You can add notes to any interaction. Some are for the whole team, and some are only for you and your group. Here is how to mark a note private, and exactly who can see it afterward.
Marking a note private
Tick one box in the composer
When you log an interaction, every note has a Private checkbox. Tick it and that note becomes restricted. The rest of the interaction stays visible to the team; only that note is held back.
Partnership Intelligence — Log interaction
Log interaction
Type
Meeting
When
Today, 4:37 PM
Title
Partnership call — Trailhead Bio
Who / What — records
+ Add records…
Notes
BIUNormal
Their VP said they are unhappy with their current partner. Real opening, but keep it in the team for now.
Private — only my team can see this note
Enhance with AICancelSave interaction
The composer in the Innovate Carolina app. The ticked box marks that single note private.
On the record
A private note carries a tag
Once logged, a private note sits on the interaction with a Private tag, so you always know which notes are restricted. Public notes sit right alongside it with no tag.
Partnership Intelligence — Interaction
TB
Partnership call — Trailhead Bio
Logged by Tommy Sowers · Today · Corporate Partnerships
Strong interest in a sponsored research agreement. Sending the standard MTA for their team to review.
Visible to the team
Their VP said they are unhappy with their current partner. Real opening, but keep it in the team for now.
Private
Same interaction. The second note is tagged Private; the first stays open to the team.
The rule
Who can see each note
Public note
Everyone who can see the interaction. This is the default.
Private note
You (the author), your admins, and your team group. A teammate in your group sees it, so they can pick up the relationship without you re-explaining it.
Everyone else sees nothing. Someone from another team can open the same interaction and read the public notes, but the private note is not there for them. It is not greyed out or marked hidden. It simply is not returned.
Sharing
Opening a record up to a team
Per-note privacy is one control. Sharing rules are the other. An admin can share whole records with another user or group, so a set of relationships becomes visible to the full partnerships team, or to one school's staff. Sharing a record opens the record and its public notes to everyone the rule reaches.
Sharing opens public notes
A sharing rule can open a record and its public notes to other users or groups. This is how a team, or one unit, sees the relationships they work.
It never opens a private note
A sharing rule never exposes a private note. Private notes stay with the author, admins, and the author's team, whoever the record is shared with. To let a group read someone's private notes, you add them to that person's team.
This holds because it is enforced in the database, not on the screen. A private note is filtered out before any sharing rule is even considered, so no rule, report, or export can reach around it.
Check it anytime
The platform shows you who has access
Every record has a Who can see this view. It lists exactly who can read the record and the reason for each: the owner, admins, the org-wide default, and any group the record is shared with.
Partnership Intelligence — Who can see this record
Who can see this record
Visible per Org-Wide Default
Access follows the sharing model, plus the grants below.
Access grants
PI Admin
Owner of the record
Access grant
Users with View All Data (admins) can always see this
Access grant
Org-Wide Default is PUBLIC_READ: all internal users can see this
Group
Sharing rule 'Innovate Carolina Portal — Relationship' shares this to Group (READ)
The live "Who can see this" panel. For a private note, only the owner, admins, and the author's group would be listed.
Why you can trust it
Enforced in the database, not just hidden on the page
A private note is not simply left off one screen. The database itself will not return it to anyone outside its audience, so no list, report, export, or integration can leak it. You can write what you actually think.