Notebooks are a document file type that can be created and stored in Drive. They can be organized and attached to reviews like any other asset, as well as shared to supplier portals.
Creating a notebook
Notebooks can be created directly in a workspace Drive by clicking the 'Add files' (+) button at the top of the Drive panel, and selecting 'Create a notebook'.
They can also be created directly within a folder in the drive, by clicking the 'more options' (...) button on the folder, and selecting 'Create notebook in folder'.
📝 It is currently not possible to create notebooks in a portal drive.
Once created, the asset will appear in the Drive and a blank, untitled notebook will open in the viewer. Click anywhere on the notebook to start editing.
Rich Text Capabilities
You can use rich text options to enhance your text formatting in your notebook. Place your cursor on a new line or highlight any piece of text you have typed to reveal the rich text options.
Keyboard shortcuts can also be used to bold, italic, underline, strikethrough, create bullet lists, numbered lists, and add hyperlinks. Here's a quick guide to the rich text keyboard shortcuts:
Collaborative editing and mentions
Multiple people can add and edit content simultaneously, with unique cursors for each user. You can also tag and notify team members directly within the notebook. Mentions (using the @ symbol) trigger in-app and email notifications depending on user settings, streamlining communication within your team.
When a user opens the workspace drive, they will be alerted if there are any updates on an existing notebook.
Managing notebooks
Notebooks can be managed, and reviewed, just like any other asset in the workspace Drive. Clicking the 'more options' (...) button on the notebook reveals the following options:
Add to Favourites
Open
Open in new tab
Open in split view
Request review
Share to portal
* Export file feedback (will be available when feedback support releases on notebooks)
Get file link
Move to
Delete
Renaming notebooks
If the notebook title is changed, the notebook file is automatically renamed in the workspace Drive.
Notebook version history
Notebooks maintain version history, so you can revisit older versions, compare changes, and restore or revert as needed. Version history can be accessed from the breadcrumbs menu.
Sharing to portals
When sharing a notebook to a single portal, you can decide if the portal guests will be able to edit this notebook or not.
Selecting "Share as read-only for portal guests" will prevent all guests from editing the notebook.
Selecting "Share as editable for portal guests" will allow guests with notebook edit permissions to edit the notebook.
Notebooks that are shared to more than one portal will be automatically locked to read-only.
Permissions
By default workspace admins and full access users can create, edit and delete notebooks. Limited access users can not perform these actions.
Administrators have the following options when creating custom roles:
For custom Workspace roles, administrators can enable/disable permissions for creating, editing and deleting notebooks.
For custom Portal Guest roles, administrators can enable/disable edit permissions on notebooks. Disabling this option means a portal guest cannot edit the notebook, even if it has been shared as editable.