Document dedicated Notes permissions

docs/contacts/manage_contacts.rst

@@ -321,10 +321,28 @@ To export the change log:
 
 |
 
+.. _notes:
+
 Notes
 =====
 
-It's possible to use Mautic as a basic Customer Relationship Management system (CRM). You or your teammates can write notes for a specific Contact. It's possible to mark a note with a specific purpose; General, Email, Call, Meeting. It's also possible to define a date of a meeting or a call.
+You can use Mautic as a basic Customer Relationship Management - CRM - system. You or your teammates can write Notes for a specific Contact. Mark a Note with a specific purpose, such as General, Email, Call, or Meeting. You can also define a date for a meeting or a call.
+
+Note permissions
+----------------
+
+Mautic has dedicated permissions for Notes, separate from Contact permissions. This allows administrators to control who can create, view, edit, and delete Notes independently of Contact access.
+
+The edit and delete buttons for Notes appear based on your Notes permissions and Note ownership:
+
+* **Edit own** - You can edit Notes you created, regardless of which User owns the Contact.
+* **Edit others** - You can edit Notes created by other Users.
+* **Delete own** - You can delete Notes you created.
+* **Delete others** - You can delete Notes created by other Users.
+
+For example, if you have ``Edit own`` Notes permission, you can edit your own Notes on any Contact you can view - even Contacts owned by other Users. However, you can't edit Notes that other Users created unless you also have ``Edit others`` permission.
+
+See :doc:`/users_roles/managing_roles` for details on configuring permissions.
 
 Social
 ======

docs/users_roles/managing_roles.rst

@@ -136,10 +136,35 @@ There are additional permissions for specific features:
 
 .. vale on
 
-.. note:: 
+Contact permissions
+~~~~~~~~~~~~~~~~~~~
 
-  User permissions restrict their view of dashboard widgets, resulting in them only seeing widgets for items or feature bundles they have permission to see. 
-
-  For example, if a User's Role doesn't have Asset permissions, they can't create or view widgets on the dashboard for Asset data.
+.. vale off
+
+The Contact Permissions section includes several permission categories:
+
+.. vale on
+
+* **Contacts - User has access to** - determines which Contact records a User can view, edit, create, and delete.
+
+* **Notes - User has access to** - determines which Notes attached to Contacts a User can access. This is separate from Contact permissions, giving you fine-grained control over note management. For example, a User might view all Contacts but only edit their own Notes on those Contacts.
+
+* **Segments - User has access to** - determines which Segments a User can access.
+
+* **Custom Fields - User has access to** - determines whether a User can manage Custom Fields.
+
+* **Import - User has access to** - determines whether a User can import Contacts.
+
+.. note::
+
+   * **Notes permissions** determine which Notes a User can view, edit, and delete based on Note ownership - not Contact ownership. A User with ``Edit own`` Notes permission can edit Notes they created, even on Contacts owned by other Users. See :ref:`Notes<notes>` for more details.
+
+   * **User permissions** restrict their view of dashboard widgets, resulting in them only seeing widgets for items or feature bundles they have permission to see.
+
+     For example, if a User's Role doesn't have Asset permissions, they can't create or view widgets on the dashboard for Asset data.
+
+.. note::
+
+   When you upgrade from an earlier version, Mautic grants each non-administrator Role the same Notes access it already had for Contacts. Existing Roles keep working as before, so anyone who could view or edit a Contact's Notes still can. From there, you can refine each Role's Notes permissions independently of its Contact permissions.
 
 You can also create :xref:`Roles using the API`.