Aha! Ideas | Notes

Notes in Aha! Ideas are flexible and collaborative — use them to capture a customer interview, provide instructions on how to use the ideas portal, document processes, share research, or any other use that comes to mind.

You can nest notes into collapsible hierarchies, collaboratively edit them with your teammates, and add the notes themselves to custom pages in your portal (Ideas Advanced) — notes might look simple, but they provide a powerful way to capture and share information. You can even create personal notes for your own use.

Click any of the following links to skip ahead:


Create a blank note

  1. Navigate to Research Notes and click Add note or use the appropriate keyboard shortcut.

  2. A blank note will appear.

Note: If you are using Aha! Roadmaps, you can add a note by navigating to Info Notes and click Add note Blank. Read more about notes functionality in Aha! Roadmaps here.

Use the text editor to create your note and format it with headings, lists, tables, and inline images. You can also start a discussion in the note's comments.


Create a note template

Note templates bring consistent structure to your documentation. They help you capture the right information when you're planning customer research, managing ideation meetings, or even communicating with your customers. Aha! Ideas comes with eight prebuilt templates for you to choose from. If you are a workspace 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! Ideas text editor, so you can add tables, images, and even Aha! Ideas views. They can be inherited from a workspace line in order to drive consistency across teams and establish a standard approach for documentation.


Create a note from a template

To create a note from a template, navigate to Research 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 workspace. The Example templates section includes the following prebuilt templates:

  • Brainstorming session

  • Customer interview

  • Customer research plan

  • Meeting agenda

  • Meeting notes

  • Portal guide

  • Process improvement

  • Product updates


Create a personal note

Some notes should be personal. 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! Ideas users with any permission level can use personal notes.

Personal notes are only visible to you. They use the Aha! Ideas text editor, just like workspace notes, and you can #mention other records if you need to. But of course, because personal notes are only visible to you, records you #mention will not link back to your personal note and you cannot @mention other users.

If you have a personal note that you would like to share with others, you can either share it or move it:

  • Click the Share icon to Export your note to PNG image or PDF document.

  • Click the More options menu in the upper-right corner of a note to Copy or Move it from your personal notes out to a workspace's Info Notes page. Once you move a note, other users with access to that workspace can see it and collaborate with you.
    • Moving a parent note will move all child notes nested under it.• Moving a personal note will change its URL from one with the designation PERSONAL, e.g. PERSONAL-N-150, to one with the designation of the workspace you are moving it to, e.g. FRED-N-110.

  • From the More options button, you can also choose to Hide nested notes. If hidden, any nested notes will not appear in parent note previews of note collections and standalone notes.

To move a workspace note to your personal notes, click the More options button, then click Move note. From there, click Move to personal notes.


Comment directly on notes

In addition to collaborative editing, notes in Aha! Ideas support inline text comments. Inline comments allow you 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! Ideas users and records, add and color tables, or insert images.


Organize your notes

Nested hierarchies

Once you have created a few notes, it makes sense to organize them. Bringing structure to your notes is as easy as clicking and dragging them 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! Ideas 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

Organizing your notes into nested hierarchies is just the first step. As you build out the workspace 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.


Move notes to another workspace

Sometimes notes are created under one workspace but then you want to move them to another workspace. You can use the More options button on notes to move them. If you move the note at the top of a hierarchy tree, all child notes move as well.

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


View note history

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.


Share and export your notes

With your note completed, you can easily share it with your team members by selecting one of the export options under the Share menu on the top right of the screen. You can export your note to a PNG image or PDF document.


Share your note to a custom page on your ideas portal (Ideas Advanced)

If you have customization administrator permissions, you can share notes by adding them to custom pages on your ideas portal. Create a note with instructions for how to use the portal, or updates like release notes and news about upcoming features, then publish them to a custom page that will show in your portal's navigation.

Note: Custom pages cannot be added to submit-only portals or to portals using the classic design.

To add a note to a custom page, go to Settings Pages and click + Get started. Then click the Add page button to create your first custom page. Select Note. Next, configure your page settings:

  • Page name - This appears as the page's tab name at the top of your portal.

  • Heading (optional) - This will be shown as a title at the top of your custom page.

  • Description (optional) - This is a rich text field that you can use to provide context about the roadmap or note you share on this page.

  • Note selection - Here, you can select any note in any workspace that you have access to view. If a note has nested notes beneath it, those will also be shared along with a left navigation.

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