> ## Documentation Index
> Fetch the complete documentation index at: https://klipy.ai/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# How do notes work in Klipy?

> How Klipy notes work: creating, linking notes to contacts and deals, nesting, archiving, and why note search only matches the title.

Notes in Klipy are rich-text pages you write, link to a contact, company, or deal, and organize in a hierarchy under other notes. You can archive a note to move it (and any nested notes) to the trash, then restore it or delete it permanently. One honest limit: Klipy note search matches a note title only, never the body.

## Creating a note

<Steps>
  <Step title="Click New note">
    From the Notes home page, click **New note**. Klipy creates a note titled "Untitled" and opens it in the editor immediately so you can start typing.
  </Step>

  <Step title="Title and write freely">
    A note's title is a plain text field; its body is a rich-text document, so you can format text, add headings, and structure the note like a normal document. Changes save automatically as you type.
  </Step>

  <Step title="Or record a voice note">
    Instead of typing, you can record or upload audio. Klipy creates a note titled "Listening..." while it transcribes the audio in the background, then fills in the transcript once processing finishes.
  </Step>
</Steps>

Klipy can also create notes for you automatically, most commonly from a meeting summary generated by the notetaker after a call ends, so you don't have to start every note from a blank page yourself.

A note's title is always required, even if you never change it from "Untitled" — but the body is optional, so an empty note is a valid starting point you can fill in later.

## Linking a note to a contact, company, or deal

<Steps>
  <Step title="Type @ inside the note body">
    While writing in a note, type **@** to open the mention menu.
  </Step>

  <Step title="Pick a contact, company, or deal">
    Search for and select the contact, company, or deal you want to reference. Klipy inserts the mention into the note text.
  </Step>

  <Step title="Klipy links the note automatically">
    Selecting the mention links the note to that record behind the scenes — no separate "link" button or dialog is needed. A note can be linked to more than one record if you mention more than one.
  </Step>
</Steps>

Linking only covers contacts, companies, and deals today — you can't link a note directly to a task or an interaction. There's no separate "unlink" control in the note editor either, so the mention you type is the way the link gets created; think of it as a permanent reference once you've written it into the note, rather than a toggle you flip on and off.

## Nesting and organizing notes

<Steps>
  <Step title="Hover a note in the sidebar">
    In the notes sidebar, hover over any note to reveal a small **+** button next to it.
  </Step>

  <Step title="Click + to add a page inside">
    Clicking it creates a new child note nested underneath the one you hovered, and expands the parent so you can see the new note in place.
  </Step>

  <Step title="Nesting can go multiple levels deep">
    A child note can itself have children, so you can build out a small hierarchy — for example, a top-level note per account with sub-notes underneath for individual calls.
  </Step>
</Steps>

By default a new note is **private**, visible only to you. From the note's share control you can switch it to **Shared**, making it visible and editable by everyone in your workspace — but this switch only goes one way: once a note is shared, it can't be made private again, and only the note's original owner can change its sharing status at all.

## Archiving, restoring, and deleting a note

<Steps>
  <Step title="Move a note to trash">
    Open the note's menu and choose **Move to trash**. This archives the note and, since nesting is recursive, every note nested underneath it is archived at the same time.
  </Step>

  <Step title="Find it in the Trash Bin">
    Archived notes live in **Notes → Trash Bin**, separate from your regular notes list, so they stay out of your way without disappearing entirely.
  </Step>

  <Step title="Restore or delete permanently">
    From the Trash Bin, click **Restore** to bring a note (and its children) back to where it was, or click **Delete Permanently** to remove it for good. Permanent deletion cannot be undone and, for voice notes, also removes the attached audio file.
  </Step>
</Steps>

If you restore a note whose parent is still in the Trash Bin, Klipy detaches it from that parent rather than leaving it nested under an archived note — it reappears at the top level of your notes list instead.

## Why note search only finds titles

<Note>
  Klipy's note search matches a note's **title** only, never the body — a word that only appears in the body won't surface a note, even if you search for it exactly. This applies to every note, whether typed by hand, recorded as a voice note, or generated by Klipy from a meeting.
</Note>

The practical workaround is to put terms you'll want to find later directly in the note's **title**, not just the body — a title can hold more than a short label, so there's room to make it descriptive. See **[Why can't I search a note's content?](/docs/faq/why-cant-i-search-notes)** for the full explanation and more ways to work around the limitation until body search ships.

<AccordionGroup>
  <Accordion title="Can I link one note to more than one contact, company, or deal?">
    Yes. Mention as many contacts, companies, or deals as you want inside a note's body, and Klipy links it to each one.
  </Accordion>

  <Accordion title="How many levels deep can I nest notes?">
    There's no fixed limit shown in the product — you can keep adding a page inside a page as many times as you need, though very deep nesting gets harder to navigate in the sidebar.
  </Accordion>

  <Accordion title="What happens to nested notes when I trash the parent?">
    They're archived along with it. Moving a note to trash recursively archives every note nested underneath it, and restoring the parent recursively restores them too.
  </Accordion>

  <Accordion title="Can I make a shared note private again?">
    No. Switching a note from private to shared is a one-way change — only the note's owner can change its sharing status, and once it's shared with the workspace it can't be switched back to private.
  </Accordion>

  <Accordion title="Does deleting a note from the Trash Bin affect the contact or deal it was linked to?">
    No. Permanently deleting a note removes the note and its link to any records it was linked to, but the contact, company, or deal itself is untouched.
  </Accordion>

  <Accordion title="Will searching a note's content ever work?">
    Not today. See [Why can't I search a note's content?](/docs/faq/why-cant-i-search-notes) for the current scope of note search and how to make notes easier to find in the meantime.
  </Accordion>
</AccordionGroup>