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 Advanced WYSIWYG editors.

Private notes in Advanced WYSIWYG editor

The private notes get selective visibility settings when used from the Advanced 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.
:::

4-Screenshot-Markdown_editor_private_notes

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.

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 Advanced WYSIWYG editor

From the Advanced WYSIWYG editor, click on "Insert" and select "Private notes"

1-Screenshot-Advanced_wysiwyg_editor_Insert_private_notes

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

Visibility setting

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

3-Screenshot-Advanced_wysiwyg_editor_Insert_private_notes_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 groups 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 groups 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 that appears when you click inside the note.

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