The Notes & Files tab in ActionAtlas serves as a central repository for project documentation, communications, and reference materials. This tab is accessible to all project participants, enabling transparent information sharing and collaboration.
Purpose of the Notes & Files Tab
Project Notes & Files should be used to store relevant information about the project that needs to be accessible to the entire team. This feature ensures all team members and freelancers assigned to the project have access to important documentation, decisions, and reference materials.
Note: Both notes and files are visible to all team members and freelancers assigned to the project, promoting transparency and collaborative work.
Accessing Notes & Files
The Notes & Files tab can be accessed directly from the project navigation bar:
Step 1: Navigate to Projects
Access the Projects dashboard from the main navigation menu.
Step 2: Select Your Project
Click on the project you want to access notes and files for.
Step 3: Click on the Notes & Files Tab
The Notes & Files tab is typically the fifth tab in the project navigation bar.
Project Notes
The Notes section provides a chronological record of important project communications and decisions.
Common Uses for Project Notes
- Client meeting summaries
- Creative direction decisions
- Project status updates
- Important clarifications or changes
- Team announcements
- Reference information
Adding Project Notes
To add a new note:
- Navigate to the Notes & Files tab
- Click the "Add Note" button
- Enter a title for your note
- Type your note content in the editor
- Click "Save" to publish the note to the project
Tip: Use the search function at the top of the Notes section to quickly locate specific information in longer projects with many notes.
Project Files
The Files section allows for the secure storage and sharing of project-related documents. This centralized file repository eliminates version control issues and ensures everyone has access to the latest materials.
Supported File Types
ActionAtlas supports the following file formats:
- Microsoft Word documents (.doc, .docx)
- Microsoft Excel spreadsheets (.xls, .xlsx)
- Microsoft PowerPoint presentations (.ppt, .pptx)
- PDF documents (.pdf)
Maximum file size: 25MB per file
Uploading Files
To upload a file:
- Navigate to the Notes & Files tab
- Select the Files section
- Click the "Upload File" button
- Browse to select your file or drag and drop it
- Add a description (optional but recommended)
- Click "Upload" to add the file to the project
Important: Ensure all uploaded files comply with your organization's data security policies. Do not upload files containing sensitive personal information unless specifically authorized.
Best Practices for Notes & Files
For Notes:
- Use clear titles - Make note titles descriptive and searchable
- Date your entries - Include dates in important updates
- Format for readability - Use bullet points and headers
- Tag key stakeholders - Mention team members who need to see the note
- Keep notes concise - Focus on essential information
For Files:
- Use consistent naming - Adopt a clear file naming convention
- Add descriptions - Include context about the file's purpose
- Organize by type - Consider creating folders for different document types
- Version control - Include version numbers in filenames
- Archive outdated files - Move obsolete files to an archive folder
Tip: For larger projects, consider creating a "Project Guide" note pinned at the top that explains the organization of the Notes & Files tab and any specific conventions your team is using.
Common Use Cases
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Creative Brief Storage
Upload the project's creative brief and reference materials for easy access by all team members
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Meeting Notes
Document client meetings, team discussions, and important decisions to maintain a clear record of the project's evolution
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Resource Links
Create notes with links to external resources, reference websites, or tools needed for the project
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Asset Management
Store and organize project assets, templates, and approved materials in one accessible location
Need Help?
Our support team is available to assist with questions about using the Notes & Files feature.
Contact Support