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What is Trilium Notes?
Trilium Notes is an open-source note-taking and personal knowledge base application. It runs locally on your desktop and can sync with a self-hosted server so the same notes are available across devices, including through a browser-based mobile app. No account is required and it works offline. The project is AGPL-3.0 licensed and its source is on GitHub.
Who it suits
It is aimed at people who want to build a long-lived, interconnected knowledge base rather than a simple list of notes. Typical users are researchers, developers and anyone who prefers to own their data and host their own sync server. If you only need quick, lightweight notes and no setup, a hosted service will be less effort.
What makes it distinctive
- Hierarchical notes instead of folders: each note can contain sub-notes, and one note can appear in several places in the tree.
- Labels and relations: you can categorise notes and link them, with promoted attributes feeding tables and boards.
- Workspaces and hoisting: separate personal and work material by focusing the tree on a chosen set of notes.
- Mixed content types: notes can hold text, code, images and more, rather than forcing everything into paragraphs.
- Search with OCR: full-text search covers text inside images and PDFs.
- Revisions and protected notes: periodic background snapshots support undo and review, and sensitive notes can be encrypted behind a password.
- Extensibility: templates, a REST API and scripting support automations and integrations.
- Publishing: with a server, any subtree can be shared as a public read-only website.
Trade-offs to weigh
Self-hosting gives control but puts backup, updates and security in your hands; sign-in can be hardened with TOTP multi-factor authentication or OpenID Connect. The flexible structure rewards planning but can feel open-ended at first, so deciding on a top-level scheme early helps. Import and export are supported, which reduces lock-in if you later move.
As a next step, sketch your top three knowledge areas as branches, then test whether labels and relations capture the connections you actually need before committing your existing notes. For alternatives, see Obsidian and Logseq.
How does Trilium Notes compare to a folder-based note-taking app for organizing a personal knowledge base?
Trilium Notes replaces folders with a hierarchy of notes that can contain sub-notes, and lets a single note appear in more than one place in that tree. A folder-based app typically forces one location per file. For a personal knowledge base, that difference matters most when the same idea belongs to several projects or topics at once: in Trilium you place one canonical note in multiple branches instead of duplicating it, so edits stay in one place.
Where the models differ in practice
| Need | Trilium's approach (per page evidence) | Typical folder-based app |
|---|---|---|
| One item in several contexts | A note can be added in multiple places in the hierarchy | Usually copied or moved, creating duplicates |
| Cross-cutting categories | Labels and relations between notes, plus promoted attributes for structured fields used in tables and boards | Often tags, if supported, separate from the folder tree |
| Separating life areas | Workspaces and hoisting narrow the tree to a chosen set of notes | Separate top-level folders or separate vaults |
| Finding things | Fuzzy jump-to-note, full-text search including OCR of text in images and PDFs | Depends on the app; often filename or basic search |
| Recovering mistakes | Background and on-demand note revisions | Varies; often file history or backups |
| Getting data out | Import and export, with notes "never locked in" | Files are usually already portable |
The trade-off is upfront structure. A folder tree is obvious to anyone; Trilium's clone-anywhere hierarchy plus labels rewards a little planning. If you clone notes freely without conventions, the tree can become hard to read, and hoisting or workspaces become necessary to keep focus.
Who benefits most
- Researchers and writers collecting sources that feed several articles: one note per source, cloned into each project branch, with labels for themes.
- People mixing work and personal material: workspaces keep the two trees visually separate without maintaining two databases.
- Tinkerers: relations, templates, a REST API and scripting suit users who want automations, such as generating index notes from labels.
A folder-based app remains the simpler choice if you mainly store documents in one obvious place, share files with people who expect standard folders, or don't want to learn a new structure.
