Project Notes

The Notes tab is where you capture everything that doesn't belong on a task. Meeting notes, decisions, client feedback, links, screenshots, research, reminders, updates. Notes support rich content writing with headings, lists, task lists, blockquotes, code blocks with syntax highlighting, images, links, underline, highlight, and text alignment. Plus @mentions for contacts, companies, and Space members (which render as inline cards), auto-detected embeds for YouTube videos, X posts, and images, file attachments, deep links to external apps (Obsidian, Notion, VS Code, Figma, Slack, GitHub, and more), status labels, pin, bookmark, quote reply, emoji reactions, copy to clipboard, and one-click convert to task.

Press 6 on the Project Details Page (or N) to jump to this tab.

What you can do

Creating and editing notes

Project Notes has two writing surfaces, and you choose the one that matches the moment.

Quick add

The Notes tab has an "Add a note" prompt for fast capture. Open it to write a short note with @mentions, URLs, deep links, attachments, embedded links, emojis, and quoted replies.

• Type the note content. Plain text, @mentions, URLs, or deep links.
• Paste images from your clipboard. They upload as attachments.
• Drag files into the editor to attach them.
• Use the attachment menu to upload files or embed a link with an optional title.
• Open the emoji picker to insert emojis at your cursor.
• Quote a previous note that shows as a reply preview.

Press Enter to send. Shift + Enter inserts a line break without sending. The editor resets after each note.

Full rich editor in the slide panel

For longer notes (briefs, meeting recaps, formatted documentation), open the slide-panel editor. It gives you the full markdown writing experience.

You can open the slide-panel editor in any of these ways:

• Double-click any existing note card.
• Click Edit on a note that already contains rich formatting. PrimeTask routes you to the slide panel automatically so rich content keeps its formatting while you edit.
• Right-click a note and pick Edit. Same routing.

Once open, the slide-panel editor lets you:

• Use slash commands. Type / anywhere and a menu opens with Text, Heading (H1 to H6), List (Bullet, Numbered, Checklist), Quote, Code block, and Divider. Heading and List group their variants under their own submenus. Click outside the menu to close.
• Use markdown shortcuts. Type markdown directly and PrimeTask formats as you go.
• Set the note's status without leaving the panel. Todo, In Progress, In Review, Done, Blocked, or No status.
• Pin or unpin the note.
• Add or remove emoji reactions.
• Drop in attachments and embeds. Drag, drop, paste, or use the attach menu just like quick add.
• Copy the note to your clipboard with one click. Headings, lists, code, and links arrive intact when you paste into a rich-text target. A plain-text version is included too, so terminals and code editors get a clean fallback.
• Update to save your changes.

The writing area expands when a note has no attachments, so long notes have room to grow. Add an attachment and the editor returns to a compact size.

Inline edit for short notes

Plain-text notes keep the quick inline textarea edit when you click Edit. Notes with rich formatting open the slide-panel editor instead, so rich content always opens in a surface that can render its formatting properly.

How mentions work

Type @ followed by a name and a dropdown appears with three sections - Team Members, Contacts, and Companies - filtered by what you've typed. Pick one with your mouse and the mention is inserted as @Name in the note content. When the note is saved, the mention is extracted and stored as a structured reference.

When the note renders, every mention becomes an inline card with the entity's avatar (or logo), name, and a hover tooltip showing additional info. Click a contact or company mention to navigate to the CRM detail page. See Contacts & Tasks and Contact Details.

Smart content detection

PrimeTask automatically detects and embeds several content types:

• YouTube URLs - any youtube.com/watch?v=… or youtu.be/… link becomes an embedded video player
• X/Twitter URLs - any twitter.com/…/status/… or x.com/…/status/… becomes an embedded post
• Image URLs - direct links to .png, .jpg, .jpeg, .gif, .webp images embed inline
• Deep links - URLs using protocols like obsidian://, notion://, vscode://, figma://, slack://, discord://, linear://, github://, spotify://, arc:// render as badge buttons with the app's icon

Links that don't match any special pattern are left as plain URLs - you can also use the Embed Link action in the attachment menu to turn any URL into a rich bookmark card with a title and description.

Note content - what's supported

The slide-panel editor supports the full markdown feature set used across PrimeTask. Quick add uses the lighter plain-text input. Either way, the smart parsing for mentions, URLs, deep links, and embeds runs the same.

Formatting in the slide-panel editor

What renders richly

Attachments

Notes can have multiple file attachments - images, PDFs, documents, and more.

Ways to attach files

• Drag-and-drop files onto the editor
• Paste images from your clipboard
• Click Upload in the attachment menu and pick files
• Drop multiple files at once - each becomes a separate attachment

What's supported

• Images (any format - JPG, PNG, GIF, WebP, etc.)
• PDFs
• Documents (DOC, DOCX, TXT)
• Other files (stored with their original filename)

Each file can be up to 10 MB. Larger files aren't supported - split or link them externally.

