Add notes, replies and @mentions on a project or task
Overview¶
Use notes to hold a conversation about a project or a project task inside SmartProperty. You can reply to a note, tag a colleague by typing @, and choose whether everyone on the project or only the people you tag can see each note. Notes appear on the "Notes" tab. Changes made to the project are recorded separately on the "Activity" tab.
Setup¶
You need edit access to a project to add, reply to, edit, or delete notes on it. With view access only, you can read the notes you are allowed to see. The note box and the "Reply", "Edit" and "Delete" controls are not shown. See the role reference for what each role can do.
You can tag only people who have access to the property. To bring someone new into a conversation, first give them access to the property. See Invite a user to SmartProperty.
Note emails are on by default. To change which note emails you receive, see "Choose which note emails you receive" below.
How-to¶
Add a note to a project¶
Open the project, then select the "Notes" tab. This shows the project's notes, with a note box at the top.
Select the "Add a note… type @ to tag a collaborator" box. This opens the note editor.
Type your note. Use the toolbar above the text to add bold, italic, underline, a numbered list or a bulleted list.
Under "Visibility:", leave "Everyone on project" selected, or select "Only tagged people" to limit who can see the note. See "Share a note with only certain people" below.
Select "Add". This posts the note on the "Notes" tab with your name, the date and time, and a visibility badge.
The "Add" button is not available until you type a note.
Add a note to a project task¶
Open the project, then select the "Stages & Tasks" tab.
Select the task name in the "Task" column. This opens the task on its "Overview" tab.
Select the task's "Notes" tab. This shows the task's notes, with a note box at the top.
Follow the same steps as for a project note. Task notes offer the same editor, visibility choices, replies and tagging.
Tag a colleague with @¶
In the note editor, type @. This opens a list of people who have access to the property.
Keep typing to narrow the list. You can search by name, role or email.
Select a person. Their name appears in the note as a mention.
Select "Add". The person you mentioned receives a notification with a link back to the project.
On an "Only tagged people" note, anyone you @mention can also see the note.
Share a note with only certain people¶
In the note editor, under "Visibility:", select "Only tagged people". This shows the "Who can see this note" box.
Select "Add a person...". This opens a list of people who have access to the property. Each row shows the person's name and email, and their role where one is set.
Check each person who should see the note. You can type in the box to search by name, role or email.
Each person you choose appears in the box. To take someone off, remove their name from the box.
Select "Add". The note shows a "Tagged only" badge with a lock icon. A line under the note starts with "Visible only to:" and lists you and the people you chose.
The "Add" button is not available until you choose at least one person.
Everyone you choose receives a notification.
Reply to a note¶
Select "Reply" under the note. This opens a reply editor under that note.
Type your reply, then select "Reply". The reply appears under the original note, in the order replies were posted.
Replies always belong to the original note. To continue a conversation, select "Reply" on the original note.
Reply to an "Everyone" note. The reply editor offers the same "Visibility:" choice as a new note. You can tag people with @. The author of the original note receives a notification.
Reply to a "Tagged only" note. The reply editor shows a "Tagged only" badge and the text "Replies stay visible to the people on the original note." The reply goes to the same people as the original note, and each of them receives a notification. To include someone who is not on the original note, start a new note.
Edit or delete your own note¶
"Edit" and "Delete" appear only on notes and replies you wrote.
To edit a note:
Select "Edit" under your note. This opens the note in the editor, with its current visibility.
Change the text or the visibility, then select "Save".
If you add people to the note while editing, by tagging them or by @mentioning them, those people receive a notification. People who were already notified are not notified again.
To delete a note:
Select "Delete" under your note. This opens the "Remove this Note" window. On a task note, the window is "Remove Task Note".
Select "Remove". The note is deleted.
If the note has replies, the window says "This action will remove the note and all of its replies from the project. Are you sure?" Selecting "Remove" deletes the note and every reply under it, including replies written by other people.
Open a note from a notification¶
Select the link in a note email, or select the bell at the top of the screen to see your notifications.
Select the notification for a project note. This opens the project on its "Notes" tab.
Select the notification for a task note. This opens the task on its "Overview" tab. Select the task's "Notes" tab to see the note.
On the "Notifications" page, choose "Projects" or "Project Tasks" in the notification type filter to see only note and task notifications.
Choose which note emails you receive¶
Select your name at the top right, then select "Settings". This opens your own settings.
Select "Notifications", then select "Projects". This shows two switches.
Turn "Project Updates" on or off. This switch controls emails about project notes.
Turn "Project Task Updates" on or off. This switch controls emails about project task notes and changes to project tasks.
The "Project Updates" and "Project Task Updates" switches control email only. Your notifications still appear when you select the bell at the top of the screen.
If email is turned off under "Channels", both switches are off and cannot be changed. The message "Email channel has been disabled." appears at the top of the page.
Reference¶
Visibility options¶
| Option | Who can see the note | Badge | Line under the note |
|---|---|---|---|
| Everyone on project | Everyone who can open the project | "Everyone" | "Visible to everyone on this project" |
| Only tagged people | The author, the people chosen under "Who can see this note", and anyone @mentioned in the note | "Tagged only" | "Visible only to:" followed by names |
Users with the System Admin role can see every note, including "Tagged only" notes. System Admin is held only by SmartProperty staff. An Account Admin sees a "Tagged only" note only when they wrote it or are on it.
Who is notified¶
| What happens | Who receives a notification | Email switch |
|---|---|---|
| You @mention someone in a project note | The person you mentioned | "Project Updates" |
| You post a project note set to "Only tagged people" | Everyone you chose | "Project Updates" |
| Someone replies to an "Everyone" project note | The author of the original note | "Project Updates" |
| Someone replies to a "Tagged only" project note | Everyone on the original note | "Project Updates" |
| Any of the above on a task note | The same people | "Project Task Updates" |
You never receive a notification for your own note or reply.
Notes in project status reports¶
When you generate a project status report, the "Notes" step lists the project's notes and replies, and every note is selected to start. Review the list and clear any note you do not want in the report before you continue.
Troubleshooting¶
If "Add" or "Reply" is greyed out, type some text first. For "Only tagged people", also choose at least one person.
If a person does not appear in the @ list or under "Add a person...", they do not have access to the property. Give them access first. See Invite a user to SmartProperty.
If a reply has no "Visibility:" choice and no @ tagging, the original note is "Tagged only". The reply goes to the people on the original note.
If you do not see "Edit" or "Delete" on a note, someone else wrote the note. Only the author can edit or delete a note.
If you do not see the note box on a project, check whether you are viewing a previous fiscal year. The note box is not shown for a previous fiscal year.
If you still do not see the note box, your role has view access to the project. Ask your Account Admin about edit access.
If you are not receiving note emails, check "Project Updates" and "Project Task Updates" under Settings, "Notifications", "Projects". Also check that email is turned on under "Channels".