How do I use notes?
Updated 5 Oct 2026 · 3 min read
Notes are for things that aren't documents: what the doctor said, a plumber's quote, the school's term dates. A note can be text, photos, a video, a voice note, or a mix.
Notes are shared with everyone in your vault. Anyone in the vault can read and edit a note. Only the person who wrote it, the owner or an admin can delete it. Viewers can read notes but not change them.
Security: Everyone in your vault can read your notes, so keep passwords, PINs and door codes out of them.
Find your notes
- Sign in at viamone.com and go to Home.
- Click the note icon at the top of the page (Notes).
- Your notes show as cards, with Pinned notes first and then Recent. Use Search notes to find one by its words.
- Open the ViamOne app. On Home, tap the note icon at the top, next to the +.
- Your notes show with Pinned first, then Recent. Use Search notes at the top to find one.
- Tap the list or grid button beside the heading to switch how notes are laid out.
Add a note
- On the Notes page, click Add note. You can also click + on Home, then Add note.
- Type your note.
- To attach something, click Photos, Video or Voice.
- Click Save note.
- On the Notes screen, tap +. You can also tap + on Home, then Add note.
- Tap Camera, Video, Voice or Attach to add a photo, video or voice note. Stop the recording before you type.
- Type your note.
- Tap Save note.
A note can hold up to six photos, videos and voice notes in total. A note with only photos and no words is fine, and saves as a photo note.
Edit, pin or delete a note
- Click a note to open it.
- Click the text to edit it, then click Save.
- Click ⋮ to add a photo, video or voice note, Pin to the top, or Delete the note.
- Tap a note to open it.
- Tap the text to edit it, then tap Save.
- Tap the bookmark at the top to pin it. Tap Delete note at the bottom to delete it.
- From the list, you can also swipe a note to the left to delete it.
Turn a note into a task
On the phone, open a note and tap Task, or swipe the note to the right and tap Make task. Pick a deadline and the task appears on Home. The note stays, with a band saying A task was made from this note. This is only on the phone for now.
Add a note about a document
Open the document and choose Add a note… from its menu on the web, or Note on the phone. The note keeps a link back, so you can tap Open the document later.
Tip: The mic on Home also takes notes. Say "note:" and then what you want to keep.
Didn't work?
A photo or video didn't attach
Check the file is a photo, voice note or video. On the web, a photo can be up to 8 MB, a voice note 25 MB and a video 60 MB. On the phone, videos can be up to a minute long and are made smaller before they upload.
It says "That's the limit"
A note holds six attachments at most. Remove one, or start a new note.
I can't delete a note
Only the person who wrote it, the vault owner or an admin can delete a note. Ask one of them, or edit it instead.
Still need help?
Create a ticket and a person on our team will reply right here, on the support site.