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TrustFrame Internal Notes

Learn how Admin users can add, view, and manage internal compliance notes on TrustFrame Documents — including file attachments and the full audit trail.

Written by Kyle Phillips

Internal Notes allow compliance reviewers and Admin users to leave private commentary on Documents submitted through TrustFrame. Notes are visible only to Admin users and are never shown to Submitter users, keeping internal review discussions separate from the document submission experience.

This feature is designed to keep compliance review communication within the platform, replacing the need to coordinate via email or other external tools.

Note: Internal Notes are visible to Admin users only. Submitter users cannot view Notes left on their Documents.

Adding an Internal Note

Internal Notes are added from within an individual Document's detail view. To add a Note:

  1. Open the Document you wish to annotate by clicking the eye icon in the left-hand column of the Document row on the Documents Page.

  2. Locate the Notes section in the Document detail view. The Notes section sits below the Tags section. This section is visible to Admin users only.

  3. Click Add Note and type your commentary in the text field provided.

  4. Optionally, attach one or more files to the Note (see Attaching Files to a Note below).

  5. Click Save to post the Note. The Note will appear in the Notes section with the author name, timestamp, and note content.

Multiple Notes can be added to a single Document. Notes are displayed in chronological order.

Attaching Files to a Note

Files can be attached to an Internal Note to provide supporting context for the compliance review. To attach a file:

  1. While composing a Note, attach a file using either of the following methods:

    • Click the Attach File button and select the file(s) from your device, or

    • Drag and drop a file directly into the Note compose area.

  2. The attached file will be listed beneath the Note text. Click Save to post the Note with the attachment.

Attached files are stored securely and are accessible to Admin users from the Notes section of the Document. Attachment filenames are also included in CSV exports.

Viewing Internal Notes

To view all Internal Notes on a Document:

  1. Open the Document detail view by clicking the eye icon in the left-hand column of the Document row on the Documents Page.

  2. Scroll to the Notes section, located below the Tags section. All active Notes are displayed in chronological order, showing the author, timestamp, note text, and any file attachments.

The Documents Page grid also includes a Notes column that displays the total count of Internal Notes on each Document, making it easy to identify which Documents have compliance commentary at a glance.

Deleting a Note

Admin users can delete Internal Notes that are no longer needed. To delete a Note:

  1. Open the Document detail view and locate the Note in the Notes section.

  2. Click the Delete option on the Note.

  3. Confirm the deletion. The Note will be removed from the Notes section.

Important: Deleted Notes are recorded in the Activity Timeline for audit purposes, preserving a record that a Note existed and was removed, including the date and the user who deleted it.

Internal Notes in the Activity Timeline

All Note activity is recorded in the Document's Activity Timeline, creating a complete audit trail for compliance purposes. Timeline entries are created when:

  • A Note is added — shows the author, timestamp, and a preview of the note text

  • A file is attached to a Note — shows the filename and timestamp

  • A Note is deleted — records the deletion action, the user, and the timestamp

The Activity Timeline is visible to Admin users within the Document detail view.

Notes Count in the Documents Grid

The Documents Page grid includes a Notes column that shows the total number of active Internal Notes on each Document. This allows Admin users to quickly identify Documents with pending commentary without opening each Document individually.

Users can also filter the Documents grid to show only Documents that have Internal Notes, making it easy to focus the review queue on annotated items.

The Notes column can be added or removed from your grid view using the column settings menu.

Internal Notes in CSV Export

Admin users can export Internal Notes data to CSV directly from the Documents Page. To export Notes:

  1. From the Documents Page grid, locate the Export Notes button, which appears next to the Add Documents button in the top-right area of the grid.

  2. Click Export Notes to download the CSV file.

Note: The Export Notes button is available to Admin users only and will not appear for Submitter users.

In the exported file:

  • Each Note appears as a separate row in the export.

  • Documents with no Notes will still appear in the export, with the Notes columns left blank.

  • If a Note has multiple file attachments, attachment filenames are listed in the same cell, separated by a semicolon.

This allows compliance teams to maintain a complete, exportable record of all internal review commentary.

For additional assistance with Internal Notes, please contact [email protected].

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