Notes Page

Taking Notes

The Notes Page is where you can take notes relating to your projects and assign action items to team members. Project Notes is designed for easy integration with other applications. For compatibility, Project Notes stores notes as HTML in the database.

Opening Meeting Notes

The Notes tab on a project's Project Page lists all of that project's meeting notes as cards. By default the most recent meetings display at the top.

To open meeting notes:

1. From the Notes tab, click the meeting's card.

The open note fills the window, so a badge at the top left names the project the meeting belongs to. Click the badge to jump straight back to that project's Project Page.

Creating a New Meeting

When you create a new meeting, the current date is automatically populated and a default meeting title is assigned.

To create new meeting notes:

1. From the Notes tab, click + Add Note. The note opens immediately.
2. Type in the Title.
3. Type in the Date.
4. Check Internal item if the meeting notes are not intended for company reports.
5. Type meeting minutes in the note body — use the formatting toolbar above it for bold, lists, and other rich text.

Pressing Tab in the note body types a tab character rather than moving to the next field. Press Ctrl+Tab to move on (Control+Tab on macOS), or Shift+Tab to go back. The email and meeting template editors in Preferences work the same way.

Assigning Action Items

Meetings should result in Action items. Project Notes considers Action items and Tracker Items to be the same information. When you assign an Action item from a meeting note, the type on the Action/Tracker Item is automatically set to Action. The Identified By information is also set to the Managing Project Manager specified in the Project Notes Preferences. The Date Identified is set to the current date, and the Priority is set to High. The Action/Tracker Item is automatically associated with the meeting and the project.

The Action Items panel sits next to Attendees, below the note body. Each row shows a summary (status icon, name, priority, and who it's assigned to); click the pencil icon on a row to expand it and edit Type, Priority, Status, Assigned To, Identified By, Date Identified, Date Due, and Description — every field saves as soon as you change it. To do more advanced editing, or to change the item's meeting or project, find it later on the Item Tracker Page or the project's Tracker tab and open it — see Action Item Detail Page.

To assign an action item:

1. From the note, click + Add in the Action Items panel. A new item appears in the list.
2. Type the Item Name in the always-editable name field.
3. Click the pencil icon to expand the row, then choose the Assigned To team member.
4. Choose the Date Due, if needed.

To delete an Action Item:

1. Click the × button on the action item row. Note: You may not be able to delete the item if it is associated with other project information. In this case Project Notes opens the Search Page — see Search Page for how to work with search results.

To edit an action item:

1. Click the pencil icon on the action item row to expand it.
2. Update Type, Priority, Status, Assigned To, Identified By, dates, or Description.
3. Click the expand icon again (now showing a collapse arrow) to close the row — all fields have already been saved.

To reassign an item to a different project or meeting instead of editing it in place, see Moving Items.

Recording Attendees

It is important to record who attended a meeting to make sure the team is communicating effectively.

To add a meeting attendee:

1. From the note, click Add in the Attendees panel.
2. Search for and click the team member who attended. Only contacts already on the project's team (see Project Page) appear in this list.

To delete an attendee:

1. Click the × button on the attendee row.

Emailing the Notes

Right-click a meeting note, on the project's Notes tab or on the note's own page, and choose Send Notes. A draft opens straight away in your mail application, addressed to the meeting attendees, with the notes formatted into the body. Add anyone else there before you send it.

To send every meeting in one document instead of one note at a time, use the project's Reports > Meeting Notes… action.

See Reports and Email.