Overview

Great communication is the key to highly satisfied customers. Chat with your customers, share your thoughts, what's working, what's stuck, ask questions, etc to internal or external team members. Keeping all communication in one place for all internal team members to see helps everyone stay on the same page!

User Access

All GUIDEcx users (Admin, Managers, Guides, Task Owners, Contributors, and Customer Users) can use project notes.
External Team Members can only see 'Public' Notes!

How to View and Send Notes

There are two types of notes:

Project-level
These are notes that can be about the project in general. These notes have their own tab within a project. (Seen below.)
Project notes are a great way to contact team members when you need to discuss aspects of the project that don’t associate with a specific task. To find project notes, locate the “Notes” tab within a project and make sure you select “Project Notes” in the drop-down menu located in the top left-hand corner of the page.

Here you can send a message to the whole team, or direct the message to a specific individual or group by “@” mentioning them. Anyone “@” mentioned will receive a notification via email.

You can choose if you would like the message to be “Public” to the whole group, or appear just for “Internal” facing members. Internal messages will appear as yellow, while Public messages will be white. The default setting for notes is "Internal", and can be changed when writing the note by clicking "Public" as shown in the screenshot above.
Task-level
These are notes that can be about a specific task. Each task has a tab within it for notes. This is what the tab looks like.

You can easily navigate your notes by toggling between task and project notes, as well as internal and visible notes, and also search for content within the notes too!

You can add notes to a task or a project. Each of these has an option for the message to be viewable by the customer or private for internal use. You can "@" mention groups of people or individuals to send a notification. You can format the text of your message, include hyperlinks, and paste images.

To add a note to a task, click the icon shown below.

Additionally, you can navigate there from the task menu.

Pro-tip: Use keyboard shortcuts "Command + Enter" and "Tab + Enter" to submit notes.

How to use the @mention feature in Project notes

Mention an Individual by using @ then typing their name will email this note directly to the user.
To notify an entire team use @internal team or @customer team will send the note to all users a part of those teams within the project. You can also use @team to send a note to every member of the project internal and customers.
Public vs Internal. All Public notes are viewable for everyone a part of the project. Internal are only visible to members of the internal team. Customers are not able to view these notes.

Best Practices

Using Internal notes to log meeting minutes and notes is one of the most important facts about Project Notes for your internal team.
Using Public notes as a way to send over a meeting recap to your customer is always a great way to keep them informed and reminded of new action items and items discussed in meetings.
We always recommend @mentiong someone on your notes so that the most important members of the team stay up to date as quickly as possible.
Use project or task notes to chat with your project members and revisit these notes for context in the future!

FAQs

How do I cc someone in a project note?

To cc an individual on a task note, simply @mention the individual (type "@" followed by their name.) This will send an email notification to the user with the note. You can even type cc before so everyone knows who was cc'd.

Keep in mind that the user you'd like to @mention must be invited to the project. Otherwise you won't see them in the drop down

See screenshot below:

How do I Hyperlink an external link to my note?

Type out your note then select the text you want to highlight then select the link icon to place your external link.

How do I add a file to a note?

Clicking the icon on the right-hand side of your note entry field that depicts a page with a plus icon will allow you to select the file(s) you wish to add.