Note visibility and sharing

Each note has a visibility level. It is private by default, then you can expand access when needed.

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General access

The sharing menu has a General access section where you set who can reach the note and at what permission level.

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Organization access

Controls what members of your organization can do with the note.

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Public link access

Controls what anyone with the link can do.

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Private notes and individual contributors

When both organization and public access are set to No access, the note is private — only you can see it. You can still grant access to specific people by inviting them as individual contributors directly from the sharing menu.

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Special case: guest users

For a guest user, a new note is automatically created with Organization access set to Write. This simplifies field collection without extra manual steps.

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Change access

1. Open the note.
2. Click the visibility status at the top left (or top of the note on mobile).
3. In General access, adjust the Organization and/or Public link level.

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Share a note

From the same sharing menu, you can:

• Copy link — copies the note URL (requires organization or public access to be enabled).
• Copy — copies the note’s content (text and formatting) to your clipboard, ready to paste elsewhere.
• Share via — share the note link through another app (WhatsApp, email, etc.).
• Invite by email — invite a specific person as an individual contributor.

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Move a note to another organization

Only the note’s creator can move it, and only to an organization they belong to.

1. Open the note’s menu.
2. Select Move to…, then choose the destination organization.

If the note is shared (organization or public access, or individual contributors), moving it revokes that access and any invitations, and unlinks it from its document. You are asked to confirm before this happens.