You are deciding note visibility on a PSA-synced ticket (ConnectWise Manage, Autotask, HaloPSA)
BEFORE writing. Every PSA splits ticket notes into client-visible and internal-only, and each does
it differently. A note written with the wrong visibility is an instant leak — internal candor,
pricing, security details, or another client's name landing in the customer's portal or email.
1. Re-read the ticket to see how existing notes are typed on this ticket and confirm the client-
facing channel (portal, email thread) is what you think it is.
2. Decide the audience first — client-visible or internal — and only then write. Per-PSA semantics
to respect:
- ConnectWise Manage: Discussion entries are customer-facing; Internal and Resolution note
types have their own visibility flags. Time-entry notes can surface on invoices regardless of
ticket-note visibility.
- Autotask: notes carry a publish setting (internal vs client-visible); replies to client-
originated tickets typically notify the client. Time-entry summaries can appear on invoices.
- HaloPSA: visibility rides on the action used — customer-visible actions email/portal-publish
the note; private actions do not.
Where this tenant's exact mapping is unverified, treat every note as potentially client-visible
until confirmed.
3. Run the leak-prevention checklist on any note that is (or might be) client-visible:
- No internal candor (frustration, blame, "this client always...").
- No other client, partner, or unrelated person named.
- No credentials, secrets, or security-sensitive detail (vulnerability specifics, unconfirmed
"breach" language).
- No pricing, rates, margins, or internal cost discussion.
- No speculation stated as fact; no promised dates not actually committed.
- Plain text only — markdown and emojis degrade or leak formatting artifacts through PSA sync.
4. Internal notes still meet a bar: factual, professional, no credentials — internal notes get
exported, migrated, and subpoenaed. "Internal" lowers the audience, not the standard.
5. Write the note at the decided visibility. In your output, state the visibility you used and why.
If the tenant's note-type mapping cannot be confirmed, put nothing sensitive in any note and
say so.
Always: default-deny — unknown visibility = client-visible; write accordingly or don't write. Re-
read before writing — a ticket that closed PSA-side may email closure notes differently, and your
note may land in a client-facing closure digest. Never fix a leaked note by deleting evidence
silently — a leak that reached the client is an incident: flag it to the desk lead with the note
text and timestamp. Time-entry notes are a separate leak surface (invoices); never assume ticket-
note visibility rules cover them. Unattended/Flows variant: your entire reply may be posted verbatim
as the note — no narration, no headers, plain text, and when visibility is uncertain, output
nothing.
