> ## Documentation Index
> Fetch the complete documentation index at: https://docs.navisops.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Write and organize notes in Navis Ops

> Create rich-text notes with folders, icons, tags, and three view modes. Transcribe audio, convert Markdown, and export to PDF — all in one place.

Notes give you a full-featured rich-text editor for capturing anything from meeting minutes to design reviews. You can organize notes in nested folders, tag and icon them for quick recognition, and link them to projects so related context is always one click away.

## Getting started

<Steps>
  <Step title="Open Notes">
    Click **Notes** in the sidebar. If it isn't pinned, find it under **More**.
  </Step>

  <Step title="Create a note">
    Click **New note**, give it a title, and start typing. Your changes save automatically — there's no save button to click.
  </Step>

  <Step title="Add formatting">
    Type `/` anywhere in the body to open the command menu. Pick from headings, bullet and numbered lists, task lists, code blocks with syntax highlighting, tables, images, and callouts.
  </Step>

  <Step title="Mention other content">
    Type `@` to link to another note, task, project, flow, or calendar event. The mention becomes a clickable link inside your note.
  </Step>
</Steps>

## What you can do

<CardGroup cols={2}>
  <Card title="Rich text editor" icon="pen-nib" href="/guides/notes#editor">
    15+ Tiptap extensions, slash commands, bubble toolbar, and @-mentions.
  </Card>

  <Card title="Folder organization" icon="folder-open" href="/guides/notes#organize">
    Nested folders, drag-and-drop, icons, tags, and pinning.
  </Card>

  <Card title="Three view modes" icon="table-columns" href="/guides/notes#views">
    Switch between Grid, List, and Folders views with one click.
  </Card>

  <Card title="AI features" icon="microphone" href="/guides/notes#ai-features">
    Transcribe audio files and convert Markdown or HTML into rich text.
  </Card>

  <Card title="PDF export" icon="file-pdf" href="/guides/notes#export">
    Export any note as a PDF that matches what you see on screen.
  </Card>

  <Card title="Project linking" icon="link" href="/guides/notes#project-linking">
    Attach notes to projects so they appear in the project's Notes tab.
  </Card>
</CardGroup>

## Editor

The editor is built on Tiptap and supports more than 15 extensions out of the box.

**Formatting you can apply:**

* Headings (H1–H6), paragraph, and blockquote
* Bullet lists, numbered lists, and task lists (with checkboxes)
* Code blocks with syntax highlighting
* Tables with resizable columns
* Inline: bold, italic, underline, strikethrough, inline code, link, highlight, text color, text alignment

**How to apply formatting:**

* Type `/` for the slash command menu — browse or search for any block type
* Select text to reveal the **bubble toolbar** with inline formatting options (bold, italic, underline, strikethrough, inline code, link, highlight)

**Linking with @-mentions:**

Type `@` followed by a name to link to another note, task, project, flow, or calendar event. The mention is stored as a clickable reference — click it to jump directly to that item.

**Version history:**

Every note keeps a version history. Open the note menu and choose **Version history** to see past states and roll back to any of them.

## Organize

### Folders

Folders in Notes are infinitely nestable. You can create a folder structure as deep as you need.

<Steps>
  <Step title="Switch to Folders view">
    Click the **Folders** view button in the top-right of the Notes page. The folder tree appears in the left rail.
  </Step>

  <Step title="Create a folder">
    Click the **+** button next to any folder (or at the top level) and type a name.
  </Step>

  <Step title="Create a subfolder">
    Open an existing folder, then click **+** inside it to nest a subfolder.
  </Step>

  <Step title="Move a note">
    Drag a note card onto any folder in the tree, or open the note and change the **Folder** field in its metadata panel.
  </Step>
</Steps>

<Warning>
  Deleting a folder does **not** delete the notes inside it — they become unfoldered. However, if you later restore the folder, those notes do not return to it automatically. You'll need to move them back manually.
</Warning>

### Icons

Each note can have one of 24 icons (document, meeting, brain, star, and more). Pick an icon from the note's metadata panel. Icons appear on note cards in Grid and Folders views, giving you an at-a-glance visual cue.

### Tags

Tags are color-coded text labels. Add as many as you like to a note. Tags appear as badges on note cards, and you can filter the Notes page by tag to find related notes instantly.

