Project Notes

Every project in PMSuite has its own Notes tab, one of the tabs on the project detail screen (Overview, Files, Milestones, Tasks, Task Board, Gantt Chart, Invoices, Estimates, Orders, Timesheet, Expenses, Payments, Discussion, Notes, Rating, Burndown Chart, Activity, Tickets). Use it to keep written reference material attached to the project itself — meeting minutes, decisions, conventions, links — instead of scattering it across task comments.

Notes are a separate feature from the Notes free-text field on the project record itself (filled in when you create or edit a project) and from the Notes tab that exists inside an individual task.

Who can use it

You need the Projects module enabled on your role to reach the tab at all. Beyond that, project notes have their own dedicated entries in Roles & Permissions — separate view / add / edit / delete permissions for project notes, each with levels such as None, Added, Owned, Both, and All.

In practice:

Adding a note requires the add permission at All, or being the project admin of that project.
Deleting requires the delete permission at All, or Added for notes you created yourself.
Viewing a private note additionally depends on whether you were named on it (see Note types below).

Project clients also appear in the @mention dropdown on project notes, so a client attached to the project can be mentioned in a note.

Prerequisites

A project must exist — see Creating a Project.
You need view access to that project, plus the project-note view permission on your role.
To be notified about notes, your notification preferences must allow project notifications.

How to Access

Go to Projects at /account/projects.
Open the project you want.
Select the Notes tab.

You can also open a specific note directly: a project URL carrying ?tab=notes&note=<id> opens that note's detail view automatically. This is what makes note links shareable — paste the link into a chat or email and the recipient lands on the note itself rather than on the tab.

Working with notes

Create a note

Open the project's Notes tab.
Start a new note and fill in the Note Title.
Choose the Note Type — Public or Private. Choosing Private reveals an Employee picker; only the project members you select there can open the note.
Optionally tick Visible to Client to expose the note to the project's client.
Optionally tick Ask to re-enter password to require the reader to confirm their own account password before the note opens.
Write the Note Detail, using @mentions to pull in teammates or the project's client where relevant.
Save.

Note types and per-note access

Public — visible to people who can view the project's notes under their role permission level.
Private — visible only to the specific project members named on the note (plus the project admin and roles holding the note-view permission at All).
Visible to Client — controls whether the project's client sees the note.
Ask to re-enter password — adds a confirmation step where the reader must re-enter their own login password before the note's contents are shown. It is a re-authentication prompt, not a separate note password you set.

Edit or remove a note

Open the note from the Notes tab and edit it in place, or remove it, subject to your role's edit/delete permissions for project notes. Note type, client visibility and the password prompt can all be changed on edit. Re-saving a private note rebuilds its member list from the Employee picker, so re-confirm the selected members whenever you edit one. If a note you expect to be editable is read-only, that is a permissions matter rather than a fault — see Troubleshooting.

Notifications

When a note is added or updated, PMSuite notifies the relevant project people in-app, and the emailed version links straight to the note rather than to the tab. @mentions in a note also raise their own notification for the mentioned person. Whether the email, Slack or push copies go out depends on the company's email notification settings for project assignment notifications, and on each recipient's own notification preferences.

Effect on other features

Notifications: note activity feeds the in-app notification stream at /account/all-notifications, and can also reach email, Slack and push depending on the company's notification settings.
Mentions: mentioning a project client in a note reaches that client the same way mentions work in project discussions.
Permissions: changing a role's project-note permissions, or the Projects module access itself, changes who can reach notes.

Limitations

Private notes select from project members only. The Employee picker on a private note lists that project's members, so you cannot name someone who is not on the project. Workaround: add the person to the project first (see Project Members), then edit the note and select them.
The password prompt is re-authentication, not encryption. "Ask to re-enter password" asks the reader for their own account password; it deters shoulder-surfing but does not restrict who is allowed in — permissions and note type do that. Workaround: for material only a few people should see, set the note to Private and name just those members, and leave Visible to Client unticked.
A note lives inside one project. There is no shared cross-project notebook on the Notes tab. Workaround: keep company-wide reference material in the Knowledge Base at /account/knowledgebase, and use per-user Sticky Notes at /account/sticky-notes for personal jottings.
Notes are not tasks. They do not carry assignees, due dates, or progress. Workaround: create a task for the decision recorded in the note and link back to the note using its ?tab=notes&note=<id> URL.

Troubleshooting

The Notes tab is missing or empty for a user. Check Roles & Permissions for that role's Projects module access and its project-note view level — None hides the content. After changing any permission, have the user log out and log back in; permission changes do not always apply to an already-active session.
A user can see some notes but not others. The ones they cannot see are most likely Private notes they were not named on. Open the note as someone with access, edit it, and add the user to the Employee picker — or switch the note to Public.
A user is asked for a password when opening a note. That note has Ask to re-enter password ticked; they should enter their own PMSuite account password. If they have forgotten it, reset it the normal way — there is no separate note password.
A shared note link opens the project but not the note. Confirm the link still carries the ?tab=notes&note=<id> parameters — copying only the base project URL drops them. Also confirm the recipient has permission to view that project and that note.
Someone did not get the note notification. Confirm they are on the project, then check their notification settings; email delivery also depends on the company's email configuration.
A client cannot be @mentioned. The client must be attached to that project. Add the client to the project, then retry the mention.

Project Members Project Overview