Pinning a note to a file

To write a note on a file:

1. Right-click on the file.
2. Hover over «Labels and fields» — it has an arrow on the right.
3. Choose «Add note» (or «Edit note», if there is one already).
4. The window that opens in the middle of the screen has two different boxes. The difference is who reads them.

«Write a note for this item…» — the item’s note: it sits under the name in the list and everyone with access sees it. It is the label on the folder: “signed version”, “supersedes the March document”. Whoever writes it appears next to the note.

⚠️ There is one, and it is shared: if you rewrite it, you replace the previous one. It is not a place where messages pile up — that is what comments are for.

«A note just for you…» — the personal note: only you see it, nobody knows it is there. It is for your own way of working: “to be checked”, “asked Marco”.

Note or comment?

• Something everyone needs to know when they look at the file → note.
• A conversation, a question to someone, something that gets a reply → comment (right-click → «Communications» → «Comments»).
• A reminder for yourself → personal note.

The most common mistake is using the shared note to talk to a colleague: they get no alert, and the next person who writes wipes the message.

Questions this guide answers

• how do I write a note on a document
• how do I leave a reminder on a file
• difference between a note and a comment
• can the others see my note
• add note
• edit note
• personal note
• note visible to everyone
• write a reminder on a file
• mark that a file is the good version
• write next to the name what the document is