Notes¶
Notes is a persistent document workspace built into iPassion AI Portal. It gives you a dedicated space to write, think, and refine ideas — with AI always within reach.
What Makes Notes Different from Chats¶
Chats in iPassion AI Portal are linear and conversational. They work well for back-and-forth exchanges, but the content is largely ephemeral — you move on, and the thread stays behind.
Notes are different. A note is a document you return to, edit over time, and build on. It sits in your workspace as a living artifact rather than a conversation transcript. You can draft a strategy document, iterate on a code snippet, or maintain a reference guide — all within the same interface you use to talk to AI.
The distinction matters when your goal is to produce something durable rather than simply get an answer.
The Editor¶
The Notes editor supports both Markdown and rich text. You can write in plain Markdown syntax and see it rendered, or use the floating formatting toolbar to apply styles without remembering syntax. The toolbar appears contextually when you select text, keeping the writing surface clean when you do not need it.
Supported formatting includes headings, bold, italic, inline code, code blocks, lists, tables, and blockquotes.
AI Enhance¶
Selecting any portion of text in a note reveals the AI Enhance option. This sends the selected passage to the active model with an instruction to rewrite or improve it. The result replaces the selection in place — no copy-pasting from a separate chat window.
AI Enhance is useful for tightening prose, restructuring a paragraph, adjusting tone, or expanding a rough bullet point into a full explanation.
Chat Sidebar¶
Every note includes an embedded chat interface in a collapsible sidebar. This is a full chat experience — not a stripped-down widget. You can switch models, attach files, and have a complete conversation without leaving the note.
A common workflow is to draft in the main editor while using the sidebar to ask questions, generate alternatives, or talk through structure. The note and the conversation exist side by side rather than in separate tabs.
Attaching Notes to Chats (Context Injection)¶
You can attach any note to a chat in iPassion AI Portal as a context reference. When you do, the full content of the note is injected into the conversation — not retrieved as chunks through RAG.
This matters for precision. RAG-based retrieval selects portions of a document that appear relevant to the current query, which can miss context that sits elsewhere in the file. Context injection sends everything, so the model works with the complete document exactly as written.
This makes notes especially effective as high-fidelity references. A note containing a codebase overview, a detailed specification, or a sanitized dataset can be attached to a chat and the model will have the full picture.
File Attachments¶
Files can be uploaded directly to a note. This keeps supporting materials — images, data files, reference documents — alongside the note content rather than scattered across different chats. Attached files are available when working in the note's chat sidebar.
Pinning Notes¶
Notes can be pinned to the sidebar for quick access. Pinned notes appear at the top of the notes list, making frequently used documents easy to reach without searching.
Agentic Access¶
AI models in iPassion AI Portal can interact with notes autonomously through function calling. When operating in an agentic workflow, a model can:
- Search notes — locate notes by content or title
- Read notes — retrieve the full content of a specific note via
view_note - Update notes — rewrite or modify note content via
replace_note_content
This means you can instruct a model to maintain a note, update a running log, or compile findings into a document as part of a longer task — without manually copying output back into the editor.
Exporting Notes¶
Notes can be exported in three formats:
| Format | Use Case |
|---|---|
.txt |
Plain text, universally compatible |
.md |
Markdown, preserves formatting for editors and version control |
.pdf |
Shareable, print-ready document |
Sharing Notes¶
Notes support two sharing permission levels:
- Read access — Recipients can view the note but cannot edit it. Suitable for distributing reference material or sharing finished work.
- Write access — Recipients can edit the note directly. Suitable for collaborative drafting or delegating updates.
Sharing can be enabled or restricted by administrators. If sharing is unavailable in your iPassion AI Portal instance, contact your administrator.
Admin Controls for Sharing¶
Administrators can control note sharing availability through two methods:
- Environment variables — Set the relevant environment variable to enable or disable sharing at the instance level before deployment.
- Admin Panel — Navigate to Settings > Admin and adjust sharing permissions from the interface without requiring a restart.
These controls allow organizations to enable collaboration in open environments while restricting sharing in instances that handle sensitive information.
Common Use Cases¶
Living Drafts¶
Use a note as a working document that evolves over time. Start with a rough outline, use AI Enhance to refine sections, return later to expand or reorganize. The note persists across sessions, so you pick up exactly where you left off.
High-Fidelity Code Context¶
Paste a codebase summary, architecture overview, or key file contents into a note. Attach it to any chat where you need the model to understand the full context of your system. Because the full content is injected rather than retrieved in chunks, the model has an accurate, complete picture — which reduces hallucination and misinterpretation.
Data Sanitization Workflows¶
Use a note as a staging area for data that needs to be reviewed or cleaned before use. Maintain a record of what was changed and why alongside the data itself. Agentic models can update the note as they process the data, creating a running log.
Reference Libraries¶
Maintain a library of notes for team reference — prompt templates, style guides, process documentation, or decision logs. Pin the most-used notes for fast access, and share them with read access to distribute without risking edits.
Notes is available to all users in iPassion AI Portal. Access it from the left sidebar navigation.
Reference
For more technical details, see the Open WebUI — Notes documentation.