### Pinning

Pin a note to keep it at the top of any view. Open the note card menu and select **Pin**. Pinned notes sort before everything else, regardless of the current sort order.

## Views

<Tabs>
  <Tab title="Grid">
    Cards arranged in a responsive grid. Each card shows the note's icon, title, tags, folder breadcrumb, linked project name, and last-updated timestamp. Good for browsing a library of notes visually.
  </Tab>

  <Tab title="List">
    A sortable table with columns for title, folder, tags, project, and updated time. Good for scanning large collections quickly or comparing notes side by side.
  </Tab>

  <Tab title="Folders">
    A two-panel layout: the folder tree in the left rail (with note counts per folder) and a card grid on the right. Good for navigating a deep folder hierarchy.
  </Tab>
</Tabs>

Your view choice is remembered per page — switching tabs or leaving Notes won't reset it.

You can also **filter** notes by title or full-text content, and narrow results by tag, project, or folder using the filter bar above the note list.

## AI features

### Audio transcription

You can upload an audio recording directly into the editor and get a written transcript back — no external tool needed.

<Steps>
  <Step title="Open the transcription tool">
    In the editor toolbar, click the **Transcribe audio** button (microphone icon).
  </Step>

  <Step title="Upload your file">
    Select an audio file from your computer. Files up to **500 MB** are supported.
  </Step>

  <Step title="Wait for transcription">
    The editor polls for the result. Files under 25 MB typically finish in under 3 minutes. Larger files can take up to 10 minutes.
  </Step>

  <Step title="Review the transcript">
    The transcript is inserted as a heading and blockquote directly into the note body. Edit it as you would any other text.
  </Step>
</Steps>

<Info>
  Transcription is powered by AssemblyAI. The audio file is sent to AssemblyAI for processing and is not stored by Navis Ops after the transcript is returned.
</Info>

### Markdown and HTML conversion

If you have content in Markdown or HTML from another tool, you can convert it into formatted rich text without copy-pasting field by field.

<Steps>
  <Step title="Paste your content">
    Open or create a note. Paste your raw Markdown or HTML directly into the editor body.
  </Step>

  <Step title="Click Convert">
    The **Convert** button appears in the toolbar. Click it.
  </Step>

  <Step title="Review the result">
    The editor detects the format and converts it. Headings, lists, code blocks, links, and tables all come through as formatted rich text.
  </Step>
</Steps>

<Note>
  The converter requires at least two Markdown syntax patterns to be present before it triggers. Very short snippets or plain text with a stray `#` won't convert — this avoids false positives.
</Note>

## Export

To export a note as PDF, open the note and click the **Export** button in the toolbar. Choose **PDF**. The exported file uses the in-app renderer, so the output matches what you see on screen — headings, code blocks, tables, and all — with proper page breaks.

You can also export as **Markdown** if you want a portable plain-text version.

## Project linking

Assign a note to a project from the **Project** field in the note's metadata panel. Once linked, the note appears in the project's **Notes** tab. This keeps reference material, meeting notes, and research attached to the work they relate to.

You can also use `@`-mentions in the note body to create inline links to any project (or task, flow, or event) without making the note exclusively tied to one project.

## Walkthrough: set up a meeting-notes folder

You take weekly standups and want them organized in one place.

<Steps>
  <Step title="Switch to Folders view">
    On the Notes page, click **Folders** in the view toggle.
  </Step>

  <Step title="Create a top-level folder">
    Click **+** in the folder tree and name it **Meetings**.
  </Step>

  <Step title="Add a subfolder">
    Open the Meetings folder, click **+** again, and name it **Q3 standups**.
  </Step>

  <Step title="Create a note in the folder">
    Click **New note**. In the metadata panel, set the **Folder** to **Q3 standups**, pick the **Meeting** icon, and add a tag like `weekly-standup` with a color.
  </Step>

  <Step title="Save and repeat">
    The note appears in the folder with its icon and tag visible on the card. Each week, create another note in the same folder. Use the tag filter to pull up all standup notes in seconds.
  </Step>
</Steps>

## Walkthrough: convert a Markdown export into a note

You exported meeting notes from Notion or Obsidian as Markdown and want them in Navis Ops.