A concrete test
Take five notes you'd normally file in two folders each. In Trilium, create them once and place each in both branches; then add a label like topic:method and build one saved search or table from it. If that feels natural, the model fits your knowledge base. If you find yourself wanting a single tidy directory, a folder-based tool will cost you less friction. Trilium is open source under AGPL-3.0 and runs locally or with a self-hosted server for sync, so trying it on a small set of notes carries little commitment; see Trilium Notes for the current feature set.
Can I self-host Trilium Notes to sync my notes across devices and access them on my phone?
Yes. Trilium Notes is designed for exactly this setup: you run a self-hosted server, point your desktop clients at it to sync, and open the same notes on your phone through a browser as a PWA. No account is needed, and the app works offline on the desktop, so your notes stay usable even when the server is unreachable.
What the self-hosted setup gives you
- Cross-device sync: a server instance keeps your note tree consistent across desktops and the phone, rather than you copying files around.
- Phone access without an app store: the PWA route means you open it in a mobile browser and add it to your home screen — fine for reading and quick edits, less ideal for heavy editing sessions.
- Web publishing: any subtree of your notes can be exposed as a public, read-only site, which is useful for sharing a project page or reference collection without giving anyone an account.
- Locked-down login: multi-factor authentication (TOTP) or sign-in through your identity provider via OpenID Connect, which matters once the server is reachable from outside your home network.
Trade-offs to weigh before committing
Self-hosting shifts responsibility to you. You handle the server, backups, TLS, and keeping it updated — and because revisions are saved periodically in the background, they help with accidental edits but are not a substitute for real backups of the server data. If you want zero maintenance, a hosted note service will be simpler; if you want control over where notes live and no account dependency, Trilium's model fits.
A practical reader scenario: someone with a work laptop, a personal desktop and an Android phone who wants one knowledge base and doesn't mind running a small container. They start the server on a home machine or cheap VPS, log in on each desktop, add the PWA to the phone, and enable TOTP before opening the port to the internet.
Decision criteria
| If you… | Self-hosting Trilium suits you |
|---|---|
| Want notes on your own infrastructure | Yes — that is the core model |
| Need a native mobile app | No — phone access is via PWA |
| Can't maintain a server | Consider a hosted alternative instead |
| Want to publish selected notes publicly | Yes — per-subtree read-only sites |
Next step: check the deployment options on Trilium Notes (Docker image and desktop builds are listed there), then decide whether the server lives on your LAN only or is exposed — that choice determines how much of the authentication and backup work you need to do up front.
For comparison on the sync model, Joplin also offers self-hosted sync alongside native mobile apps, which is the main difference if a PWA feels limiting on a phone.
How do I protect sensitive notes in Trilium Notes with encryption and password locking?
In Trilium Notes, you protect sensitive notes by marking them as protected notes: the note content is encrypted, and it stays locked behind a password-protected session until you unlock it. You don't encrypt each note individually with a separate password; instead you designate which notes are protected, and unlocking happens once per session.
How it works in practice
- Mark notes as protected. Trilium's page describes protected notes as a way to "protect sensitive personal information by encrypting the notes and locking them behind a password-protected session." The protected flag is the switch that turns encryption on for that note.
- Unlock per session. After entering your password, protected notes are readable for that session. Closing the session (or letting it expire) locks them again. This is a session lock, not a per-note prompt every time you open one.
- Everything else stays as usual. Protected notes still live in your note tree, can be searched and organized like other notes, but their content is not readable while locked.
A concrete scenario
Suppose you keep a work/personal knowledge base with client credentials, medical notes, or recovery codes. You'd create a dedicated subtree (for example, under a "Private" branch) and mark those notes protected. During the day you unlock once and work normally; when you step away or finish, you lock the session so anyone using the machine sees only locked placeholders.
