Guide // Knowledge
How to organize documents and decisions
You'll have each decision written up in a document that points to its meeting and the affected issues, discussed in comments, and locked once it is final.
- For
- Team leads, product managers and anyone who records decisions
- Time
- About 15 min
- Uses
- Meeting minutes · Document mentions · Document locking
Before you start
- A teamspace for the documents; members with the User role or above can create one.
- Relation types for documents are set up by a workspace owner in Settings › Relations before Add relation offers any.
- Controlled documents are only needed for decisions that need formal review and approval; their space roles decide who may review and approve.
Steps
Capture the decision in the meeting minutes
During or after the meeting, write the decision under Description in the meeting minutes. The minutes keep the chat and transcript under Activity, so you can check what was said.
In the user guideWrite a document for the decision
Click Create document, pick the teamspace and a parent document that groups your decisions, type a title and click Create. Write what was decided and why.
In the user guideMention the meeting and the affected issues
Type @ and pick the meeting under Meeting minutes and each issue under Issues. Issue mentions show the ID and title, and open the issue when clicked.
In the user guideDiscuss it in comments
Scroll to Activity, write a comment and type @ to mention the people who should weigh in, then click Send. Mentioned people are told in their Inbox.
In the user guideLock the document once it is final
Click More actions (⋯) and choose Lock. A Locked chip appears and the text becomes read-only for everyone until someone chooses Unlock.
In the user guideSee where the decision is referenced
Click Backlinks to list every document and comment that mentions the decision. Use More actions › Add relation to link it to other items, such as a customer.
In the user guideUse controlled documents when sign-off is required
For a policy or procedure, create it in Controlled documents instead and click Send for review, then Send for approval. It becomes effective only when every approver approves.
In the user guide