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    Private Notes
    • 07 Jun 2023
    • 3 Minutes to read
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    Private Notes

    • Updated on 07 Jun 2023
    • 3 Minutes to read
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    Article Summary

    Private notes are text elements that can be added to articles in both the Markdown and WYSIWYG editors. They are only visible to project team accounts and specific reader groups, making them perfect for leaving contextual information or double-checking information. The visibility setting of the private note can be changed to all team accounts, security groups, or reader groups. To delete a private note, simply delete the syntax from the editor or click on the Delete icon inside the note.

    Private notes are text elements that, though included within the article text, will not show on public articles except for project team accounts and specific reader groups. These notes can be added in both the Markdown and WYSIWYG editors.

    Private notes in WYSIWYG editor

    The private notes get selective visibility settings when used from the WYSIWYG editor.

    Using private notes

    Private notes are perfect for telling a project team member when some information might need to be double-checked or leaving an editorial note to yourself with future improvements.

    They also come in handy when you want to leave extra contextual information for other project team members who might use the same documentation as your customers.


    Not included in PDFs

    When a reader downloads the article that contains a private note as a PDF using the option available above the article in the Knowledge base site, the note is not included in the downloaded file.

    But, if the reader uses the conventional Print/Save as PDF options available on their web browser or third-party tools, then the private note will be included in the exported file.

    1. Private notes on Markdown editor

    Click the private notes icon from the Markdown toolbars in the Documentation editor.

    1_Screenshot-Private_notes_tool_in_markdown_tools

    Markdown syntax

    :::(Internal) (Private note title)
    Add private note text only visible to team accounts.
    :::

    2_Screenshot-Private_notes_in_markdown

    The private note's title and content can be edited.

    Here is how the private note appears in the Knowledge base site

    For team accounts & authorized readers

    On Public, Private, and Mixed access Knowledge base sites.

    For other site visitors

    On Public and Mixed access Knowledge base sites.
    4_ScreenGIF-Private_notes_in_markdown_for_other_users

    Delete private note

    To remove the Private notes from the article or category page, delete the syntax from the editor.

    A private note cannot be deleted from a published Article or category page and the preview pane.

    2. Private notes on WYSIWYG editor

    Click the private notes icon from the WYSIWYG toolbars in the Documentation editor.

    5_Screenshot-Private_notes_in_WYSIWYG

    Once the private note appears in the article, the Visibility setting and Delete icons appear on the note's top-right.

    Visibility setting

    Click on the private note's Setting (gear icon). A popup window appears with three options.

    6_Screenshot-Private_notes_in_WYSIWYG_visibility_settings

    • All team accounts - This is the default setting when adding a private note. If the toggle is turned on, the private note appears to all the Team account added to the project.
    • Security groups - Click on the dropdown arrow to view and select all the team account group(s) available in the project.
    • Reader groups - This option applies only on Private and Mixed mode knowledge base. Click on the dropdown arrow to view and select all the reader group(s) available in the project.

    Delete private note

    To remove the private note from the article or category page, click on the Delete (Trash bin) icon inside the note.

    7_Screenshot-Private_notes_in_WYSIWYG_delete

    A private note cannot be deleted from a published Article or category page. Click on the Edit icon.

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