Notes and Descriptions
Every source object, source version, rule, rule version, draft and test in the Rule Repository can carry two kinds of text, each with its own job:
- A description says what the object is: "Holds every order over the export limit for review." It is short (up to 512 characters), there is only one, and anyone who can change the object can edit it. It appears wherever the object does: as the tooltip of its row in a grid, in its dialog, and to AI agents and the AI Assistant, which read descriptions to understand your rules.
- Internal notes are working comments for your team: "Checked with the finance team on Monday", "Waiting for the new tax rates before this goes live". An object can have any number of them. A note is never edited once added, it is signed with its author's name and the time, and it is shown only in the object's own dialog, never in a grid and never to an AI.
They use these parts of the repository:
- The Details tab of a record dialog, with the Name and Description boxes and Save Changes.
- The Internal Notes tab of a record dialog. Its label shows how many notes there are, for example Internal Notes ยท 2. It lists the notes, newest at the top, each with its author and time, with a New note... box and Add under them. A delete icon appears on each note for users allowed to delete notes.
- The description and note boxes of the New Rule, New Draft and Save Test dialogs, which let you describe an object and add its first note as you create it.
Writing a Description
- Open the object's dialog, for example by clicking its row in a grid.
- Click the Details tab.
- Type in Description. Keep it to what the object is for; leave history and reminders to notes.
- Click Save Changes.
The change is recorded in User Activity, with the old and new text.
When you create a rule, a version, a draft or a test, its dialog asks for the description right away.
Adding a Note
- Open the object's dialog and click the Internal Notes tab.
- Type the note in the New note... box.
- Click Add. The note appears at the top of the list with your name and the time.
Hover over a note to see exactly when it was written. Adding a note does not count as a change to the object: it does not change its modified date and is not recorded in User Activity.
Deleting a Note
If you have permission to delete notes:
- Open the Internal Notes tab.
- Click the delete icon on the note.
With this permission you can delete any note, whoever wrote it. Without it, you cannot delete notes at all, not even your own. A deleted note is gone for good.
Notes the Repository Moves or Adds for You
- A draft's notes move to its version. When a draft becomes a rule version, its notes become the version's notes.
- A reason for declining becomes a note. When someone declines a request for approval, or revokes an approval, and gives a reason, the reason is added as a note on the version, under their name.
- The first note of a new object. The Internal Note boxes in the New Rule, New Draft and Save Test dialogs add the object's first note.
Who Sees Notes
Notes are visible to users with permission to view them; without it, the Internal Notes tab is not shown at all. Adding notes is a separate permission. Notes are never shown to AI agents or the AI Assistant.