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File Notes

File notes enable you to add annotations and internal reminders to specific documents within a portal.

Portal Files Overview

Adding Notes​

Notes are attached to individual files and can be used for internal tracking, reminders, or communication.

From File Actions Menu​

  1. Hover over a file to reveal the actions menu
  2. Click the ellipsis (⋮) button
  3. Select Edit Note
  4. Type your note and save

Quick Notes​

For brief annotations:

  1. Right-click a file
  2. Select Edit Note
  3. Type and save

Viewing Notes​

Note Indicator​

Files with notes show an indicator in the file list:

  • Note icon visible on the file row
  • Hover to see note preview

Portal with File Notes

Reading Notes​

  1. Hover over a file with a note indicator
  2. The note preview appears as a tooltip
  3. Click to edit the full note

Note Features​

Editing Notes​

  1. Click on the file's action menu (⋮)
  2. Select Edit Note
  3. Modify the note text
  4. Click Save

Deleting Notes​

  1. Open the Edit Note dialog
  2. Clear the note text
  3. Save to remove the note

Use Cases​

Document Tracking​

Track document status:

  • "Pending client review"
  • "Approved - ready for signature"
  • "Needs revision - see email 1/15"

Internal Reminders​

Add reminders for your team:

  • "Follow up with client by Friday"
  • "Waiting on legal approval"
  • "Ready for final review"

File Organization​

Use notes to categorize or tag files:

  • "Q4 2024 Financials"
  • "Contract Amendment v2"
  • "Client signed copy received"

Best Practices​

Be Concise​

Keep notes brief and actionable:

  • "Review by 1/20"
  • "Waiting on signature"
  • "Final version - approved"

Use Consistent Format​

Develop a consistent note format for your team:

  • Status first: "PENDING: awaiting client feedback"
  • Date stamps: "[1/15] Sent to client for review"
  • Action items: "TODO: send reminder Friday"

Regular Review​

Periodically review and update notes:

  • Remove outdated notes
  • Update status changes
  • Archive completed items