Decision points and trade-offs
| Situation | What to weigh |
|---|---|
| Notes on a shared or portable device | Session locking helps, but an unlocked session is fully readable—lock it when you leave. |
| Sync to a self-hosted server | Encryption protects note content, but the server still stores the encrypted data and your account; secure the login itself. |
| Many scattered sensitive notes | Grouping them under one subtree makes protecting and locking predictable. |
| Needing the content elsewhere | Protected notes are harder to export or share in plain form, so keep a deliberate plan for backups. |
Next step
Before relying on it, do a short trial: protect one test note, lock the session, confirm it's unreadable, then unlock and confirm revisions and search behave as expected. Also review the server-side login protections the page mentions—multi-factor authentication (TOTP) and OpenID Connect sign-in—since protecting note content is only part of securing a synced setup. The project's documentation at Trilium Notes covers the exact steps for marking notes protected and managing the password session.
How can I publish a portion of my Trilium Notes as a public website?
You need a self-hosted Trilium server for this. The public-website feature is tied to the server setup, not the local-only desktop app, so the first step is running Trilium on a server you control (the project offers a Docker image, which is the usual path) and making it reachable at a domain.
The publishing workflow
- Run Trilium on your server and sign in to it in a browser.
- In the note tree, pick the note that should act as the root of the public site. Everything beneath it—sub-notes included—becomes part of the site.
- Open that note's settings and enable sharing for it (Trilium exposes this as a per-note "share" option). The subtree is then served as a read-only website that visitors can browse without an account.
- To unpublish, turn sharing off on that root note; the rest of your tree is unaffected.
What this design means in practice
- The unit of publication is a subtree, not individual notes. If you want to publish a single page, give it its own parent note and share only that parent. Keep private material outside the shared branch rather than relying on per-note exceptions.
- Visitors get read-only browsing. They can't edit, comment or see your other notes. This suits documentation, a public notebook, a project wiki or a reading list.
- Note structure carries over. Because notes can sit in multiple places in the hierarchy, a note that appears in a private branch and a shared branch will be visible through the shared path—worth checking before you publish.
- Protected (encrypted) notes should stay out of shared subtrees. Keep sensitive material in a separate branch so you never have to reason about edge cases.
A concrete scenario
Suppose you keep a research vault with client work, drafts and a set of finished reference notes. Create a top-level note called "Public reference," move or clone the finished notes under it, share that one note, and point a subdomain at your server. Your drafts and client notes remain in branches that were never shared.
Decision criteria
Choose this route if you already self-host and want a zero-maintenance public view of notes you're actively editing—changes appear as you make them. If you'd rather not run a server, or you need a polished standalone site with custom design, exporting the subtree and publishing it through a static-site tool is the more practical option; Trilium's import/export support makes that feasible. For background on the project and its server options, see Trilium Notes.
What can I do with Trilium's REST API for automating or integrating my notes?
Trilium's built-in REST API lets you read, create and update your notes programmatically over HTTP, so anything you can do by hand in the note tree can be driven by a script, a scheduled job or another tool. The official site presents this as the route for automations and third-party integrations, and it pairs with the app's local-first design: you can run scripts against a desktop instance or a self-hosted server, with no account required.
Practical uses
- Capture from other systems. Pull items from a task tracker, RSS feed or inbox and create notes in the right place, rather than retyping them.
- Bulk edits. Add a label to a whole set of notes, retag after a reorganization, or fix a naming pattern across a subtree.
- Sync into reporting. Read notes out to build a weekly digest, a dashboard or a static export for a team.
- Glue to your own tools. Connect Trilium to a script that watches a folder, a calendar or a chat tool and files the results as notes.
What to weigh
The API is an HTTP interface, so the practical ceiling is your own scripting: expect to write and maintain code, and to handle authentication and error cases yourself. The payoff is that notes stay in an open, scriptable store rather than a closed service. If your needs are mostly manual note-taking with occasional sync, the built-in sync and web clipper may be enough; the API matters most when you have repetitive filing or a system that should feed your notes automatically.
A useful first step: pick one recurring chore—say, filing meeting notes from a calendar—and write a small script that creates a note under the right parent with a date label. Once that works, extend it to the rest of your workflow. For background on the app itself, see Trilium Notes.
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