The accounting department currently holds a paper based archive. They print copies of various contracts, e-mails and other documents. They write personal notes onto these copies. These notes are usually in specific spots in the document that they relate to, like a sum of money.
This is a use case that I can't fulfill with SharePoint Online right now. The base files must be visible to a wide array of people (project managers, customer reps). The accountants demand some way to document various interactions with these files, for example price increases, email conversations, customer calls, billing numbers, you name it. These notes are, to them, personal and shouldn't be visible to other people. Attaching notes to specific spots in the document isn't a hard requirement, just nice to have.
Various things I've tried:
- Creating copies of the document: Documents change and the copy with notes in it would inevitably expire. The point of SharePoint is to create a Single Source of Truth.
- Office comments: Visible to everyone with access to the document and not available for PDF documents.
- Teams thread: Very clunky. Sometimes you'll create multiple chat threads for a single document. You'd need to pin all documents in the channel.
- Custom personal view in the document library: The only real option that currently comes to mind. I'd create a column containing the personal notes, take all member's permissions to create views (effectively hiding the column) and create personal views for the accountants.
Is there a better way to attach personal notes to documents?