Private workflow context
Use concise internal notes for client galleries with templates for current status, an open question, and the next action while keeping private data out.
Quick answer
Client gallery internal notes give photographers a small private place to remember what matters before they open or update an assignment. A useful note records one current state, one unresolved question, or one next action in language that remains clear weeks later. This guide provides three reusable templates and rules for writing concise, privacy-conscious notes. In GalleryDock the internal note is private free text with a maximum of 1,000 characters, and the dashboard shows a short preview of up to 50 characters. It is not a task manager, project board, CRM, or notification system: there are no assignments, due dates, reminders, status automation, or client-visible messages attached to the note.
Template 1
Use a state note when the most important question is what has already happened and what is still pending.
01
Write: Status — what is complete; what remains; last checked date. Example: Selection received — 18 favorites confirmed; final exports pending; checked Sep 24. The pattern is readable without recreating the whole client history.
02
Record what you actually observed in the gallery or confirmed with the client. Avoid vague labels such as almost done when another team member would not know which work is complete.
03
The dashboard preview shows only the first 50 characters. Put the meaningful state first instead of starting with greetings, background, or a long project code that pushes the useful words out of view.
04
Update the note when the state changes rather than stacking a permanent diary inside 1,000 characters. The field works best as a current operational summary, not an exhaustive communication archive.
Template 2
An open-question note protects a decision from disappearing between messages without pretending the field will chase the answer.
01
Write: Waiting for — person or role; decision needed; where the request was sent. Example: Waiting for — marketing lead; choose hero portrait; request sent by email Sep 24.
02
Add what cannot proceed until the answer arrives, such as final retouching or download release. That context helps the photographer judge priority when reopening the gallery.
03
Avoid passwords, private health information, payment data, legal disputes, or unrelated personal notes. A private interface is not permission to retain more information than the workflow genuinely needs.
04
GalleryDock does not notify the named person, set a reminder, or monitor the decision. Use the team's established calendar, task, or CRM system when an actual follow-up date is required.
Template 3
A next-action note should let the photographer resume work without reading an entire email thread.
01
Write: Next — export web and full-resolution finals after favorite list is locked. A specific verb and completion condition are more useful than generic phrases such as continue editing.
02
Identify what must occur first: client confirmation, finished retouching, payment confirmation in the proper system, or an internal quality check. Keep the trigger factual and concise.
03
The client cannot see this field, so do not use it for download directions, deadlines, or requests the client must act on. Put client-facing guidance in the appropriate message or gallery context.
04
If work requires an assignee, due date, checklist, reminder, or automation, create it in a task-management or CRM tool. The GalleryDock note remains a lightweight reference beside the gallery.
Comparison
Choose a location according to who needs the information and whether action tracking is required.
| Approach | Best for | Tradeoff |
|---|---|---|
| Gallery title | Client and project identification | Visible wording, not private operations |
| Internal note | Short private state, question, or next action | No assignments, reminders, or automation |
| Client message | Instructions the recipient must read | Not a private team reminder |
| Task manager | Owners, deadlines, and checklists | Lives outside the gallery |
| CRM | Relationship and communication history | More system overhead than a quick gallery note |
Record how many favorites are expected, who confirms them, and what production step waits for that confirmation.
State which selection is locked and the exact next export or review action without storing a full technical checklist.
Note that final files were checked and which manual communication remains, then clear or replace the note when the job closes.
Frequently asked questions
No. The internal note is private operational text and does not appear in the client-facing gallery.
The GalleryDock field accepts up to 1,000 characters.
The dashboard shows a short preview of up to 50 characters, so place the most useful state at the beginning.
No. The note has no assignee, task ownership, or workflow-routing behavior.
No. It does not add due dates, reminders, alerts, or automated follow-up to internal notes.
No. Keep passwords, payment data, sensitive personal information, and legal records in the appropriate protected system rather than a gallery note.
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