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Notes

1. What it is​

Notes are rich-text documents stored inside folders in SynergyOS. They support formatting, metadata, permissions, version history, and auditing, so written context lives with the work it describes.

Notes

2. Why it matters​

  • Context stays together: keep meeting notes, call logs, and specs beside files, emails, tasks, and chats in the same folder.
  • Governed access: notes inherit the folder’s permissions by default; you can switch a note to item-level permissions when needed.
  • Live collaboration: co-author in the browser with instant saves and a full version trail.
  • Easy retrieval: search by content, fields, tags, and the folder’s metadata scope.

3. Properties and behavior​

  • Location & identity: each note lives in exactly one folder. Moving or renaming does not break path links.
  • Permissions & inheritance: default visibility follows the parent folder. Item-level overrides are supported but should be exceptional.
  • Formatting: headings, paragraphs, lists, checklists, links, inline images; optional embeds when enabled.
  • Metadata & tags: attach fields and tags to drive filters and Saved Searches. Folder metadata scopes discovery for all notes inside.
  • Versioning & activity: every save creates a version; edits and significant actions appear in the folder’s activity timeline.
  • Links: path links open the note or its folder; they never grant access and work for guests who already have permission.
  • Attachments & references: reference files and items with links so the source of truth stays unified.
  • Lifecycle: delete moves the note to trash; restore returns it to its folder. Retention follows repository policy.

4. Working with notes​

  • Write where the work lives: create notes inside the client or project folder so permissions and metadata are correct.
  • Structure clearly: use headings, lists, and checklists; start with a brief summary at the top for scanning.
  • Turn discussion into action: capture decisions and create follow-up tasks in the same folder.
  • Standardize CRM workflows: use consistent titles and fields for call logs and meeting minutes so Saved Searches become reliable dashboards.
  • Review history: compare versions before sharing externally to ensure the latest decisions are reflected.

5. Best practices​

  • Name for retrieval: include client or project identifiers and dates users actually search for.
  • Prefer folder-level access: avoid item-level exceptions unless necessary.
  • Template the repeatable: create reusable outlines for recurring meetings or discovery calls.
  • Link, do not duplicate: reference existing files instead of pasting copies.
  • Keep notes concise: one topic per note improves search quality and permissions hygiene.

6. FAQ​

Do notes follow folder permissions automatically? Yes. Inheritance is the default. You can set note-level permissions when an exception is required.

Will links break if I move or rename a note? No. Path links resolve to the current location.

Can guests view notes? Yes, if the folder or the note grants them access. Path links do not add access; they only open locations for permitted users.

Can multiple people edit a note at the same time? Yes. Live co-authoring is supported; versions record the change history.