Notes
Write notes on a card in the pipeline, share them with the team and find them again later.
A note records what your team needs to know about a tender, such as a phone call with the contracting authority or an open question. Notes belong to the card in the Pipeline. The pipeline shows your tenders in progress as a board with columns and cards. This page covers notes on cards only. The Notes field under Contacts, Partners and Organizations belongs to the entry there and is not meant here. There is no separate overview of all notes on cards, you find each one on the card where it was written.
Writing a note on a card
Open Pipeline in the sidebar and click the card. Its detail view opens on the right.
Turn on Share with team if the other members of your organization should get a notification (see below).
procuris then reports "Note added successfully", and the note appears at the top of the Notes section. The list does not show line breaks, several lines appear as one paragraph. Write lists as full sentences for that reason.
First note when adding to the pipeline
You write the first note as soon as you put a tender into the pipeline. These windows have the field Note (Optional) for it:
- Add to pipeline in the preview in the feed or in the hits of a saved search, and on the detail page
- Add Tender in the pipeline, with both tabs From Procuris and Create yourself
This note counts as shared with the team. It carries the Team label on the new card, and the other members of your organization get the same notification as with Share with team (see below). On top of that comes the message that a card was added. Neither contains the note's text. The preview and the detail page show no notes themselves, only the card does.
Who sees your notes
Every note on a card is visible to every member of your organization who opens this card. That applies without Share with team too. The text under the switch reads "Make this note visible to all team members", yet the note is visible in both cases. Do not write anything into a note that others in your organization should not read.
For notes you write on a card with Add Note, the Share with team switch decides on label and notification. The first note when adding to the pipeline counts as shared without the switch:
| Note | Label in the list | Notification about the note |
|---|---|---|
| on the card without Share with team | your name and the time | none |
| on the card with Share with team | name, time and Team | The other members of your organization get a message in the Inbox (the bell at the top next to the logo) and by email, with your name and the title of the tender. It does not contain the note's text. |
| in the field Note (Optional) when adding | name, time and Team | the same as with Share with team, plus the message that a card was added. |
An @ with a name notifies nobody in notes. To reach a particular colleague, share the note with the team or, from Pro on, write a comment in the workbook.
Finding notes again
You find notes through their card. The Notes section lists all notes of this card, the newest on top. For the first seven days procuris shows the time as a distance, such as "3d ago", after that as a date.
The pipeline has no search field, and procuris does not search the text of notes. You find the card itself through the filters Stage, Deadline and Assigned to or in the Timeline (Pipeline). The notification about a team note leads to the pipeline, not straight to the card. The title of the tender is in the message.
Changing or deleting notes
A saved note cannot be edited or deleted on its own. Check the text before Add Note for that reason. If a note is no longer right, write a new one, which then appears above the old one.
All notes of a card disappear together with the card when you take it out with Remove from pipeline or delete a tender you created yourself with Delete tender. If you only want to stop pursuing a tender, choose No-Bid instead of the bin, because the notes are then kept.
If a person's account is deleted, their notes on all cards disappear with it. Record what the team still needs from such notes in a note of your own beforehand.
What is not a note
Comments in the Workbook belong to a marked passage in the tender documents, while a note applies to the whole tender (Workbook). You write notes on every plan, Free included. Comments, by contrast, come with Pro and the Pro trial. On Free, a comment opens the window Comments not in your plan with Upgrade to Pro and is not saved. The Note on a bid or no-bid decision belongs to the decision and does not appear under Notes.