Aha! Develop | Notes

Use notes to create wiki-like documentation for your team. Document processes, architecture changes, scrum ceremonies, or anything else that will help your team complete excellent innovative work.

You can nest notes along with whiteboards into collapsible hierarchies, collaboratively edit them with your teammates, add saved views to them, and visualize them by date. Notes might look simple but they provide a powerful way to capture and share information. You can even create personal notes for private use.

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Create team notes

Create a note

From the notes page for your team, click + Create and select Note. The new note will appear.

Note: Selecting Whiteboard from the create menu will create a whiteboard instead of a text note. Whiteboards are organized in your nested hierarchy alongside your notes.

Use the text editor to create your note and format it with headings, lists, tables, and inline images. You can also embed whiteboards and assign to-dos and watchers and start a discussion in the note's comments. Add a Date to a note to add it to the My notes Calendar view for everyone watching that note.


Create a copy of a note

To create a copy of a note, right click the note from the List view and select Copy note. A copy of the note will open and will appear in the List view below the the original note.


Create a note template

Note templates bring consistent structure to your documentation. Aha! Develop comes with seven prebuilt templates for you to choose from. If you are a team owner, you can also create custom note templates for your teams. Contributors can create notes from existing templates.

Shared note templates are customizable using the Aha! text editor, so you can add tables, images, and even Aha! views.


Create a note from a template

To create a note from a template, navigate to Documentation Notes and click Add note From a template or use the appropriate keyboard shortcut. The Add note modal will appear and you will see sections for Shared templates and Example templates. The Shared templates section includes note templates available in your particular team. The Example templates section includes the following prebuilt templates:

  • Architectural decision record

  • Incident postmortem

  • Meeting agenda

  • Meeting notes

  • Process improvement

  • Product requirements document

  • Runbook

  • Sprint retrospective

You can click on a template to see a preview of it. Select the template of your choice and click Add note. Use the text editor to adjust your note to your needs. You can also assign to-dos and watchers and start a discussion in the note's comments.


Use personal notes

Some notes may be just for your personal use. Maybe you have a great idea for a new strategic opportunity and want to jot down some unfiltered thoughts. You might be drafting a presentation and want to work on the outline before you share it with your team. Or maybe you just need to write down the minutes of a meeting.

You can find a notes section just for you on your My work page. To get to them, hover over your profile picture in the navigation bar and click on My work. On the left side, beneath the My work section, you will see a section called My notes. Aha! users with any permission level can use personal notes.

Unless you share a personal note, it is only visible to you. They use the Aha! text editor, just like team notes, and you can #mention other records if you need to. Records you #mention will not link back to your personal note and you cannot @mention other users.

There are two different ways to view your personal notes from the My work page — the List view and the Calendar view. Use the toggle to navigate between views.

List view

The List view shows you all your personal notes and whiteboards, organized into a hierarchy that you customize. Click the + icon and select Note, then drag and drop it to its desired place in your My notes document hierarchy to stay organized. Add a Date to a note if you want it to appear in the Calendar view as well.

Calendar view

You can quickly find and create notes by date from the Calendar view. You will see a dot indicator on any date that has a note associated. Click the date to see the notes for that day. Personal notes as well as notes you are watching in a team will appear on your calendar. Only notes with Dates added will appear in this view.

Personal notes

You can easily prepare new notes for yourself from the Calendar view. Click the + button under the Personal notes section. A new blank note populated with the date selected on your calendar will open. You can rename it and change the Date field — changing the date will move it to the new date on your calendar. When you are ready to share a personal note with your teammates, click the More options button in the top-right corner of the note and select Move note.

All daily notes added from the calendar will be located in the Daily notes folder that appears in your List view. You can leave your notes in this folder or drag and drop the daily note anywhere in your My notes hierarchy.

Watched notes

Add a Date to any team note that you are watching to have it appear on your personal Calendar view. Any note or folder that you are watching that has a Date added will populate on your Calendar view regardless of its team location. You do not need to add yourself as a Watcher to every team note you want to see in your Calendar view. You can watch all the notes within a folder, such as a folder containing team meeting notes. Just add yourself as a Watcher to the parent note in that folder. Then you will automatically be added as a watcher to all child notes in the folder — and if any of those notes have Dates on them, they will appear in your Calendar view.


