Keep notes and choose who sees them

Use the Notes page to write notes, link them to your records and choose who can read them. Everyone on your team can write notes. A record is one entry in Mesy, such as one customer, one company or one deal.

Write a note

1. In the sidebar, click Notes.
2. Click New note.
3. If you want a title, type it in Title.
4. Under Visibility, pick Only me or Shared with team.
5. Write your note in the box that says “Write a note…”.
6. Click Save note. Your note now shows at the top of the list.

A note without a title shows as “Untitled note”.

Your note can use simple formatting. Start a line with a dash (-) to make a list. Click Preview to see how it looks. Click Write to go back. If you want your text shown exactly as you typed it, change Format to Plain text.

To write a quick note while you’re on a record, use the “Add a note…” box there instead. See Work a record.

Choose who can read a note

In the list, each note shows Only me or Shared with team next to its title:

• Only me means only you can read it, even when it’s linked to a record. Admins can’t read it either.
• Shared with team means anyone who can see one of its linked records can read it. A shared note with no linked record stays visible to you alone.

A new note on the Notes page starts as Only me. A note you add from a record’s “Add a note…” box starts as Shared with team. Adding or removing a link doesn’t change this setting.

When you save a new shared note on someone else’s record, that record’s owner gets a notification. They can turn this off with Note on your record in their notification settings. See Profile, appearance and notifications.

Only the person who wrote a note can change who reads it:

1. Open the note.
2. Under Visibility, pick Only me or Shared with team.
3. Click Save note.

On a record, click Make private or Share with team on the note instead.

Link a note to records

Link a note to a record so it shows on that record’s Timeline tab, which is the record’s history. One note can be linked to several records, such as a contact and their company.

1. Open the note, or start a new one.
2. Under Linked records, click Link a record.
3. Pick the kind of record, such as Contact or Company (your business may use other names). Mesy picks the first kind for you, so skip this if it’s the one you want.
4. Type part of the record’s name to find it.
5. Click the record. Its name now shows under Linked records.

On a note you’ve already saved, adding or removing a link saves straight away, even if you close without clicking Save note. On a new note, links save when you click Save note.

Click a linked record’s name to open that record. This closes the note without asking, so save your changes first.

To remove a link, click the button with the record’s name under Linked records. For a contact called Alex Tan, click Unlink Alex Tan.

Find a note

The Notes page lists every note you can read, newest first. Each note shows its title, the start of its text, who wrote it and when. The names of its linked records show underneath.

Use the bar at the top to narrow the list:

• The “Search notes…” box looks through titles and note text.
• All authors lets you pick one teammate.
• AI and human lets you show only notes people wrote (Human) or only notes Mesy AI wrote (AI). Mesy AI is the AI you chat with in Mesy.
• From and Before limit the list to a date range. Before leaves out the day you pick.
• Filter by record shows only the notes linked to one record.

Click Clear filters to see every note again.

The search box at the top of the sidebar finds notes too. They show under Notes in the results.

Edit or delete a note

Edit and delete your own notes from the Notes page. An admin can also edit or delete a teammate’s shared note. Other teammates can read a shared note but can’t change or delete it.

To edit a note:

1. On the Notes page, click the note’s title.
2. Make your changes.
3. Click Save note. The list now shows your changes.

If you close the note without saving, Mesy asks “Discard unsaved note changes?” first.

To delete a note:

1. Open the note.
2. Click Delete note.
3. When Mesy asks “Delete this note from all its linked records?”, click Delete. The note disappears from the Notes page and from every record it was linked to.

On a record, click Open in editor on a note to edit it on the Notes page. To edit or delete it right on the record, see Work a record. The bin there deletes a note straight away, without asking.

Ask Mesy AI to write a note

1. Open Mesy AI (the Chat item in the sidebar).
2. Ask it to note something, for example “Note that Alex wants a quote by Friday”.
3. If Mesy AI shows a confirm card (a box it shows before it changes anything), click Confirm 1 change. Your note now shows on the Notes page, marked AI.

At Read-only, the tier a new workspace starts on, Mesy AI can’t write notes. Ask your admin to choose Review or higher on the AI Permissions tab.

Whether Mesy AI asks first depends on what your admin allows. See Find out when Mesy AI asks first.

A note Mesy AI links to a record starts as Shared with team. Any other note it writes starts as Only me.

Mesy AI can also write a document on the canvas, the panel beside the chat. To keep it as a note, click Save as note above it. See Save a document as a note.

If something doesn’t work

• Save note stays greyed out: the note has no text yet. A title alone isn’t enough.
• “This note changed while you were editing. Reopen it before saving.” means someone else saved the note first. Close it, open it again, then make your change.
• “This note is unavailable.” means the note was deleted, or you can no longer read it.
• “Some linked records are unavailable to you.” means the note is also linked to a record you can’t see, or one that was deleted.
• If you see “No notes found. Create a note here or on a record.” while a filter is on, click Clear filters.