Private Sharing - Share notes with only people you choose

Private Sharing - Share notes with only people you choose


We know that some of you have been waiting for this feature. Yes, Notebook now supports Private Sharing, where you can share notes with 
only the people you want. 

Private Sharing allows you, the account owner, to share notes securely with people you trust… and only them.

To Share a note:

1. Open a note.
2. Click/Tap on the “Add User” icon placed on the action tool bar.
3. Click/Tap  “Add Members"
4. Enter the email address or mobile number of users you want to share the note with.
5. Select the user from the suggestio​n list or press “Enter.”
6. Click/Tap “Share.”
7. An email will be sent to selected users with a link to open the note.

To view all the notes shared with you:

1. Open the Notebook app.
2. Click/Tap “Shared with me” to view all notes shared to you.
3. Open a note and tap on the user icon to see who shared the note with you.
(Note: Overall search results in Notebook will also include notes shared with you)

You can unshare a note if you do not wish to view it under “Shared with me.:
  1. Open the note shared with you
  2. Click/Tap Menu, and then select 'Unshare'. 
If you open that note again using the shared note link, it will appear once more under “Shared with me.”

To remove users you’ve shared with others.
  1. Open the note
  2. Go to “Add User’
  3. Click/Tap 'Delete' from the user you would like to remove.
Share notes with your organization:

If you are a part of an organization, you can now share your notes with all users in the organization at once. Simply select “Share with Organization” to share your note with everyone, rather than manually sharing with individual separately. Users in your organization will be able to see the note using the note URL.

To block sharing from another user:
  1. Open the shared note from that user
  2. Click/Tap the user icon, and then select 'Block Contact'. 
Note: Once you’ve blocked a user, they will not be able to share any notes with you in the future.

Sharing Limits:

You always share a note in “read-only” mode. You can share a note with up to 50 users. You can share up to 50 notes with your organization. You can share up to 500 notes privately. You can receive a maximum of 250 notes.

We hope you find this update useful! This feature is like a new born baby. Therefore, if you face any difficulties in handling it, please reply back to us and we will take care of this for you.

As we mentioned before, we’re also working to add more capabilities to Notebook like editing shared notes, set permissions to shared notes, and more. Keep an eye out here for those updates!

    • Sticky Posts

    • Migrate your Notebook data to the new, mobile Notebook.

      Zoho Notebook is transforming. The new version will include exciting new features and a completely new user experience. The initial version will be mobile based, available for Android and iOS. A new web version will be available after the initial mobile release.   With the release of the new Notebook approaching, we're migrating most of your current data to the new version. Once the new version is released, there will be an additional window to migrate your data. We will not provide access to the
    • Recent Topics

    • Automatic License Management Upon User Deactivation in Zoho One

      Dear Zoho Team, We would like to propose a feature enhancement for Zoho One regarding license management. Currently, when a user is deactivated, their license is not automatically downgraded or removed from our account. Zoho explains this behavior by
    • Shared Snippets Everyone

      Hi, Now that the Shared Snippets have been released and I think will be the most used feature implemented in 2023 :) Creating and Using Snippets in Ticket Responses - Online Help | Zoho Desk Maintain consistency in ticket responses with shared snippets
    • Number of Workflow runs

      Is there a way in Zoho desk to see statistics regarding workflows, rules and other automation objects? Would be nice for several reasons: You could ensure that your workflows are actually running. You could determine which ones weren't being used so you
    • Introducing parent-child ticketing in Zoho Desk [Early access]

      Hello Zoho Desk users! We have introduced the parent-child ticketing system to help customer service teams ensure efficient resolution of issues involving multiple, related tickets. You can now combine repetitive and interconnected tickets into parent-child
    • How to suppress display of "USD" of currency field?

    • In Kiosk, please support "File upload field" in the "Field Update" action

      Hello. Supporting "File upload field" in the "Field Update" actions would be a great addition to Kiosk Studio. I would appreciate it if you could evaluate it. Saludos,
    • New permissions for accessing emails sent via Zoho CRM

      Last modified on Nov 4, 2024: Permissions for accessing emails sent via Zoho CRM have now been extended to the IN DC. With this rollout, the feature is now available to all users across all DCs. Resources: Data sharing for emails, Configuring email compose
    • When is Zoho Vault getting fuzzy search?

