Notes & Docs

Your company's documentation in one place: private notes, notes shared with colleagues, and wiki pages in spaces with a page tree, versions, templates and a review cycle.

Overview

Everything is written in a visual editor (Markdown underneath: headings, lists, tables, task lists, code, pictures and draw.io diagrams). Notes save themselves a few seconds after you stop typing. Ctrl/Cmd+S saves at once, Ctrl/Cmd+E switches between reading and editing, Ctrl/Cmd+. opens the note's settings.

The one question that matters is: who can read this, and who can change it? The answer depends on where the note lives.

1. Where a note lives

The owner is the person who made the note (or a person it was handed over to). The owner can always read and edit it.

2. Personal notes: who reads, who writes

In the note's settings (or in the New note dialog, or the right-click Share), the owner sets Who can read it:

• People you share a note with get a message in their inbox, once.
• An editor changes the title and the text, adds pictures and can restore an older version. An editor cannot change who reads the note, its tags, its encryption, its review settings, hand it over or delete it: those stay with the owner.
• Teams and projects can read, never edit. If a group should write together, use a space.
• An encrypted note can be shared for reading only; nobody but the owner, with the password, can write it.
• When you share a note you are asked how long it stays valid (see 5).

3. Spaces and pages

A space has a short key (such as ENG), a name and an access list. The list names users, teams or everybody, each at one level:

• A space always has at least one administrator that is a person or a team (not "everybody").
• Who may start a space: the RC Admin (for anything), a team lead (for their team) and a project manager or owner (for their project). Spaces are never made automatically with a team or project.
• A space made for a team or project starts with that team (or the project's teams) as editors and its maker as administrator.
• A page can sit under another page; New page and New page below (right-click) make one. A page's path is shown under its title. Move takes a page with everything below it to another place or space (you need edit rights in both).
• Pages are not shared one by one, and a page cannot be encrypted: several people write it.
• The RC Admin can manage every space's access list, but reads only what the list allows, like everybody else.

4. Who may do what

You do not have to work this out yourself: the Access button (shield icon) in the toolbar of every note shows where it lives, who can read it, who can write it, and what you may do with it and why.

Two things never change the picture: a note's folders are each person's own bookmarks and give nobody any access, and an archived page is read-only for everybody.

5. Keeping content current

Documentation rots. Notes & Docs keeps stale content out of the way instead of letting it pile up.

• Review cycle. A note shared with others is valid for a period you choose when you share it (12 months by default). When it is due, the owner gets a task. Mark as reviewed (only once it is due) starts the period again. If the owner does nothing for 14 days, their manager gets a task of its own.
• Outdated. A shared note overdue by more than 180 days disappears from lists, search and the AI assistant until it is reviewed. The owner's own list, bookmark folders and "Due for review" still show it.
• Drafts. A new page is a draft: only its author reads it, it has no review date, and it is not in search. Publish makes it visible and starts the cycle.
• Archive. An archived page is read-only, out of trees and lists and out of the assistant, but links to it still work. It can be brought back.
• Space health (administrators): overdue pages, pages whose owner has left, pages nobody has opened or changed for a year, forgotten drafts. Archive them in bulk, or take over pages whose owner is gone.
• Finding things. Pinned and recently used spaces are listed; Browse all spaces searches the rest; you can hide spaces you do not care about (only for you). While you type a page's title, similar existing pages are pointed out, by words and, where an embedding service is set up, by meaning.
• When an account is deleted: its private notes and personal folders go; shared notes pass to the person's manager with a task to find a new owner or delete them.

6. Templates

For pages that should look the same everywhere (project pages, system documentation, meeting notes): write one page, right-click it and choose Save as template. Choose whether it is for one space (its editors use it) or for everybody (the RC Admin's choice). In the title and text, {{date}}, {{author}} and {{space}} are filled in when a page is made.

• New note and New page ask for a title and offer a blank start or a template. In the New note dialog you can also choose where to put it (a space or your own notes), tags, folders and who reads it.
• The Templates button lists the templates you can use. The pen opens one to change its name, purpose, title and text (with a preview); delete asks twice.
• Pictures are not copied into a template. Saving under an existing name replaces that template.

7. History and versions

Everybody who can read a note sees its activity (created, edited, shared, handed over, reviewed, archived...) and its versions with a line-by-line comparison, as in a wiki. Saves by one person within 15 minutes are one version. Restoring an old version (editors and owners) is itself a new version, so nothing is lost. Deleting a note deletes its history.

8. Folders, tags, pictures, encryption

• Folders are your private bookmarks. Drag any note you can read - a page, a note shared with you - into your folder. Nobody else sees your folders and they change nothing about the note.
• Table of contents: type / in the editor and choose Table of contents. The note view then shows a linked list of the note's headings, nested by level, at that place. In the editor itself it is a plain [TOC] line.
• Tags belong to the note; the owner (or an editor of a page) sets them. Click a tag to filter.
• Pictures by drag and drop, paste or file picker; right-click a picture for its size (10-100 %) and position. Diagrams are drawn in the built-in draw.io editor, which runs on your own server and sends nothing out.
• Encryption (personal notes only): the text is encrypted in your browser with a password only you know. A lost password cannot be recovered. An encrypted note cannot hold pictures.
• AI assistant: it finds notes with the same rule as the list - it never sees what you cannot read, never encrypted notes, and not drafts, archived or outdated ones.

Rules and limits

• Pictures: PNG, JPG, GIF, WebP, SVG up to 10 MB. Notes are Markdown; there is no underline or text alignment.
• At most 200 templates per space.
• At most 200 versions are kept per note (the first stays).
• Access is always decided on the server; hiding a button is only convenience.