Guide
Write a note
Start a note from the Notes page or from a client, a project or a deliverable, format it as you write, and let it save itself.
Before you start
- No special role needed. Anyone can write a note only they can see, and anyone who can see a client, project or deliverable can write notes on it.
- Find it on Notes in the sidebar, or on the Notes tab of a client, a project or a deliverable.
Start writing
Open Notes
Pick Notes in the sidebar for every note you can see, or go to the client, project or deliverable the note is about and pick its Notes tab. Either way you get the notes already there, most recently edited first.
Click New note
WorkWiser creates the note and opens it straight away, on a page of its own. There is no dialog to fill in first: the note exists from the moment you ask for it, so nothing you type can be lost to a form you never finished.
Where the note lands follows where you started it. On a client, a project or a deliverable it is filed there. On the Notes page it takes whichever filter you have set, and with no filter set it is yours alone: only you can read it. Not even admins. Share moves it later, whenever you are ready.
Give it a title, or do not
The caret starts in the title box at the top. Type a title and press Enter to drop into the body.
Leave it empty and WorkWiser fills it in for you: the first line of what you write becomes the title the first time the note saves. Once a title exists, nothing overwrites it, so a note you named stays named however much the first paragraph changes. Until then the note is listed as Untitled note.
Format as you write
Select text for the formatting bar
Select any text and a small bar appears above it: the block type (paragraph, headings, bulleted, numbered and check lists), bold, italic, underline, strikethrough, inline code, text and background colour, and a link button.
On a phone the bar wraps onto a second row rather than running off the side, so every control stays reachable with a thumb.
Type / for the block menu
Type a slash on an empty line and pick what comes next: a heading, a list, a quote, a code block, a divider, a table. Keep typing to narrow the list, then press Enter.
The empty-note hint says the same thing, so the slash menu is not something you have to be told about twice.
Nest and outdent
Tab indents a list item under the one above it and Shift+Tab brings it back out. The usual shortcuts work too: Ctrl+B or Cmd+B for bold, Ctrl+I or Cmd+I for italic, Ctrl+K or Cmd+K to add a link.
Mention the work, and the people
Type @ and start typing a name
An @ anywhere in a note opens a small list. Keep typing and it narrows: clients, projects, deliverables, people and to-dos, each under its own heading. Pick one with Enter or a click and its name drops into your sentence as a link.
It searches as you type rather than showing you everything, because most teams have far more deliverables than anyone wants to scroll. Turkish spelling is handled either way: type cati and you will find Çatı.
You are only ever offered things you already have access to. If a project is not yours to see, it is not in the list. People are the exception, and deliberately: the list holds everybody you work with, and anyone who could not open this note is marked as such right there in the list, so you can decide rather than guess.
Mention a person
Pick somebody from People and their name goes into your sentence; type part of a name or an email address to find them. WorkWiser tells them: they get a notification saying you mentioned them in a note, and it takes them to the note if it is one they can read.
That is all it does. It is not a message and it does not open a thread, and it does not give them access to anything: if the note is not one they could already open, they are told it exists and no more, with no title and nothing of what you wrote. To let somebody read a note, move the note somewhere they can see.
A person’s name is not a link. There is no page for a person to open, so the name sits in your sentence as text and stays current if they change it.
Mention the same person twice in one note and they are told once. Edit the note afterwards and they are not told again. Take the mention out and put it back later and they are told again, because that is a new mention rather than the old one repeating.
Mention a to-do
Pick one from To-dos and its title drops in as a link. Click it and the to-do opens in its panel, wherever you are reading the note. A to-do with a due date shows it beside the title, which is usually what tells two similarly named ones apart.
Nobody is notified for a to-do, or for a client, a project or a deliverable. Those are things, not people.
The name stays current
A link remembers which thing you picked, not what it was called at the time. Rename the project and every note that mentions it shows the new name the next time it is opened. The same goes for a person who changes their name and a to-do that gets retitled.