      Seeing posts on here dating back as far as 3 years complaining about Vaults search functionality. It’s terrible. Please include fuzzy search, and sorting of results according to “most applicable”; not just alphabetically.
    • Automation#22 Track Ticket Duration at Specific Status

      Hello Everyone! Welcome back to the Community Learning Series! Today, we explore how Zylker Techfix, a gadget servicing firm, boosted productivity by tracking the time spent at a particular ticket status in Zoho Desk. Zylker Techfix customized Zoho Desk’s
    • Self-Support Portal invites

      I'm a one man operation and I'm using the free version of the Zoho Desk for now, but I am in need of help. When I do test tickets, I get a reply from the system inviting me to join the Self Service portal. I don't plan on using that, so I wonder if there
    • Lookup field in User module cannot look up to custom modules!

      Hi there, Expense has been great so far but it's sad to see that a simple thing such as allowing a lookup to custom modules from the Users module is not yet implemented. Hope to see this in the next release. Do you have any plan for that?
    • Tip #10: Automatically add tags to Zoho CRM records using form responses

      You may be using tags to filter records, create reports based on specific tags, or let your sales team to know which clients to give priority to. Don't skip tagging for the crm records added via forms. The tags can be set to be automatically captured during the form submission. How it works When you set up a configuration to push form entries into CRM, you can add a tag to them automatically. The tag value can vary based on the respondent's input (captured using form fields), or you can include a
    • Music files on Zoho Docs

      1) Uploaded a ma3 music file from Itunes.  When I click on the link, i go to the page and see a music player but it doesn't play.  Clicking on the play arrow does nothing.  How to fix???? 2) Also, when i put up a .zip file  and goto the page, anyone download it.  That's fine. But with a music file, all I get is that non functional player with no way to simply download the song. Do I have to zip every song so it can be downloaded?
    • Understanding response time

      We have the following set up for our SLA. When a contact first writes in, the response due and resolution due dates are set. When one of our agents responses, the response due goes away. When a ticket gets a response from the contact, it appears to reset
    • Publish multiple languages at once in Knowledge Base

      Does anyone know if it is possible to publish multiple translated articles at the same time? My knowledge base has about 35 languages, and while I have them set up to automatically translate, I still have to go in and select each language and manually
    • Canvas and Related lists

      Hi, As much as I like canvas, when adding in a asection with related lists,it doesnt mimic the same functionality as the standard view within the CRM e.g left hand panel will show the module and total number of records. Is there a way of indicating this
    • Email address ZOHO suggestions in replying - how to delete unwanted suggestions?

      Hi, I have some "unwanted" email addresses suggestions by ZOHO, and made some mistakes by replying for some tickets already. How can I clear this in ZOHO directly, I deleted all web browser history and cookies . Did not help :/ Below example, where one
    • Copy Widget to another Dashboard

      I can see the option to clone a widget to the same dashboard but is it possible to copy it to another dashboard?
    • Address Autofill

      Hi I'm having issues with the address autofill tutorial (https://zurl.co/rGXQ). I have followed each step in the tutorial, but when i paste the code into a workflow/function, i'm getting the following error code: Improper code format Correct format :
    • Make Widgets Clickable or Copiable

      Hi, I created a KPI Widget in Zoho Analytics whose content I would like the users that see my dashboard could copy or click and be redirected elsewhere. Yes, I'm aware I can create a Text Box for that instead of a Widget, but the problem is that the link
    • Analytics Module: Can you move items from one dashboard to another?

      Is there a way to move items from one dashboard to another?  I want to rearrange my dashboard now that I know what i'm doing but i don't want to remake my various widgets? Edit: Hey Zoho, This would be a good feature: to be able to move/copy widgets to
    • Subform edits don't appear in parent record timeline?

