Project Notes Mobile

Overview

Project Notes Mobile is an iOS companion app for Project Notes. It gives project managers access to their projects, notes, tracker items, contacts, and companies on their iPhone or iPad. Data is synchronized with a cloud backend so the mobile app stays in sync with the desktop application.

The app uses a bottom tab bar with four top-level tabs. Settings and utilities live in the Main Menu, a full-screen page opened from the ≡ button at the top left.

Bottom Tabs:

Tab	Description
Projects	List of all projects
Contacts	List of all team members
Companies	List of all companies
Items	Unified list of all tracker items across all projects

Main Menu (top-left ≡ button):

The menu fills the screen. Tap the back button at the top left to return to the tabs. Pages opened from the menu return to it when you go back. Sync All closes the menu so you can watch the sync progress bar over your lists.

The items are grouped on rounded cards under three headings.

Section	Item	Description
App	Appearance	Open the Appearance page for light/dark mode and text size. The current mode shows beside it
App	View	Open the View Options page
App	Preferences	Open the Preferences page
Sync	Cloud Sync Settings	Open the Sync Settings page
Sync	Sync All	Manually trigger a full sync with the cloud server
Support	Help	Open this documentation
Support	What's New	Open the release notes
Support	About	Display the About screen with version information

Pages

Projects List Page

The entry point for project work. Displays all projects as a scrollable list. A Quick Search bar at the top filters the list in real time as you type.

Tap a project to open the Project Details Page.
The list respects the Show Closed Projects setting in View Options.
Tap the filter button and choose Folder to show only the projects in one or more project folders. Every folder is listed, along with Not Categorized for projects in no folder. Check as many as you like and tap Apply. Folders are created and named in the desktop app and sync to the phone with the rest of your data.

Project Details Page

Shows the full details for a single project, organized into tabs:

Tab	Contents
Info	Project name, number, status, managing company, project manager, and description
Notes	All meeting notes for the project — tap a note to open the Note Detail Page
Tracker	Tracker and action items for the project — tap an item to open the Tracker Item Detail Page
Locations	Associated file paths and locations — tap an entry to open the Location Detail Page
Team	Team members assigned to the project — tap a member to open the Team Member Detail Page

Project Notes Page

Lists all meeting notes associated with a project. A Quick Search bar at the top filters notes by title or content as you type.

Tap a note to open the Project Note Detail Page.
Notes are listed in reverse chronological order.

Project Note Detail Page

Displays the full content of a single meeting note.

Field	Description
Title	Note title or meeting subject
Date	Date of the meeting or note
Internal	Marks the note as internal (not for company distribution)
Content	Full rich-text body of the note
Attendees	List of meeting attendees — tap to open the Meeting Attendees Page
Action Items	Action items generated from this note — tap to open the Note Action Items Page

Emailing meeting notes: When you email a meeting note, Project Notes Mobile opens the native iOS mail composer (the standard Mail compose sheet) pre-populated with the attendees as recipients and a message body that includes the note content, its action items, and the attendee list. You can review and edit the message before sending, and it is sent through your device's configured mail account. (Earlier builds opened a plain mailto: link, which could not include the full action-item and attendee details.)

Meeting Attendees Page

Lists all attendees for a specific meeting note. Tap an attendee to open the Meeting Attendee Detail Page. Touch and hold an attendee to share their contact card.

Meeting Attendee Detail Page

Displays the name and contact details for a single meeting attendee.

Note Action Items Page

Lists the action items associated with a specific meeting note. Tap an item to open the Tracker Item Detail Page.

Project Tracker Page

Lists all tracker items (risks, issues, action items, work items, change requests) for a project. The list respects the Show Internal Items and Show Resolved Items settings in View Options.

Tracker Item Detail Page

Displays the full details for a single tracker item.

Field	Description
Type	Item type: Risk, Issue, Action Item, Work Item, or Change Request
Item Number	Unique item number within the project
Title	Short description of the item
Status	Current status: New, Assigned, In Progress, Resolved, Closed
Priority	Priority level: Low, Medium, High, Critical
Assigned To	Team member responsible for the item
Meeting	The meeting note this item originated from, chosen from a drop-down of the project's notes. Linking an item to its meeting ties the item back to where it was raised.
Due Date	Target completion date
Opened Date	Date the item was opened
Closed Date	Date the item was resolved or closed
Internal	Marks the item as internal
Description	Full description of the item
Comments	Threaded comments — tap to open the Tracker Item Comments Page

Tracker Item Comments Page

Lists all comments attached to a tracker item in chronological order. Tap a comment to open the Tracker Item Comment Detail Page.

Tracker Item Comment Detail Page

Displays and allows editing of a single comment on a tracker item.

Status Items Page

Lists status report items for a project. These are high-level summary items used for status reports and company presentations.

Status Item Detail Page

Displays the details for a single status item.

Field	Description
Type	Status item category
Description	Item description
Internal	Marks the item as internal

Project Location Detail Page

Displays an associated file path or folder location for a project.

Field	Description
Description	Human-readable label for the location
Path	File system path or URL

When the path is a web link, an Open button appears. For a Word, Excel, PowerPoint, or Project document stored in SharePoint/Teams, it first tries to launch the matching Office app directly to that document, falling back to Safari when the app isn't installed. A local file system path (e.g. from a desktop File Finder scan) can't be opened from the mobile app.

Team Members Page

Lists all team members assigned to a specific project.

Touch and hold a team member to share their contact card.

Team Member Detail Page

Displays the relationship between a team member and a project, including their role on that project.

All Items Page

A unified view of tracker items across all projects. Useful for seeing all open or assigned items regardless of which project they belong to. The list respects the same View Option filters as the per-project tracker page.