<Steps>
  <Step title="Create a new note">
    Click **New note** and leave the body empty.
  </Step>

  <Step title="Paste your Markdown">
    Copy your Markdown content and paste it directly into the note body.
  </Step>

  <Step title="Click Convert">
    Click the **Convert** button in the editor toolbar. The Markdown is processed and rendered as formatted rich text — headings, lists, code blocks, links, and tables all intact.
  </Step>
</Steps>

## Limitations

| What you'll hit                                          | Detail                                                                                                                                                                               |
| -------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **No real-time collaboration**                           | Notes are single-user. If you open the same note in two browser tabs and edit both, the last save wins.                                                                              |
| **No comments or threaded discussion**                   | Notes don't have an activity feed. For threaded discussion, use a Task instead.                                                                                                      |
| **Folders are private**                                  | There's no folder-level sharing or access control. Folders exist per account only.                                                                                                   |
| **No bulk operations**                                   | You can't move or copy multiple notes at once.                                                                                                                                       |
| **Audio transcription timeout**                          | Transcription polls up to 60 times (\~3 min) for files under 25 MB, and up to 200 times (\~10 min) for larger files. If the service is slow, you'll get a timeout error — try again. |
| **Markdown converter needs at least 2 pattern matches**  | Very short or lightly-formatted content may not trigger conversion. Plain text won't convert.                                                                                        |
| **Notes are account-private**                            | Only you can see your notes. There's no per-note sharing with teammates.                                                                                                             |
| **Restoring a deleted folder doesn't restore its notes** | Notes inside a deleted folder lose their folder assignment. They survive, but won't auto-return when you restore the folder.                                                         |

## FAQ

<AccordionGroup>
  <Accordion title="Can I share a note publicly?">
    Not directly. To share a note's content, export it as PDF and send the file. For shareable live HTML/CSS/JS demos, use [Code Pens](/guides/code-pens) instead.
  </Accordion>

  <Accordion title="How do I export a note?">
    Open the note, click the **Export** button in the toolbar, and choose **PDF** or **Markdown**. The PDF output matches what you see on screen, with correct pagination.
  </Accordion>

  <Accordion title="Can I link a note to a task or project?">
    Yes — two ways. Set the **Project** field in the note's metadata panel to attach it to a project. Or type `@` inside the note body to create an inline mention that links to any task, project, flow, or event.
  </Accordion>

  <Accordion title="Can I attach a file to a note?">
    You can drop images directly into the editor and they'll upload inline. For larger files like PDFs or recordings, store them in [Files](/guides/files) and reference them with an `@`-mention in the note body.
  </Accordion>

  <Accordion title="My notes aren't showing up where I expected — where did they go?">
    Notes may have been reorganized during a workspace update. Check the **All notes** view (switch off any active folder or tag filter) to see everything. If notes have tags applied, filter by tag to find them. You can also use search to locate any note by title or body content.
  </Accordion>

  <Accordion title="Why didn't the Convert button do anything?">
    The converter requires at least two Markdown syntax patterns (like a heading `#` plus a list `-`) to avoid false positives on plain text. If your content has only one pattern or is essentially plain text, the conversion won't trigger. Add a bit more Markdown structure and try again.
  </Accordion>

  <Accordion title="How long does audio transcription take?">
    Files under 25 MB typically return a transcript in under 3 minutes. Files between 25 MB and 500 MB can take up to 10 minutes. If transcription times out, try again — it usually succeeds on retry.
  </Accordion>
</AccordionGroup>

## See also

<CardGroup cols={2}>
  <Card title="Files" icon="cloud-arrow-up" href="/guides/files">
    Store binaries, PDFs, and recordings that don't fit in a note editor.
  </Card>

  <Card title="Projects" icon="folder-open" href="/guides/projects">
    Link notes to projects and access them from the project's Notes tab.
  </Card>

  <Card title="Code Pens" icon="pen-to-square" href="/guides/code-pens">
    Build and share live HTML/CSS/JS demos with a public link.
  </Card>

  <Card title="Workflows" icon="bolt" href="/guides/workflows/overview">
    Automate actions that react to note events in your workspace.
  </Card>
</CardGroup>