Organize notes

Nested hierarchies

Create a wiki-like nested hierarchy by clicking and dragging notes in the left side panel of the notes page.

  • To re-order a note, click on it and drag it to your preferred order. If you drag a parent note, all nested child notes under it will come with it.
    Note: You can drag parent notes to new locations whether they are expanded or collapsed, but it might be easier visually to do this while they are collapsed.

  • To nest one note under another, click on it and drag it on top of another note.

  • To remove a note from a parent-child relationship, click on it and drag it to a new location.

When you drag a note to a new location, the blue bars in Aha! Develop will show you where it will land in the notes order.

  • A thin blue bar means your note will exist above or below another note in the order.

  • A thick blue bar means that your note will become a nested child note of another note in the order.


Note collections and standalone notes

As you build out the team and personal notes in your account, your notes hierarchy can become quite complex. Instead of scrolling through a hierarchy expanding every parent note, click on a parent note to see a preview of all its child notes.

  • Note collections — child notes with sub-notes of their own — display here as tiles. Each collection includes the first three lines of the note's description, the top three child notes, and a total note count.

  • Standalone notes — child notes without sub-notes of their own — are listed at the bottom.

You can control what notes appear in these views by clicking on a parent note, then clicking More options Hide nested notes.


Customized title icons

Every note you create has a title icon. By default, this is a page icon for standalone notes, and a folder icon for parent notes. You can change these title icons to emojis to help your notes and note collections stand out.

To do this, open a note and click its title icon. Click or search for any replacement emoji you prefer, and the title icon will update.


Additional functionality

Embed views

Notes are excellent tools for collaboration and documentation, so it often makes sense to add Aha! Develop views directly to a note — or to embed view extension contributions from extensions such as Figma, Invision and Adobe XD.

To do this, click the More + dropdown and select Add Aha! view. From there, choose to Use existing report to add an Aha! view or Add Develop extension panel to embed a view from an extension with view extension contributions.

  • When you add one an Aha! Develop view to a note, Aha! Develop copies the view and your note view displays the copy. This way, changes you make to the configuration of the original view — the view's type, style, or filters — will not affect the information displayed in your note. Changes you make to your Aha! Develop data will be reflected in either view.

  • Extension panels you add respect the permissions set in the external tool. This means, for example, that a publicly shared design will be visible to all users, while a privately shared design will require users to be logged into the service.

Once you have added your view, click and drag a corner to Resize it. Or click its More options button to Open the report it is based on, Configure the view you have added to your note, or Remove the view altogether. When you Configure the view, you can change the view's Title or — for chart views in accounts integrated with Aha! Roadmaps — choose to show the chart's Legend.


Embed a whiteboard

You can embed a whiteboard directly into your note to add diagrams, sketches, and other visuals alongside text in your note. While editing a note, just click + on the text editor toolbar and select Whiteboard. A new whiteboard will be added below your cursor. Click the pencil icon to edit the whiteboard. When you are finished editing the whiteboard, click the X to exit and return to your note. To remove an embedded whiteboard from a note, click the trash icon and click to confirm that you would like to delete it.


Inline comments

In addition to collaborative editing, notes in Aha! Develop support inline text comments. Use them to highlight the exact part of the note you want to discuss, then create conversation threads to focus on and resolve the issue.

To create a new inline comment, highlight the text you want to comment on and click the Add comment + icon that appears on the right side of the text editor. Your text will be highlighted and underlined in orange, the Comments sidebar will appear, and you can start creating your comment. Click Save comment once you are done.

Resolved comments will be highlighted and underlined in green and you can always reply to a resolved comment to reopen it.

Inline comments have access to the full text editor, so feel free to format your text, @ and #mention Aha! Develop users and records, add and color tables, or insert images.


Revert to previous versions

Every note created automatically tracks the history of edits that have taken place. You can revert back to previous versions of a note by clicking the History icon in the text editor and then moving the slider to the time frame you want to revert to.


Record and user mentions

Use #mentions to reference Aha! Develop records, or to reference your team-level note from any Aha! Develop text field.

