Notes, email, forward, and reject — when to use which

Quick reference

Situation	Use
Record context for the future — e.g. discount confirmed by supplier	Plain note
Ask an internal colleague to look at something or take action	Note with @mention
Transfer approval responsibility to someone else	Forward
The document itself is incorrect and must go back	Reject
Communicate with the supplier or someone outside Nordflow	Email from document

Why notes beat email for internal conversations

Notes live with the document permanently. Six months later, when someone reviews the transaction, the full conversation is visible directly on the document — no searching through individual mailboxes. When a document is posted to your ERP or accounting system, the entire note thread is attached as additional pages on the PDF, so the discussion travels with the record.

@mentions for questions, not rejections

If you need a colleague to look at something or clarify a line, a note with @mention works well — but only if that colleague already has access to the document. Tagging someone does not grant access; it only notifies them. If the person you want input from does not already have access (i.e. they are not part of the current approval step), forward the document to their group instead. Forwarding both grants access and lets you add a note explaining what you need. Once they have responded, the document can continue its normal flow.

Notes and @mentions are best suited for people who always have access, such as bookkeepers. Rejecting the document just to get someone’s attention sends it backwards in the flow and creates extra work.