Personal notes

  1. Add a note [top]
    In the New menu, select Note.
  2. View note details [top]
    Double click on the Note or display its Actions and select Details.
  3. Edit a note [top]
    Display the note details, make the changes and click on Save.
  4. Rename a note [top]
    Display the note Actions and select Rename.
  5. Delete a note [top]
    Display the note Actions and select Delete.

Group notes

  1. Access to group notes [top]
    Select the group name in the context selector, which default value is "Private".
  2. Default access rights [top]
    • View notes: all group members (can be changed).
    • Edit a note: notes creator (can be changed).
    • Add notes: group administrator (can be changed).
    • Delete notes: group administrator (can be changed).

    Note: in the group environment, all folders can always be viewed by all members (cannot be changed). This does not mean that all notes can always be viewed by all members: each note has its own access rights.

  3. Add a group note [top]
    Note: You can add content in the current folder only if the group administrator has allowed you to.

    Create a new note as you usually do in your private environment. You can also create a subfolder and add notes within.

  4. Share a private note with a group [top]
    Note: To use this feature, the group administrator must have allowed you to add notes in the group notes root folder (first level folder).

    If the note is already in your private notes, you can share it with the group. Go to your private notes and select Share with groups in the Actions menu of the note. Then tick the group name. If the box cannot be ticked, that means that the group administrator has not allowed you to add notes in the group notes root folder.

    The note appears in the group notes root folder. You can then move it to another folder (provided you are allowed to add notes in the destination folder).

  5. Allow someone to edit a group note [top]
    In the Actions menu of the note, click on Access and tick the boxes in the Edit note column.
  6. Administrators: allow members to add notes [top]
    Click on Access next to the folder name and tick the boxes in the Add notes column.

    Note: Ticked persons are also allowed to create subfolders and add notes in these.

    Note: Each folder has its own access rights. You can easily apply the same rights to all subfolders by ticking Apply this setting to all subfolders of. Be aware that if you edit the main folder rights later on, you'll have to apply to all subfolders again.

  7. Administrators: allow members to delete notes [top]
    Note: This right applies to all notes and subfolders in the current folder: don't give it to anyone.

    Click on Access next to the folder name and tick the boxes in the Delete notes column.

    Note: Each folder has its own access rights. You can easily apply the same rights to all subfolders by ticking Apply this setting to all subfolders of. Be aware that if you edit the main folder rights later on, you'll have to apply to all subfolders again.

Folders and subfolders

  1. Create a folder or a subfolder [top]
    Go to the folder where you want to add a subfolder. Display its Actions and select New folder. Enter a name and hit the Enter key.
  2. Rename a folder [top]
    Display the folder Actions and select Rename.
  3. Move a folder [top]
    You have two ways to do this:
    • Select the folder with the mouse and drop it on the destination folder.
    • Display the folder Actions and select Move.
  4. Delete a folder [top]
    Beware:
    • Deleting a folder means deleting all Documents it contains, as well as its subfolders and contents.
    • Once the Trash has been emptied, you can't get the Documents back. So, be careful when you empty the Trash.
    • Instead of deleting folders, you can archive them (see the corresponding help section).
    Select the folder, display its Actions and select Delete.

    Note: the folder will be actually deleted when the Trash will be emptied. If you have sent a folder to the Trash by mistake, you will find it there and will be able to move it back.

Search

  1. Search in all tools [top]
    A search field is displayed in all tools. In the left menu, select All tools. By default, only tour private data will be searched. Select Include group data if you wish to include them. Your choice is saved.
  2. Search in a single tool [top]
    • Simple search
      A search field is displayed in all tools. In the left menu, the current tool is automatically selected, but you can choose another one. Choose whether to include group data. Your choice is saved.
    • Advanced search: most tools have an advanced search, the search criteria being specific to each tool. Select Advanced search in the search field right pull-down menu.
  3. Search field syntax [top]
    • if you enter several words, you will get data that contain all these words. If you enter "OR" between words, you will get data that contain one of the words.
    • The search does make a difference between uppercase and lowercase.
    • You can add a star (*) after at least 4 characters to search on all words starting with these characters.
    Examples:
    • holiday hawaii (equal to holiday AND hawaii) will return data containing holiday and Hawaii.
    • Maui OR hawaii will return data containing Maui or Hawaii.
    • "great holiday" (with the quotation marks) will return data containing the "great holiday" expression.
    • "info*" will return data containing words starting with info (informations, informative, informed, etc.)
    • virus -computer will return data containing the word "virus" but not the word "computer".
    • tag:urgent will return data with the "Urgent" tag.
  4. Results display [top]
    Results are limited to 200 items and are sorted by relevance. This order cannot be changed for now.

    Depending on the tool where the item belongs, different Actions will be available: Open, Open in context/Open in the containing folder, etc.

    If you search in all tools, you can launch the same search in a single tool by selecting it in the search field left pull-down menu.

  5. Recent searches [top]
    The 5 more recent searches can be recalled from the search field right pull-down menu.

Tags

  1. What are tags for? [top]
    Tags allow for organising your data with labels such as Urgent, Important, etc. and/or by project, client, etc. The first step is to create your own tags.
  2. Access to the tags [top]
    Select any data, display its Actions and select Tags.
  3. Create a tag [top]
    In the tag window, enter the new tag name in the upper part of the window and click on Add. Then, you can choose the optional colour.
  4. Edit a tag [top]
    Tag names cannot be edited. However, you can change their colours.
  5. Delete a tag [top]
    In the tag window, click on the red cross next to a tag.
  6. Tag some data [top]
    Select Tags in the item Actions. In the tag window, tick one or more checkboxes, depending on the tags you wish to set. Later on, you will be able to select other tags or unselect the current ones.
  7. Display data with a given tag [top]
    There are two ways to do this:
    • Enter "tag:TAG_NAME" in the search field available in all tools. Choose whether to search in the current tool only or in all tools.
    • Open the Advanced search and select a tag.
  8. Tags and groups [top]
    Tags belong to a person and not to a group: there are no group tags. It is not advised to use tags in a group data.
 

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