What are Feature Controls?

Feature Controls lets workspace owners centrally configure and restrict specific Notability features across their entire organization. Restrictions are enforced on all members automatically and no action required from end users.

This is useful for organizations that need to meet security, compliance, or IT policy requirements (e.g. preventing data from being shared externally, blocking unauthorized cloud exports, or disabling AI features).

How to Enable / Configure Feature Controls

Step 1 — Access the Settings

• Open Notability and go to Settings
• Navigate to Organization (owners only — members will not see this section)
• Scroll to the Feature Controls section

Step 2 — Configure Each Control

Toggle each feature on or off. Changes apply to all workspace members after their next app open or refresh.

Note: Settings take effect after the app is refreshed or reopened on each member's device.

Available Controls

Note: Off means that feature is enabled in app, no feature is restricted unless Owner enables the feature control to restrict the feature. 

Export Options Detail

When Allow Exports is enabled, you can select which destinations are available to members:

• Google Drive
• Dropbox
• OneDrive
• Box
• WebDAV
• Email
• AirDrop (iOS only)
• OpenIn (system share sheet)

If Allow Exports is turned off entirely, the Share Options and Quick Share options are hidden from the note menu for all members.

Note on Print: Print is available as an iOS export option but is not currently included in Feature Controls. If any export options are set, Print remains available on iOS. This is a known limitation.

How It Works for Members

Once a feature is disabled by the owner:

• The feature is removed from the UI (buttons and menu items hidden) or greyed out with a tooltip
• If a member tries to access a disabled feature, they see: "This feature is disabled by your organization. Contact your organization for access."
• Restrictions are enforced both client-side and server-side, they cannot be bypassed by old app versions

AI Features specifically

• Owner enables AI → All members see the AI customization tab and can toggle individual AI settings for themselves
• Owner disables AI → AI customization tab is hidden for all members; all AI features are off

FAQs

Q: Who can configure Feature Controls? Only the business owner. Admins and members cannot see or access the Feature Controls section in Settings.

Q: How quickly do changes take effect for members? Changes propagate after the member's next app open or manual refresh. There is a brief window where a member on an older app state may still see features before the update applies.

Q: What happens to existing content if a feature is disabled? Existing content (photos, web clips, gallery notes) remains visible in notes. Only the ability to add new content of that type is blocked. The one exception is Link Sharing — existing shared links become invalid immediately when Link Sharing is disabled.

Q: If I re-enable Link Sharing, do old links become valid again? No. When Link Sharing is disabled, existing links are invalidated. Re-enabling does not restore them — new links must be created.

Q: Does disabling export options affect all platforms? Yes. Export restrictions apply uniformly across iOS and Web. AirDrop is iOS-only and only relevant on that platform.

Q: Can I set different controls per user or group? No. Feature Controls apply uniformly to all workspace members. Per-user overrides are not supported.

Q: Does Feature Controls work alongside MDM (e.g. Intune)? Yes, but they are separate layers. MDM enforces device-level policies. Feature Controls enforces app-level policies. If your organization uses Intune MAM, both layers apply independently.

Q: What happens if the app can't fetch the feature config on load? The app falls back to cached settings. If no cache exists, the app defaults to the most restrictive available configuration.

Troubleshooting

Member can still see a disabled feature

• Ask the member to close and reopen the app. Settings apply on next launch or refresh.
• Confirm the member is signed into the correct business account (not a personal account).

Feature Controls section not visible in Settings

• Only the workspace owner can see this section. Admins and members do not have access. Verify the account role.
• If you are the owner and still don't see it, make sure you're on a Business plan (not a trial that has lapsed).

Export options revert after toggling

• At least one destination must be selected for the master export toggle to have a server-side representation. Toggle Allow Exports off, then back on and select at least one destination to save the state.

AI features still visible after disabling

• If the member's AI customization tab is still showing, they may have the app open in a cached state. Have them fully close and reopen Notability.

Link Sharing appears greyed out but tooltip doesn't show

• Confirm the note is in an active collab session. The tooltip behavior on Copy Link is only triggered in the CollabShareMenu (shared notes), not on private notes.

Platform Support

Feature Controls are available on iOS and Web. Settings made on one platform are reflected on the other after the next app refresh.

• iOS: Settings > General > Feature Controls
• Web: Settings > Organization > Feature Controls

Cross-platform parity is enforced: a restriction set via iOS will apply on Web and vice versa.

Updated July 07, 2026 15:52