Notes
The things a team knows but never writes down: what we discount, who signs, what we say when they ask about the competition. Notes is the shared notebook — searchable, colour-coded, and visible to exactly the people you choose.
Colour is how a long list stays usable
NOTE COLOR (F8) fills the whole row in the list, in any colour you like. Teams use it for the obvious things — green for the standing answers, red for anything commercially sensitive, pale for the ones that are only reference. After thirty notes it is the difference between a notebook and a drawer.
- Any colour, chosen from the standard Windows picker
- The colour fills the row in the list, not just a marker
- It is shared: everyone who can see the note sees the colour
- Filter and search still work over the coloured list
Visible to exactly the right people
Every note carries a list of users who may see it. The standard discount bands do not have to be visible to a summer intern, and the escalation path does. The two lists on the left — keywords, and the users a note is visible to — are highlighted in yellow for the note you are reading, so the restriction is never a surprise.
- Per-user visibility, set on the note itself
- A restricted note is not in the list at all for anyone else
- Keywords group notes across products and markets
- Search runs over the notes you are allowed to read
Reading is not editing
Browsing and editing are two different modes, on purpose: you cannot alter the team's standard answer by leaning on a key while you read it. EDIT (F6) goes into the note, and leaving an edited note asks what you want to do about it rather than deciding for you. The three zoom keys make a long note readable on a laptop screen and put it back afterwards.
- EDIT (F6) to change, SAVE NOTE to keep
- Zoom out, zoom in and reset — F9, F10, F11
- Leaving an edit asks; it never silently discards
- Documents can be attached to a note like anywhere else
Keys worth learning on day one
Notes is the most keyboard-driven tab in the program.
- F4
- The Notes tab
- F6
- Edit the selected note
- F7
- New note
- F8
- Give the note a colour
- F9 / F10 / F11
- Zoom out, zoom in, reset the zoom
What this tab replaces
Every team has this knowledge. Most of them have it in four places, none of them current.
- The wiki nobody has updated since the migration
- The pinned chat message that scrolled away
- The document on the shared drive with six versions
- "Ask Ana, she knows what we quote for the public sector"
Write down the five answers you repeat
Discount bands, escalation path, support hours, the competitor question, the data-protection answer. That is an afternoon, once.