Skip to content
Capell CMS

Using Notes

This guide is for teams who leave private notes inside the admin: editors flagging things on records, and the people who pick those notes up. No technical knowledge needed. Every step uses the labels you see on screen. Notes are internal only - visitors to your site never see them.

Using Notes (how-to)

Section titled “Using Notes (how-to)”

How to add a note to a record

Section titled “How to add a note to a record”
  1. Open the record you want to comment on (for example a page) so its edit screen is showing.
  2. Click Add note in the header.
  3. Type your message in the Note field.
  4. Set Visibility to choose who can see it: Private keeps it to you and the people you involve, while Record editors shares it with everyone who can edit that record.
  5. If someone should own the note, pick them under Assign to.
  6. To pull someone’s attention to it without assigning it, choose them under Mention.
  7. Save the note.
An administrator leaves a contextual note directly from a record edit screen. An administrator leaves a contextual note directly from a record edit screen.

How to assign a note and mention people

Section titled “How to assign a note and mention people”
  1. While adding or editing a note, use Assign to to give it an owner. Assigned people see it in their inbox and are notified.
  2. Use Mention to flag people who should be aware of the note but do not own it. Mentioned people are notified too.
  3. Save the note. The people you assigned or mentioned will find it waiting in their Notes inbox.

How to set a reminder on a note

Section titled “How to set a reminder on a note”
  1. While adding or editing a note, set Reminder due to the date and time you want to be nudged.
  2. To make it repeat, choose a value under Reminder repeats such as Daily, Weekly, Monthly, or Yearly. Leave it on None for a one-off reminder.
  3. If the time should follow a particular zone, set Reminder timezone.
  4. Save the note. When the reminder is due, the note surfaces for follow-up.

How to find notes that need your attention

Section titled “How to find notes that need your attention”
  1. Open Notes from the main navigation, under the Extensions group. It is also available from your account menu in the top corner, where a badge shows how many notes need you.
  2. The inbox gathers notes that involve you: those Assigned to me, your Mentions, items Due today, and anything Overdue.
  3. Use the Status filter at the top to switch between All, Open, and Resolved notes.
An administrator opens the notes item in the account menu, with a badge showing notes that need attention. An administrator opens the notes item in the account menu, with a badge showing notes that need attention. An administrator reviews assigned notes, mentions, and lifecycle actions from the inbox. An administrator reviews assigned notes, mentions, and lifecycle actions from the inbox.

How to resolve, reopen, and complete notes

Section titled “How to resolve, reopen, and complete notes”
  1. Open Notes and find the note in the inbox.
  2. When a note is dealt with, click Resolve to close it off.
  3. If a resolved note needs more work, click Reopen to bring it back to open.
  4. For a note that was assigned to you, click Complete assignment once you have finished your part.
An administrator reviews assigned and mentioned notes with resolve, reopen, and complete-assignment controls. An administrator reviews assigned and mentioned notes with resolve, reopen, and complete-assignment controls.

How to read an empty inbox

Section titled “How to read an empty inbox”
  1. Open Notes.
  2. If you see a message that no notes match the view, nothing needs your attention right now.
  3. Switch the Status filter to All to confirm there are no notes hiding under another status.
An administrator sees the default empty inbox when no notes need attention. An administrator sees the default empty inbox when no notes need attention.

Rolling out Notes (for owners)

Section titled “Rolling out Notes (for owners)”

Turn on first

Section titled “Turn on first”
  • Notes on records and the inbox. This is the whole package: adding notes, assigning them, and clearing them from the inbox. Get your team adding notes on a few records, then introduce reminders.

Add when needed

Section titled “Add when needed”
NeedUse
Hand a note to a specific personAssign to when writing the note
Make someone aware without giving them the jobMention when writing the note
Not forget a follow-upReminder due, with Reminder repeats for recurring ones
Keep a note tightly heldVisibility set to Private

Who does what

Section titled “Who does what”
RoleFirst useful screen
EditorA record’s edit screen: click Add note to flag something
Note ownerNotes inbox: pick up assigned notes and mentions, then resolve them

Troubleshooting

Section titled “Troubleshooting”
What you seeWhat it meansWhat to do
A note will not saveThe Note field is empty or the text is too longEnter some text and keep it within the length the message states
A note I expected is not in my inboxIt was not assigned to or mentioning you, or its status is filtered outSwitch the Status filter to All; check it lists you under Assign to or Mention
The inbox says no notes match this viewNothing needs your attention under the current filterSwitch the Status filter to All to see everything
A badge shows on the account menuSome notes are assigned to you, mention you, or are overdueOpen Notes and work through them
I worry a note is visible to visitorsIt is not; notes are internal to the admin onlyNothing to do - visitors never see notes
A reminder did not surfaceThe reminder time has not been reached yetCheck the Reminder due time on the note