Add and use internal notes

Discover internal notes: an individual or shared reminder to find your notes in the right place.

Why this is useful for you

No more sticky notes scattered on a desk or information lost in emails: the internal notes in Formality let you keep context directly in the right place.

You can share a reminder with your colleagues or keep sensitive information just for yourself, without risking it getting lost or mixed with external communication.

Result: everyone saves time, avoids duplicates, and keeps a clear record of important points.

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How it works

An internal note is like a digital sticky note attached to a document, an entity or a contract.

✍️ Content

Write up to 150 characters to capture the essentials (e.g.: “Contract to renegotiate before the end of Q2”).

👁️ Visibility

• Public : all users with access to the object can see and edit it.

• Private : visible and editable only by you.

You can switch a note from private to public with one click.

📌 Pinning

• You can pin important public notes to find them directly from your home page.

• A private note that you make public is automatically pinned.

🎨 Customization

Choose from 7 colors to organize your notes (e.g.: yellow for urgencies, green for approved, blue for pending).

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Use cases

• Asset Manager ↔ Finance : add a note on a lease to indicate “Recoverable charges approved by Finance”, without multiplying emails.

• Legal ↔ Operations : specify that a particular clause must be monitored before renewal.

• Individual : keep a private note about a counterpart’s direct contact to access it quickly.

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Best practices

• Use public notes to share a point of attention or an instruction useful to the team.

• Keep private notes for your personal reminders or drafts.

• Pin your key notes so you never miss a deadline or an important follow-up.

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👉 With internal notes, you centralize conversations where they matter: directly in Formality, without loss of information or dependence on emails.