Evernote Guide for Organized Creatives: Sharing Status Updates

Last week, we walked through an example of how a freelance graphic designer (her name’s Taylor) can use Evernote to organize and manage a logo project from a new client.

So far, Taylor’s created three Notebooks in Evernote called Info, Status and Logo that are saved inside a Stack labeled with her client’s name, Coffee Nostalgia.

Evernote Guide for Organized Creatives: Sharing Status Updates


Screenshots from the Evernote desktop app for Mac.

PROJECT UPDATES IN ONE PLACE
Not sure what to do with all the client feedback emails cluttering up your inbox? Save all of your updates for each project in one place. Here are two ways that Taylor saves information in her Status Notebook:

  1. She manually adds a new Note within her Status Notebook (following these directions), then copies the project’s meeting notes, feedback and status updates into this new Note.
  2. She forwards client emails for this project directly into Evernote.

FORWARD EMAILS DIRECTLY INTO EVERNOTE
A dedicated Evernote email address lets you forward emails from clients directly into any existing Notebooks. To find your Evernote email address, click on your username and then Account Info in the desktop version or Account Settings in the web version. Add this email address to your address book and you’re good to go.

For any client email that you want to forward to Evernote, follow these steps to convert it into a new Note:

  1. Hit the forward button on your email program.
  2. The subject line of the email becomes the title of the new Note you’re creating.
  3. Save this new Note into an existing Notebook by adding the @ symbol and the name of the Notebook where you want the forwarded email to go. For example, if you want to forward an email to your Status Notebook, type “@Status” at the very end of the subject line.
  4. You can also label the new Note with a specific date by adding an exclamation mark and the date before the @Status text (including a space between these two elements) in this format: “!2014/08/28”.
  5. Send the email and sync Evernote to see it arrive in the Status Notebook.

The email will be added to your Status Notebook as a new Note, which will be labeled with the subject line from the email and filed under the date you indicated.


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This system is especially helpful because Taylor has a record of when she received each status update from her client and can quickly flip through them in one place.

Pretty cool, right?

Note: This feature will not work for Notebooks that already contain an ‘@,” hashtag (#) or space in their name. This gets trickier when you start managing multiple clients/projects in Evernote, since you’re not allowed to have more than one Notebook with the same label, such as “Status.” We’ll be digging deeper into this topic in a future post.

SHARE A SINGLE NOTE
Give your client instant access to the status of their project. Notes and Notebooks can be shared with other people – even if they’re not Evernote users – by creating a public link. Here’s how to share a single status Note, using Taylor’s logo project as an example:

  1. Create a new Note within the project’s Status Notebook and call it STATUS – Project Name (I suggest using ALL CAPS so that this Note stands out from the others).
  2. Click on the checkbox icon in the type toolbar.
  3. Create a clickable checklist with the project’s milestones and deadlines.
  4. To share the Note, click on the Share Menu icon (arrow).
  5. Choose Copy Share URL.
  6. Email this URL to your client.

Evernote Guide for Organized Creatives: Sharing Status Updates


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The URL for a shared Note won’t change, so your client and team members can bookmark and go to the same URL to see the latest status updates. The client won’t be able to edit the Note so you’ll need to keep it up-to-date.

SHARE AN ENTIRE NOTEBOOK
You can also share the entire Status Notebook with a client (instead of just a single Note).

Via Email Invitation:

  1. Hover your mouse pointer over the Status Notebook.
  2. Click the Share icon (arrow) that appears in the lower-right corner.
  3. Click the Share button.
  4. Add your client’s email address.
  5. Choose from the dropdown menu whether you’d like the recipient to have privileges to ViewEdit or Edit and Invite others to the Notebook.
  6. Click the Share button to send the invitation.

They’ll receive an email invitation to join the shared Notebook by logging into their current Evernote account or signing up for a new account. If your client doesn’t have (or want) an Evernote account, use this next approach.

Via Public URL:

  1. Hover your mouse pointer over the Status Notebook.
  2. Click the Share icon (arrow) that appears in the lower-right corner.
  3. Click the Publish button.
  4. Edit the given URL by clicking the pencil icon (or leave the default URL).
  5. Copy the URL and email it to your client.

Evernote Guide for Organized Creatives: Sharing Status Updates


View full-size image.

The client will be able to view the Notebook (and the Notes within it) without signing into Evernote by visiting the URL. Or, if they have an Evernote account, they can choose to join the Notebook and view it within their Evernote dashboard.

Note: Sharing entire Notebooks via a Public Link with non-Evernote members was recently discontinued, but Evernote has decided to roll back this change due to popular demand.

STREAMLINE YOUR WORKFLOW
With all the status updates in one place, both Taylor and her client are clear on their individual deadlines, next steps and the overall timeline for the project.

This is a basic overview of how to collect and share status updates on Evernote, but you may want to customize your shared Notes to include other relevant information that’s helpful for both you and the client to reference throughout the project. For example, for a brochure, this could include vendor print cost, quantity and delivery information. As you can see, using Evernote to share status updates can help streamline project workflow for you – and your clients.

Want to give Evernote a try? Sign up for a free account.

Next Evernote guide:
Clients and Projects in One Place


Visit our guides library for more resources to help you organize your creative life

  1. Ah! I love this! I’ve been an Evernote user for a while now but am constantly tinkering with my system and it never feels quite right. I’ll definitely be using these tips in the future! Thanks for putting this series together!

    • I know what you mean, Lindsey! Just when I think I have my system down, I discover a new way to make it easier/faster.

  2. Great series! I will definitely be using this method to organize my client projects. Now I love Evernote even more. Thanks Krystle!

  3. Awesome tips, thanks so much for sharing! I recently started using evernote, and i can see myself really trying to utilize it to its full potential.

    One question though, it looks like it would really streamline the process for the designer, but how do clients react? If they haven’t been using evernote before, or aren’t 100% computer saavy, will they use it as part of the process? What has been your feedback using it with clients, do they love it, want to use it, hate it, avoid using it etc?

    thanks!

    • Hey, Megan. So far clients have been on board with using Evernote to review the status of a project. If they haven’t wanted to sign up for a free Evernote membership, they’ve been okay with viewing the public link to get a quick update. Keep us in the loop and let us know if you test this system with your clients and how you adapt it along the way.