selected chart

Add and format text

Add text and use the formatting options in the toolbar.

Enter text in a note

Enter text in a note.

Add snapshots of charts

Use snapshots to capture an image of a visualization at a certain point in time, and with various selections applied. These snapshots can be added to existing notes in the space.

  1. Expand the Notes tab, and then open the note to which you are adding a snapshot.

  2. Navigate to the part of the note where you would like to insert the snapshot.

  3. Right-click a chart and select Note Notes, and then click Note Add snapshot to note.

The snapshot appears in the note, and shows the chart at the point in time when you took the snapshot.

Add snapshot to a note

Add snaphot to a note.

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 members of the space 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 a sheet public.

Snapshot added to a note

Snapshot added to a note.

View notes linked to charts, sheets, and apps

When you add a snapshot of a chart to a note, the note is linked to the chart. The note is also linked to the sheet and app from which the chart was created.

You can use this to see how charts have been used in notes within a space, and to understand how others have interpreted the data in their analysis.

Linking charts to notes

Diagram mapping out how notes can be linked to charts. You can link a chart to a note by creating a new note with a snapshot of the chart in it, or by adding a snapshot to an existing note. This enables collaboration between space users on analyzing and interpreting data. Users can search a chart for all notes linked to it.

You can link a chart to a note by either adding a snapshot of the chart to a note, or by creating a new note with a snapshot of the chart. Do the following:

  1. Right-click a chart, and then select NoteNotes.

  2. Click NoteAdd snapshot to note or CameraCreate note with snapshot.

Expand the Notes tab to display a list of all notes created in the selected space, either your Personal space or the space in which your app is located. You can also toggle between Your notes and notes that are Owned by others.

In the Notes tab, notes might be organized into several categories, depending on the space in which they exist and whether they have been linked to a chart.

The categories are as follows:

  • Notes related to this chart: Shows all notes that contain snapshots of the selected chart. You can only see this category when you search a chart for notes that are linked to it. To see this category, right-click on a chart and select NoteNotes, then click NoteFind notes related to this chart . For more information, see View notes linked to a specific chart.

  • Notes related to charts in this sheet: Shows all notes that use snapshots from the sheet that is currently open. If you have searched a chart for related notes, this includes notes linked to all other charts in the sheet except the selected chart. Otherwise, it shows notes linked to all charts in the sheet.

  • Notes related to charts in other sheets: Shows all notes linked via snapshot from any chart in the app, except the charts contained in the sheet you have open currently.

  • All other notes: Shows all notes from the opened sheet and app that do not contain a snapshot, as well as notes from all other apps in the space (with and without chart snapshots).

If the notes are not organized by category, all of the notes in the space belong to the same category. In other words, the notes will only be grouped by category when there is a difference in how one or more notes are linked to charts using snapshots. For example, if none of the notes in the space are linked to a chart via snapshot (that is, they fall under the All other notes category), there will be no category headings displayed in the list.

List of all four possible categories for note content

List of all four possible categories for note content

View notes linked to a specific chart

You can quickly discover notes which use snapshots of charts in the sheet.

  1. Right-click the chart which you want to explore notes for.

  2. Select NoteNotes, 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 related to this chart

    Find notes using the selected chart
  3. Check the Notes tab for any notes that might be listed under Notes related to this chart. For notes you have created, check Your notes. To explore notes created by other users in the space, switch to the Owned by others sub-tab.

    When using Find notes related to this chart, you will automatically be switched between sub-tabs (Your notes or Owned by others) if there are no notes linked to the chart in the current sub-tab, but notes are linked to that chart in the other sub-tab.

 

Mention other users in a shared or managed space

In a shared or managed space, mention other users so that they are notified of the note. Any user who is mentioned in a note will be notified of the mention. Mentioned users will only be notified the first time they are mentioned in a note. Users can be mentioned in any note.

When you mention a user, you can also allow them to edit the note if they are a member of the space. Select Make editor in the Mention tip notification.

Type '@' to view a list of all the coauthors and users previously mentioned in the note.

Mention coauthors and previously mentioned users in a note

Image demonstrating how to mention note owner or coauthor in note content.

You may also need to mention a user with Can view access in a note. You can use type-ahead search to find and mention these users. Type '@' followed by three or more characters to search all users in the space with access to the note, including those added indirectly as members of a group.

Use type-ahead search to mention any direct or indirect member of the space in a note

Image demonstrating how to mention any direct or indirect space user in a note.

Change permissions on a note

By default, other members of a shared or managed space can view the notes that you create. The note owner and note editors can change permissions on a note.

To allow others to edit a note, open the note and then select User Modify access. Change permissions in the dialog box that opens.

By default, this dialog box only lists permissions for the note owner and users with Can edit access to the note. You can also search for users who have Can view access, including individual users in the space and users who were added indirectly as members of a group.

Type at least three letters into the search bar in this dialog box to search for these additional users. From here, you can update their access to the note and the user will populate in the main dialog list.

Space members are notified when they are given edit permissions.

Tip noteYou can also assign note editing permissions to members of a space when you mention a user in a note. Select Make editor, in the Mention tip notification.

Change permissions on a note

Image demonstrating how to modify a note's permissions for any space user.

When a user is added to a space, whether directly as an individual user or indirectly as a member of a group, they will have Can view permissions for any notes created in the space. The note owner and note editors can adjust individual user permissions to provide Can edit access to a note as needed.

View notifications

Select Notifications Notifications in the navigation bar to view events regarding notes. Select an event to navigate to the note.

You can also receive notifications by email. For information about setting notification preferences, see Notifications.

Notifications panel

Notifications panel.

Collaborate on a note

Other members of a shared or managed space with edit permissions for the note can collaborate on a note. A flag shows when someone else is active in the note.

Response in note

Response in note.

View notes

Select Notes from the toolbar in sheet view to see your notes in your personal space, as well as notes from other users in a shared or managed space. You can also view notes in the Home and Catalog tabs, and organize notes using Collections.

View notes in Home

When you mention a user in a note, you can also change their permissions to allow them to edit the note. Select Make editor in the Mention tip notification.

Learn more