      Is it possible to have subform edits (like add row/delete row) appear in the Timeline for parent records? A user can edit a record, only edit the subform, and it doesn't appear in the timeline. Is there a workaround or way that we can show when a user
    • CRM x WorkDrive: File storage for new CRM signups is now powered by WorkDrive

      Availability Editions: All DCs: All Release plan: Released for new signups in all DCs. It will be enabled for existing users in a phased manner in the upcoming months. Help documentation: Documents in Zoho CRM Manage folders in Documents tab Manage files
    • Zoho Learn vs. Trainer Central

      Hi, I'm currently using Zoho One with a WordPress-based website and WooCommerce to manage my online courses. I would like to know what is the difference between Zoho Learn and Trainer Central and if it's possible for these two platforms to replace WP
    • How to Display a Logo Image on a Public Form?

      I would like to display a logo image in the header of a form. To achieve this, I added an Add Notes field to the form. The code below works perfectly for Zoho users accessing the form. However, when the form is made public, the image does not load properly:
    • Clear String field based on the value of other field

      Hello everyone, We would like to be able to clear a string field (delete whatever has been written and make it empty) when another field (picklist) is changed to a specific value. While I can empty other types of fields, I noticed that I can't do this
    • Creating a Zoho Online Meeting in a Blueprint

      We are looking for an easy solution to schedule online meetings in a blueprint and ran into the same problem discussed in this topic: https://help.zoho.com/portal/en/community/topic/custom-function-to-set-meeting-to-online-meeting (After connecting Zoho
    • Enabling 'From Number' and 'To Number' fields in the Calls module

      Hello everyone, We've added "To Number" and "From Number" fields in the Calls module as part of our latest update to provide users with the option to enable or disable them through the Calls Preferences tab. When enabled, these fields will be displayed
    • Exciting Update: Multi WhatsApp Business Account (WABA) Support Now Available in SalesIQ!

      We’re pleased to share an important update that will enhance the way you manage your WhatsApp Business accounts (WABAs) within SalesIQ. With the launch of Multi WABA support, you can now connect and manage multiple brands more effectively, each under
    • Route Optimizer

      Does Zoho Inventory offer route optimization for our in-house deliveries? It will save us time to manually route our daily orders. Thank you
    • can I link a contacts to multiple accounts

      can I link a contacts to multiple accounts
    • Launching CPQ for Zoho CRM! An in-built solution for bespoke quote management

      Hello everyone, We are thrilled to announce the public release of CPQ (Configure, Price, Quote) for Zoho CRM, which is a fundamental block in sales management. NOTE: CPQ was a public early access feature from March 2023 — January 2024. Since February
    • Can documents attached to different ZohoForms automatically go to different OneDrive folders?

      Hi there, I set a workflow to track and store applications coming in from our website. I created two different Zoho forms, one for unsolicited applications, one for applications to job postings. After any of the forms has been filled in, a new record
    • Where is your delete button??

      Why the remove button X disappear from canvas product details??????
    • Kaizen #126 - Circuits in Zoho CRM - Part 1

      Hello everyone! Welcome back to another week of Kaizen! Today, we will discuss an exciting topic—Circuits in Zoho CRM. For starters, we will discuss what Circuits are, how beneficial they are for businesses, different views of a Circuit, and the different
    • Mail is no longer populating CRM contacts

      Hi! For the last few days, my mail hasn't been populating my CRM contacts. Even people I email multiple times per day. In fact, it keeps trying to send mail to myself. Notice, I started typing Amy and only got as far as, "Am" and it suggested myself.
    • Custom field doesn't fill when converting sales order to invoice

      Hi, When I convert a Sales Order to an Invoice one of the custom fields on a product line names "Subsidie" does not seem to fill in automatically. I manually have to select the product again by clicking on the product name in the order line en re-select
    • TeamInbox down?

      Hi everyone, we are getting message "Sorry, this action cannot be performed due to an internal error. Please try again later. We are on the Canadian data centers. Can someone please confirm if the service is down? Thank you! F
    • Increase subscription prices for existing subscriptions

      Hi, Does anyone know how we could achieve the ability to increase the subscription fee for our existing customers based on a % increase. We are not yet using Zoho Billing (Subscriptions) and I'm not sure if it is a good fit for us. But we would need to
    • Purchase Requisition in Zoho Books

      I want to understand if Zoho Books is having the following workflow: PR ( Purchase Requisition ) >> PO ( Purchase order) >>  GRN/SRN ( Goods/Services receipt note) >> Bill
    • Next Page