Appearance
Access and publishing
Notes have two independent controls. Access decides which of your teammates can open a note. Publishing puts a read-only copy on a public URL for people who have no account at all.
Restricting a note or folder
Right-click a note or a folder in the browser and choose Manage access. The option is there for board Admins and for whoever created the item.
Turn on Restrict access and the note is visible to you, the board owner and the people you list. On a folder the same restriction covers the folder and everything inside it.
Give each member a role.
| Role | What they can do |
|---|---|
| No access | Cannot see the note at all |
| Can view | Open and read it |
| Can edit | Open, edit and comment |
The creator is listed as Owner and always keeps access. Site owners and admins can always open a restricted note.
When a parent folder is already restricted, the dialog says A restricted parent folder already limits who can see this. Restrictions accumulate down the tree, and the deepest one wins.
Restricted means restricted everywhere
A note you cannot open is missing from the tree, from search, from a notes export, from a task's Linked notes list and from any published page. Truetask answers with "not found" rather than "forbidden", so the note's existence is never revealed.
Publishing notes
Publishing creates a read-only public page at /notes/<slug>. You need board Editor or Admin to publish.
Open Publish from the note header, from the browser's more menu, or from a note or folder's right-click menu.
What to publish
Pick one of four scopes.
| Scope | What it publishes |
|---|---|
| All notes | The board's whole notes section |
| Folder | One folder and everything under it |
| Current note | The note you have open |
| Selection | Any mix of folders and notes you tick |
For a selection, a ticked folder brings all of its child notes and a ticked note is included on its own.
Settings
| Setting | What it does |
|---|---|
| Title | The heading of the public page, and its browser tab title |
| URL endpoint | The slug in /notes/<slug>. Leave it blank to generate one, or use From title to derive it |
| Description | A short line stored with the publication |
| Require password | Gates the page behind one shared password |
A slug is 3 to 64 characters and can contain letters, numbers, _ and -. Slugs are unique across the workspace, so the dialog tells you when one is taken.
A password is at least 4 characters. Visitors type it once and the page remembers them for 30 minutes. Leave the password blank when editing to keep the current one, and turn the toggle off to make the page public again.
The embed warning
If the notes you are about to publish contain board or task embeds, Truetask asks first. The confirmation is titled Expose embedded boards & tasks? and explains that the tasks' titles, dates, status and assignees become visible to anyone with the link, even though the board itself is not published. Choose Publish anyway or go back and take the embeds out. See Linking and embeds for exactly which fields an embed exposes.
Managing published links
The dialog lists every live link for the board under Published links, each with its scope and its /notes/<slug> address. From there you can copy the URL, open the page, edit the link's settings, or Unpublish it.
Unpublishing asks for confirmation and then retires the link. Visitors get the Published notes not found page afterwards.
What readers see
The public page is a reader, not the app.
- A sidebar with the published folders and notes, collapsible, hidden on request.
- A note picker instead of the sidebar on a phone.
- Light, dark or system theme.
- A Readable line length toggle.
- A deep link per note, so you can send someone straight to one page.
There is no search, no editing and no comments. Embeds render as the static snapshot described in Linking and embeds.
Images and files that belong to a published note are served through the publication itself, behind its password when it has one. Images render inline and everything else downloads.
A publication only ever exposes what the person who created it could see. A note restricted away from the publisher is not on the page, even under All notes.
Each page load counts a view, and the count is stored with the publication.
Automating it
The Note Published trigger runs an automation when a note is published to a public link. Chain it with an HTTP request to post the new link into a channel. See Automation triggers.