Every space in Rock comes with a notes mini-app for you to document information and share it with team members, clients, partners and freelancers. Notes are useful when you want to keep important information at hand within Rock. Think of How to use Rock explanations for new clients, meeting minutes or rules/ guidelines for communities.
Creating notes is easy, and anyone who is in your space can access and read them. Only members and admins can edit and create new notes, so make sure you have your space settings configured properly. The following product guide will dig into creating your first notes, and the different things you can do with notes.
Creating your first note 📝
There are two ways to create a note in a space. You can either use the messaging panel or notes mini-app.
- The messaging panel has a (+) note option so you can quickly switch to notes when messages or tasks don't cut it anymore. Switching to notes is useful for storing important announcements/updates or information you don't want to lose in the chat stream. When pressing (+) note the note-writing panel will open up and you can directly get started with your new note.
- You can also create new notes from the notes mini-app. Access the mini-app in the top of your space. Press the large blue (+) in the right corner once the panel opens to create a new note. The main difference between the (+) note button and notes mini-app is that you can also browse previously created notes in the mini-app.
Text-editing features to structure your notes ✍️
There are a variety of features in notes to structure, personalize and highlight information. Let's quickly go over the different text editing features you can encounter in every note. Every written note can contain up to 10.000 characters. If you want to write more you can always create several notes or add a Google Doc to your space.
Main text features
There are four main text editing features: bolden, cursive, underline and strike through. Besides using the dedicated button in the note you can also enable a few of these features through the use keyboard shortcuts:
- Bold: Hover over and select the text your want to bold, then press control + B on Windows or command ⌘ + B on Mac to bold text.
- Italic: Hover over and select the text your want to change to italic, then press control + I on Windows or command ⌘ + I on Mac to set text to italic.
- Underline: Hover over and select the text your want to underline, then press control + U on Windows or command ⌘ + U on Mac to underline text. Underline is not available on the mobile app.
- Strikethrough: You can currently only stripe through text by pressing the "S" icon next to underline.
Advanced text features
- Quotes: Add quotes from people or things mentioned in a meeting to reference a person specifically. Press the quote icon to activate it.
- Code: Write relevant code in your notes and inverse the view of the information to a black background with white text. Select </> to activate the feature.
- Embed Links: Embed links by selecting text and pressing the link icon 🔗. When manually writing a URL (beginning with www) it will also be clickable.
Text position and lists
- Decrease indent: Move text forward by one tab position.
- Increase indent: Move text back by one tab position.
- Bulleted list: Start a bullet list, like this very one you are currently reading.
- Numbered lists: Start a numbered list: 1,2,3 and so on...
You can also add attachments to notes which are connected files with relevant information to the note, think of any type of file such as images (JPEG, PNG...), video files or PDF documents. Note that a note must have text in order to save it, so if you want to only add attachments you would still have to add text. You can also add labels to note if you wish to further categorize them. Additionally, you can add yourself or other users as Followers if you want to receive notifications for comments in the note even when not directly mentioned.
Notes can also be deleted or archived if you wish to remove them from your space. You can always find them back in “My notes” which will be further discussed in the next edition of this help guide.
Discussing your notes
There are a fews ways in which you can discuss notes in your spaces. Every note has a comment section for you to discuss anything related to the note. You can mention people, tasks, and even other notes in the comment section by using the mention feature. Comments also allow for attachments in case you want to share comment-specific documents.
Additionally, you can also discuss notes in the chat with the @ mention feature. When you write @Note: you can directly select a note to discuss through its number (e.g. Note:1). This way everyone can directly understand what you are discussing and easily find back the note connected to your message.
You can also copy the link to a note by pressing @ mention in the top right corner of the note. This comes in useful when you want to share a note with a user in- and outside of Rock. You can add this link in the chat or as a URL on web.
Ready to learn more about notes? Stay tuned to the blog because the second volume of managing your notes will be released soon! You are also always welcome to reach out to us in the Rock Customer Support space.