How attachments appear

• Images show as a thumbnail with a zoom overlay - click to open a fullscreen viewer with a download action and ESC-to-close
• Files show as a compact card with the filename, size, and actions to Open with default app and Download
• YouTube embeds render as a video player with a Picture-in-Picture button
• Tweets render as embedded posts
• Bookmarks render as rich cards with title, description, and favicon

Upload progress

A progress bar appears during upload. Attachments are saved immediately after upload - they don't wait for you to send the note. If you cancel the note before sending, attached files are kept as temp attachments.

Sync

Attachments sync to your other devices via File Sync or iCloud Sync. On iCloud, attachments use CloudKit - files are uploaded in the background and downloaded on demand when you open a note whose files aren't local yet. A Download action appears on any attachment that's in iCloud but not yet on your device.

Note actions

Every note has a set of actions available from the hover toolbar on the card or the right-click context menu.

Status labels

Set one of six status labels on any note:

Status labels give you a simple status-tracking layer on notes without needing to convert them to tasks.

Pin

Pinned notes sort to the top of the Notes tab - ahead of everything else, regardless of date. Pinning is great for notes you want to reference repeatedly (project brief, key contact, stand-up agenda). Click the pin action to toggle.

Bookmark

Bookmarking is for personal tagging - "come back to this later". Bookmarked notes don't reorder, but you can filter the tab to show only bookmarked notes. Click the bookmark action to toggle.

Quote reply

Click Reply on any note and the editor expands with a snapshot of the quoted content at the top. Write your response and send - the new note is saved with a reference to the original, and the quoted snippet renders inline when the note is displayed. Quote reply is perfect for back-and-forth discussions within a project.

Convert to task

One-click action that opens a modal to confirm the task name, then creates a new task in this project with:

• Task name - what you enter in the modal
• Task description - the note's content, with YouTube/X/Twitter/image URLs converted to embeds and attachments carried over
• Project - the current project (pre-linked)
• Status and priority - your Space's defaults
• Tag - automatically tagged with Project Note for later filtering

After conversion, the original note is removed from the Notes tab. Use convert to task when a note has grown into actionable work.

Emoji reactions

Click the emoji action to open a picker, then select an emoji to add it as a reaction on the note. You can add as many reactions as you want - duplicates show with a count (e.g., 👍 3). Click an existing reaction chip to remove it.

Edit and delete

Edit opens the note content in an inline editor. Save to persist; Cancel to discard. Editing updates the edited_at timestamp, which shows as a small "edited" indicator on the note.

Delete removes the note and cleans up any attached files (locally and in iCloud if sync is enabled). PrimeTask asks for confirmation first.

Filters

The Notes tab has a filter menu for narrowing down long note lists.

Status filter

Pick one or more statuses (Todo, In Progress, In Review, Done, Blocked, None) and only notes matching those statuses appear. Multi-select is supported.

Content type filter

Pick one or more content types:

• Images - notes with image attachments
• Videos - notes with YouTube embeds
• Tweets - notes with X/Twitter embeds
• Links - notes with bookmarks or embedded links
• Attachments - notes with file attachments

Useful for finding media-heavy notes quickly.

Pinned filter

Three modes:

• All - show everything (default)
• Only - show only pinned notes
• Hide - hide pinned notes

Bookmarked filter

Toggle to show only bookmarked notes.

Search

A search box inside the filter menu matches against note content in real time. Case-insensitive substring match.

Active filter indicator

The filter button shows a badge with the count of active filter categories. Each filter tab has its own Clear action to reset just that tab.

Sorting

The default sort order is:

This keeps pinned reference notes at the top while showing the project's narrative bottom-to-top chronologically. The sort order is fixed - use filters instead of re-sorting.

Things worth knowing

Notes scale to large projects

The Notes tab uses virtualisation once you have 30 or more notes - only the visible notes are rendered at any moment. You can scroll through hundreds of notes smoothly without performance issues.

@mentions are structured references, not just text

When you mention @Jane Smith, PrimeTask extracts the mention and stores a structured reference to Jane's contact record. If Jane's name later changes in the CRM, the mention in the note updates automatically. The inline card always reflects the current entity.

Deep links open in the target app

Clicking a deep link badge (like an Obsidian or Notion link) opens the URL in your system - which on macOS launches the target app if installed. This is the fastest way to bounce between PrimeTask and external tools.

Attachments sync on demand

With iCloud Sync, attachments use CloudKit. When you open a note whose image isn't on your device yet, PrimeTask shows a Download action - clicking it pulls the image from iCloud so you can view it. Files also work this way.

Convert to task tags the task automatically

Every note converted to a task gets a Project Note tag. This makes it easy to filter tasks by origin - see which tasks came from notes vs which were created directly.

Editing is tracked

When you edit a note, the edited_at timestamp updates and a small "edited" indicator shows on the note. This distinguishes original content from later revisions.

Pinned sort order isn't configurable

Pinned notes always appear at the top; unpinned notes sort oldest-first. There's no custom sort. If you need a specific order, use pin strategically or rely on filters.

Two writing surfaces, one note

Quick add is plain text with smart parsing, optimised for fast capture. The slide-panel editor opens on double-click and gives you full markdown. Both edit the same note. PrimeTask routes you to the slide-panel editor automatically when a note already has rich formatting, so rich content stays editable as rich content.

Common questions

Where to go next