Someone reading the note who cannot see that project still sees its name, written out as plain text. They just cannot click through to it. A to-do that is not theirs to see falls back to the words that were there when the link was made.
Archived things keep their link
Archiving a project does not break the notes that mention it. The link still works and picks up a small archived marker, so you can tell without leaving the note. An archived to-do behaves the same way.
Somebody who has left keeps their name in the notes that mention them, with no marker on it. The mention is a record of who was named at the time, and that does not stop being true. They are not offered in the list any more.
Move and delete blocks
Point at any block and two small controls appear in the left margin: a plus, and a grip of six dots. They need room beside your text, so they are there on a computer and on a tablet, and not on a phone.
Drag the grip to reorder
Press the grip and drag up or down, then let go where you want the block to sit. The whole block moves, so a heading, a list item or a picture arrives intact, and the new order saves itself.
Or reorder from the keyboard
Shift+Ctrl+Up or Shift+Cmd+Up moves the block your cursor is in one place up, and the same keys with Down move it one place down. Same reordering as the grip, without leaving the keyboard.
Click the grip to delete
A click rather than a drag opens a small menu. It holds one entry, Delete, which removes the block you are pointing at.
Click the plus to add a block
The plus opens a fresh row below the one you are on and brings up the slash menu, so you pick what the new block is without typing the slash. On a row that is already empty it uses that row rather than adding another.
Not on a phone
The handles sit in the margin to the left of your text, and on a phone there is no margin to put them in. So there are no handles on a phone, and blocks cannot be reordered there. That is a decision rather than something still on the way.
The keyboard shortcut does not rescue the phone case either, because a phone keyboard has no Cmd or Ctrl key. What does work is moving the text itself: select it, cut it, put the caret where you want it and paste. To drag a block into place, or to use the shortcut, open the note on a tablet or a computer.
Pictures and files
Type / and pick Image, Video, Audio or File. A panel opens where you can drop a file or browse for one, and the block fills in as soon as the upload finishes. Dragging a file onto the page or pasting one works too.
Notes take images, video, audio, PDF and plain text. Anything else belongs on the deliverable, where it gets a proper file list. Images are capped at 10 MB, audio and other files at 25 MB, and video at 50 MB. When a file is refused, the panel says which of those it was rather than showing a general error.
A file you put in a note can be opened by exactly the people who can read that note, and by nobody else. Move the note to a different client or project and its pictures move with it. Nothing is stored publicly: a link copied out of the page asks whoever opens it to sign in, and shows them the file only if they could already read the note. Leave a note open all day and its pictures keep working.
To save a copy, select a picture or a file block and click the download button on the formatting bar. It saves under the name you uploaded it with.
It saves itself
There is no Save button. WorkWiser writes the note about a second after you stop typing, and again while you keep going, so a long paragraph written without a pause is never sitting unsaved.
The line beside the breadcrumb tells you where you stand: Saving while there is something to write, Saved when there is not. Leaving the page saves whatever is still pending first, so clicking a link mid-sentence does not cost you the sentence.
If a save is refused
The status line reads Not saved and a banner explains which of three things happened: somebody else changed the note while you were writing, the note was archived, or it is no longer one you can reach.
In every case your text stays on screen and nothing is written over the saved version. The banner offers Copy my version, so you can lift what you wrote out to somewhere safe, and Reload this note to come back onto the current version. Copy first, then reload: reloading replaces what is on screen.
This is the safe failure on purpose. A note quietly overwriting somebody else’s paragraph is worse than a note that stops and says so.
Good to know
The editor follows your theme and your accent colour, light or dark.
Click anywhere in the empty space below your text to get a new row to type in at the end of the note. Clicking again keeps you in that row rather than adding another.
An archived note is read-only. The page says so and offers Restore, so a note you archived by mistake is one click from being writable again.
Notes are not deleted, they are archived. See Find, archive and restore.
Ready to see it on your own work?
WorkWiser is in early access. Tell us where to reach you and we will send an invite when it is your turn.