How to use comments / notes (internal and external) – what’s the difference?
Step 1: From the Dashboard and its Project list, click on the project name you wish to update comments or notes for. In this case, I am selecting “New Items (3370)” Project as indicated by the red arrow below.
Step 2: Once the required Project appears as shown below, at the middle left of the page you can see “Comments” section where you can see “Project Notes” tab, “Asset Notes”, “Task Notes” tab with internal & external as indicated by the arrow. Each of these are explained in the next steps. When you click on “View Assets” you will see “Asset Notes” tab appearing. When you click on “View Tasks” shown in 3rd image then you can see “Task Notes” as below.
Step 3: When “Project Notes” & “Internal” are selected, Comments / Notes are added to the entire project and viewed ONLY by internal users. When an external user is added and given “internal or external access,” this comments/notes can be viewed by external user as well.
Step 4: When you select “Project notes & external”, then whatever comments/notes you update in the comments section, all external members of that project will be able to view them but none of the internal members will be able to view them as indicated by the red arrow.
Step 5: All the Project Notes / Comments that are added for Internal members are indicated by highlighted Project Notes and Internal. However, just like in Step 4, the external members can’t view them.
Step 6: Now moving on to “Asset notes”, to see asset notes, you first need to click on “View Assets” as indicated by the arrow.
Step 7: You will now see all assets in that project as shown below. Now select the “Notes” button of that particular asset where you want to add comments/notes to that particular asset only as shown below in the 2nd image.
Step 8: The Asset & its Asset Notes get highlighted & opened up, as indicated by the red arrows. You may now type any comments/notes for that Asset.
Step 9: The Asset “Notes” button will turn blue, indicating an asset notes. Click the “Notes” button to see the comments / notes. Same as Project notes, when Internal is selected, only Internal members can view and vice versa.
You can tag project members in the notes by adding “@” and the name / email address of the member [@sample@email.com / @samplename] to indicate that the note is for them.