Tap an item to open the Tracker Item Detail Page.

Contacts Page

Lists all team members in the database. A Quick Search bar filters the list as you type.

Tap a contact to open the Contact Detail Page.
Touch and hold a contact to share their contact card. When the contact has a company, the same menu offers Quick Filter… to show only that company's contacts.

Touch and hold a contact, team member, or meeting attendee to open its contact card menu.

Email Contact… opens the iOS Mail compose sheet with the person's vCard (.vcf) attached and the subject Contact: <name>. Add the recipients before you send. If Mail has no account set up, the share sheet opens instead so you can pick another mail app.
Export Contact… opens the iOS share sheet. Save the card to Files, AirDrop it, send it in Messages, or open it in another app.

The card holds the name, company, role, email, office phone and cell phone.

Contact Detail Page

Displays the full contact record for a team member.

Field	Description
Name	Full name
Email	Email address
Office Phone	Office phone number
Cell Phone	Mobile phone number
Role	Job title or role
Company	Associated company

A phone-icon button appears next to Office Phone and Cell Phone when a number is present. Tapping the button opens your phone's dialer with that number pre-filled, using a tel: URL. The same call buttons appear on the Team Member Detail Page and Meeting Attendee Detail Page wherever a phone number is shown.

Companies Page

Lists all companies in the database. A Quick Search bar filters the list as you type.

Tap a company to open the Company Detail Page.

Company Detail Page

Displays the details for a company.

Field	Description
Name	Company name
Address	Mailing address
Phone	Main phone number
Website	Company website
Notes	Freeform notes about the company

Editing and Deleting Records

Detail pages show the project and note context in their title bar so you always know which record you are editing.

When you delete a record that other records depend on — for example, a contact who is still assigned to projects or a note that still has action items — the database blocks the delete to protect your data. The app now reports this with a clear message and keeps the record open, instead of appearing to do nothing. Remove or reassign the dependent records first, then try the delete again.

Sync Settings

Open from ≡ → Cloud Sync Settings.

The mobile app synchronizes data with Project Notes Pro hosting using SqliteSyncPro. Hosting is fully managed — there is no server address or API key to enter. You sign in with the same Project Notes Pro account you use on the desktop, and your data stays in sync across every device.

Setting	Description
Enable Sync	Master on/off toggle for cloud synchronization. When off, the app operates in local-only mode and no network requests are made.
Email	The email address for your Project Notes Pro account.
Password	The password for your Project Notes Pro account. It is kept in the iOS Keychain along with the encryption phrase.
Encryption Phrase	An optional passphrase used to encrypt your data before it is sent to the server. If set, the same phrase must be configured on every device that syncs this account. Leave blank to disable encryption.

The page also shows your current subscription status and a link to www.projectnotespro.com, where you manage your subscription, along with the Project ID your data is associated with.

Checking your settings:

Each field saves as soon as you leave it, so a mistyped password or a mismatched encryption phrase would otherwise sit unnoticed until you wondered why nothing was syncing. When you change one of these fields and then tap Back, the app signs in to Project Notes Pro with what you entered and confirms your encryption phrase opens the records already stored for your account. If something is wrong, a dialog appears before the page closes:

Credentials rejected — the email and password were not accepted. Sync will not run until they are corrected.
Encryption phrase mismatch — sign-in worked, but none of your stored records can be decrypted with the phrase you entered, so records from your other devices would be skipped. Every device on the account must use the same phrase.
Host unreachable — your settings were saved but could not be checked. They will be checked again the next time sync runs.

Tap Back to Settings to stay and fix the field, or Leave Anyway to continue — your entries stay saved either way. The desktop app performs the same check when you navigate away from its Settings screen.

Sync behavior:

The app syncs automatically in the background on a 30-second interval when Enable Sync is on.
Use ≡ → Sync All to trigger an immediate full sync at any time.
A thin progress bar below the navigation bar indicates sync activity: green while syncing, red if an error occurs.
Sync errors are written to error.log in the app's data container.

Appearance

Choose how the app picks between light and dark colors. Tap one of the three tiles:

Tile	Effect
System	Follow the light or dark setting of your iPhone or iPad
Day	Always use light colors
Night	Always use dark colors

The change applies right away and is remembered the next time you open the app.

Text Size: drag the slider between the small and large A to make the text throughout the app smaller or larger. It has seven steps, matching the iOS text sizes, with the middle step as the default. The preview below the slider shows a list row and a field at the chosen size, and the rest of the app changes along with it.

View Options

Open from ≡ → View.

View options control which records are shown in list pages throughout the app. Changes take effect immediately without requiring a restart or manual refresh.

Option	Default	Description
Show Closed Projects	On	When enabled, projects with a Closed status appear in the Projects list. Turn this off to hide completed projects and reduce clutter.
Show Internal Items	Off	When enabled, tracker items and notes that are marked Internal are visible. Turn this on to see items that are not intended for company distribution.
Show Resolved Items	Off	When off, the tracker and All Items pages show only items with a status of New or Assigned — Resolved, Deferred and Canceled items stay hidden, which keeps the focus on open work. Turn it on to see every item. Matches Show Resolved Items in the desktop app's View menu.

Preferences

Open from ≡ → Preferences….

Preferences configure default values that are applied when creating new records.

Setting	Description
Managing Company	The company that is pre-selected as the managing company on new projects. Choose your own organization from the Companies list.
Project Manager	The team member that is pre-selected as the project manager on new projects. Choose yourself from the Contacts list.

Setting these values saves time when creating projects because you will not need to fill in the same managing company and project manager on every new project.

About Page

The About page displays the application name, version number, and copyright information. Open from ≡ → About.

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