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WebAsyst Notes Manual

WebAsyst Notes Manual

Table of Contents

WebAsyst Notes at a glance

Here is your WebAsyst Notes main window:

  1. Toolbar: Click a button (e.g. Folder, Notes, View, Tools) to open a pull down menu and access main functional buttons to add/copy/move folders/notes, customize view options, etc.
  2. Folders pane: Lets you organize your notes in folders. Click a folder to open a list of notes containing in this folder. Double click folder name to change it. Drag and drop folder to copy/move it in the folder hierarchy. Click Folder button in the toolbar to add new folder or customize access rights to existing folder.
  3. Note list: Shows a list of notes containing in selected folder.
  4. Sorting: Click Subject, Author or Date to sort notes by this parameter, click again to reverse sorting order.
  5. Selector: Select notes for bulk copy/move/delete operations.
  6. Attached files: You can attach files to your notes. Click a link to file in your note list to open/download an attached file.
  7. Search: Enter keyword or a phrase (e.g. "advertising") and click Go to see the list of notes where the search word is found in note's subject or body.

Adding notes

  1. Click Notes -> Add Note from the toolbar.
  2. Type a note subject and text and attach an optional file.
  3. Click Save button to save note and return to note list, or click Save and Add Another button to continue adding another note.

Giving other users access to your notes

You can work with your notes in collaboration with other users. For every folder in your WebAsyst Notes repository you can customize following access rights for certain users or user groups:

  • Read (R) – a user (user group) can list and read notes in this folder
  • Write (W) – a user (user group) can add/modify notes in this folder
  • Folder (F) – a user (user group) can add/modify notes, folders & permissions

To customize access rights, select a folder and click Folder -> Customize Access Rights in the toolbar. You can customize access rights individually for every user on the Users tab, or you can use Groups tab to give access to user groups (you must have access to Users and Groups section to create and handle user groups).

When setting access level to a folder, the combination of personal and group access rights will be applied as shown in the sample table below:

Personal Permission

Group Permission

Effective Permission










NOTE: Customizing access rights is the prerogative of the user who has F(Folder) access rights to this folder.

Printing notes

To display your notes, announcements, or memos in a printer friendly format, click Notes -> Print from the toolbar. Indicate your printing selection: selected notes, notes folder, or entire WebAsyst Notes. Select your print template and click Print.

Printer-ready note list will open in a new browser window.

Using print templates

Print Templates allow you to select your note appearance in a printer friendly format. Click Tools -> Print Templates to see the list of templates. The body of every template includes personalization variables; i.e. placeholders that correspond to a note property (note subject, attached file names, date, author, etc.). When clicking Notes -> Print, variables from the selected templates (e.g. %SUBJECT%, %CONTENT%) are substituted with the corresponding properties of a selected note, as shown on the picture below:

To create a new template, click Add Template button. Enter a name and design your new template using built-in HTML editor.

Organizing notes

Notes are organized in folders and subfolders. Click "Available Folders" in the Folders pane to display a list of all folders that you have access to. For every folder you can see your access rights, number of notes containing in this folder, and “Shared” flag indicating whether this folder is shared with other users.

Click a folder name to navigate to this folder. Depending on your access rights you can add new notes, copy/move/delete notes, or create new subfolders, copy/move/delete this folder or subfolders, or customize access rights for other users to this folder and its subfolders.

Most common operations with folders and notes are outlined below.


To add new folder, click Folder -> Add Folder in the toolbar and enter new folder name. New folder will be created as a subfolder to your current folder. If you want to create a new root folder, navigate first to "Available Folders" section and then click Folder -> Add Folder from the toolbar.

To copy or move a folder, navigate to this folder and simply drag and drop it to new location, or click Folder -> Copy Folder / Move Folder from the toolbar.

To delete folder, click Folder -> Delete Folder from the toolbar.

NOTE: You must have F(Folder) access rights in the destination folder, and in the source folder from which you want to move or delete current folder.

Copying/Moving/Deleting notes

To copy or move notes, select them from the list and click Notes... -> Copy Note(s) (or Move Note(s)) in the toolbar. Select destination folder where you want to copy or move selected notes, and click Save button.

To delete notes, select them from the list and click Notes... -> Delete Note(s) in the toolbar.

Customizing View

Click View -> Grid to display your notes in a tabular format. Click View -> Customize View to customize Grid view. Indicate hidden and visible columns, number of notes displayed on one page, and a length of visible note text.

Click View -> List to see the listing of your notes with full notes' content including properties; i.e. author, create/modify date, file attachments, etc.