apple-notes-multi-env-setup

by jeremylongshore

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---
name: apple-notes-multi-env-setup
description: 'Configure Apple Notes automation for multiple accounts and environments.

Trigger: "apple notes multi account".

'
allowed-tools: Read, Write, Edit, Bash(osascript:*), Grep
version: 1.0.0
license: MIT
author: Jeremy Longshore <jeremy@intentsolutions.io>
tags:
- saas
- macos
- apple-notes
- automation
compatibility: Designed for Claude Code
---
# Apple Notes Multi-Environment Setup

## Overview

Apple Notes supports multiple accounts simultaneously: iCloud (default), Gmail/Yahoo/AOL via IMAP, Exchange, and the local "On My Mac" account. Each account has isolated folders and notes, making accounts the natural boundary for environment separation. Use this to separate personal vs work notes, production vs development data, or synced vs local-only content. The "On My Mac" account is especially useful for development and testing because it never syncs to iCloud, so experiments stay local.

## Account Discovery

```bash
# List all configured Notes accounts
osascript -l JavaScript -e '
  const Notes = Application("Notes");
  Notes.accounts().map(a =>
    a.name() + " — " + a.notes().length + " notes, " +
    a.folders().map(f => f.name()).join(", ")
  ).join("\n");
'
```

## Environment-Based Configuration

```typescript
// src/config/environments.ts
interface NotesEnvConfig {
  accountName: string;
  defaultFolder: string;
  autoSync: boolean;
  description: string;
}

const ENVIRONMENTS: Record<string, NotesEnvConfig> = {
  production: {
    accountName: "iCloud",
    defaultFolder: "Production",
    autoSync: true,
    description: "Live notes synced across all devices via iCloud",
  },
  staging: {
    accountName: "iCloud",
    defaultFolder: "Staging",
    autoSync: true,
    description: "Test notes visible on other devices for QA",
  },
  development: {
    accountName: "On My Mac",
    defaultFolder: "Dev",
    autoSync: false,
    description: "Local-only notes for development and testing",
  },
};

function getEnv(): string {
  return process.env.NOTES_ENV || "development";
}
```

## Account-Scoped Operations

```javascript
// JXA wrapper that enforces account isolation
const Notes = Application("Notes");

function createNote(envName, folderName, title, body) {
  const account = getAccount(envName);
  const folder = getFolder(account, folderName);
  const note = Notes.Note({ name: title, body: body });
  folder.notes.push(note);
  return note.id();
}
```

## Enable "On My Mac" Account

```bash
# "On My Mac" is disabled by default on newer macOS versions
# Enable via Notes preferences:
# Notes > Settings > check "Enable the On My Mac account"

# Verify it is available
osascript -l JavaScript -e '
  const Notes = Application("Notes");
  const local = Notes.accounts().find(a => a.name() === "On My Mac");
  local ? "On My Mac: enabled (" + local.notes().length + " notes)" : "On My Mac: DISABLED";
'
```

## Error Handling

| Issue | Cause | Solution |
|-------|-------|----------|
| "On My Mac" account not found | Disabled in Notes settings | Notes > Settings > enable "On My Mac" account |
| Gmail account shows no notes | IMAP notes not enabled | System Settings > Internet Accounts > Gmail > enable Notes |
| Folder creation fails on Gmail | IMAP accounts have read-only folder structure | Use iCloud or "On My Mac" for custom folders |
| Notes appear in wrong account | `defaultAccount` used instead of explicit account | Always specify account by name; never rely on default |
| Sync conflict between environments | Same iCloud account, different folders | Use distinct folder names per environment (`Prod/`, `Staging/`) |

## Resources

- [Mac Automation Scripting Guide](https://developer.apple.com/library/archive/documentation/LanguagesUtilities/Conceptual/MacAutomationScriptingGuide/)
- [Apple Notes Account Settings](https://support.apple.com/guide/notes/add-or-remove-accounts-not4be498e1e/mac)
- [JXA Cookbook](https://github.com/JXA-Cookbook/JXA-Cookbook)

## Next Steps

For access control across accounts, see `apple-notes-enterprise-rbac`. For monitoring account health, see `apple-notes-observability`.