Use @mentions to reference users in your Aha! Develop account. @mentioned users will be added as watchers to your note.


Move notes

Use the More options button on notes to move notes between teams. You can also use the More options button on a personal note if you want to move it to a team. If you move the note at the top of a hierarchy tree, all child notes move as well.

Note: You can also move a team note to a personal note. Instead of choosing Move to team from the Move note menu, select Move to personal notes.


Reference Aha! Develop records

Team-level notes can be added as related records to other data objects in Aha! Develop. To add a related record to a note, click on the More options button in the upper-right of the note and select Link to another record. Once linked, a new Record links section will display at the bottom of the note. This will reference the related data records, which you can visualize to keep track of the relationships.


Share and export notes

Once you have created your note, you may want to share your work with people who can give feedback and add value. Share your note with anyone to collaborate and drive alignment — even with people who are not users in your Aha! account. Account administrators can enable or disable all note sharing for your Aha! account at any time.

Share a note

Share a note with anyone — just send them the shareable link. Once your recipients click the link, they will see your note in their own Aha! account, where they can view your work and, if they have the appropriate permissions, collaborate with you in real time. If they do not have an Aha! account, they will be prompted to sign up for a free Aha! Create account — so they can view notes and whiteboards and create and share documents in a digital notebook of their own.

Anyone can share a personal note that they have created. Owners or Contributors can also share team notes — but Viewers and Reviewers cannot share team notes.

To share a note:

  1. Open your note and click the Share button in the upper right corner.

  2. Click Get shareable link.

  3. Select whether anyone with the link can View only or Edit the note.

  4. Click Copy link.

  5. Share the link with anyone.

The shareable link will expire six days after it is first generated. If you want to share your note with someone else after the link is expired, you will need to generate a new link. You can disable the link whenever you choose. If you disable the link, anyone who has the link but has not yet accepted access to the note will not be able to access it.

Viewing and editing permissions

You can change someone's permissions to Edit or View only access by clicking next to their initials in the People who have access section of the Share menu. You can remove access to your note for any viewer by hovering over their initials and clicking the trash icon that appears.

Note: Aha! user permissions will always supersede the Edit permissions you set for a note. For example, users with viewer and reviewer permissions will be able to access a team note even if you do not share it when them. But they will not be able to edit team notes, even if you give them permission to edit from the Share menu.


Accept a note

Your colleague will provide you with a link when they want to share a note with you. Click the link to open the invitation to view the document. You can then select an option to View the document or Ignore the document.

Note: If you do not have an Aha! account, you can sign up for a free Aha! Create account to view it. You will be prompted to log in or sign up if you choose to View the document.

When you choose to view a document, where the document opens depends on whether the note shared with you is a personal note or a team note. Shared personal notes will appear in the Shared with me section of the List view in your personal notes on the My work page, and the person who shared the document with you has control of your viewing and editing access for the document. Shared team notes will open within the team in which they are located, but your account permissions and team access will determine your viewing and editing access.

To see who has access to a shared document and will potentially see any edits you make, click the Shared icon at the top of the document next to its title.Note: If you are an Aha! Create user on the Basic plan viewing a document that has been shared with you, shareable documents that you accept from other Aha! accounts count toward your 30-document limit.


Configure sharing settings

Account administrators can navigate to Settings ⚙️ Account Security and single sign-on and uncheck the box next to Enable document sharing at any time to turn off link sharing for notes. Doing so will turn off all link sharing in the account for notes and whiteboards. Any links that were generated prior to disabling this setting will stop working, and both personal and team notes and whiteboards will no longer be shareable with users outside of your Aha! account.

When document sharing is enabled, anyone in your Aha! account can share a personal note that they have created. Owners and Contributors can share team notes. Viewers and Reviewers cannot share team notes.

Export a note

The Export button offers you several options to export and display your note. You will find the Export button in the upper right corner of your screen. From the Export menu, you can:

  • Add to Whiteboard as image to add an image of your note to a new whiteboard in your personal notes.

  • To share your note as a webpage, select Share as webpage.

  • For a static version of your note, export it to PNG image or PDF document.


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