**As** a meeting participant or meeting facilitator
**I want to** be able to note relevant decisions, questions and follow-up actions for each agenda items as the meeting progresses
**so that** there is documentation of the relevant outcome(s) for each agenda item and a way to make items actionable

#### **Context**

Classic meetings allow users to write "minutes"; these are essentially notes taken _during_ or _after_ a meeting a meeting, and distinct from notes attached to each agenda item. Such a feature is missing from dynamic meetings. The current work-around (used also interally in OpenProject) is to edit the note and manually write the decisions or questions that come up. This feature is an attempt to improve that workflow.

#### **Acceptance criteria**

* There is Begin of the insertiona new meeting state in betweenEnd of the insertion Begin of the deletion an icon-button next to each agenda (onEnd of the deletion the Begin of the insertionexisting _Open_ and _Closed_

End of the insertion Begin of the deletion right side) item with icon `circle-24`

End of the deletion * Begin of the insertionThis new state is 'In progress'

* End of the insertion Begin of the deletion Clicking on this button will mark an agenda item as done.End of the deletion When Begin of the insertiona meeting is _Open,_ the default action in the right-hand pane wiill be 'Mark as in progress', which will change state accordingly

End of the insertion Begin of the deletion that happen:

End of the deletion * Begin of the insertionWhenEnd of the insertion Begin of the deletion The agenda item goes intoEnd of the deletion a Begin of the insertionmeeting is _In progress,_ the default action in the right-hand pane wiill be 'Close meeting', which will change state accordinglyEnd of the insertion Begin of the deletion locked 'done' modeEnd of the deletion

* Begin of the insertionIn the right hand pane, there is a new 'configure'End of the insertion Begin of the deletion TheEnd of the deletion icon Begin of the insertionnextEnd of the insertion Begin of the deletion button changes iconsEnd of the deletion to Begin of the deletion `circle-check-24` andEnd of the deletion the Begin of the insertion'Meeting status' header that lets users switch directly from one stateEnd of the insertion Begin of the deletion colourEnd of the deletion to Begin of the insertionanother

* In the _In Progress_ state:

* Agenda items remain editable but the note goes to a muted colourEnd of the insertion Begin of the deletion greenEnd of the deletion

* An Begin of the insertion"+ Outcome"End of the insertion Begin of the deletion "_\+ Outcome_"End of the deletion button Begin of the insertionis added to the bottom of eachEnd of the insertion Begin of the deletion appears below thatEnd of the deletion agenda Begin of the insertionitem (regular and work packages)

End of the insertion Begin of the deletion item.

End of the deletion * Begin of the insertionThis actionEnd of the insertion Begin of the deletion ThereEnd of the deletion is also Begin of the insertionadded toEnd of the insertion Begin of the deletion a "Mark as done" action inEnd of the deletion the Begin of the insertionAgenda itemEnd of the insertion More Begin of the insertion(⋯) actionEnd of the insertion menu Begin of the insertion

End of the insertion Begin of the deletion that does the same thing

End of the deletion * Begin of the insertionA closed meeting takesEnd of the insertion Begin of the deletion _\[open\] ShowEnd of the deletion the Begin of the insertioncurrent state (with outcomes)End of the insertion Begin of the deletion button on hover on desktopEnd of the deletion and Begin of the insertionmakes everything read-only, as isEnd of the insertion Begin of the deletion invisible on mobile? If we do this, thenEnd of the deletion the Begin of the insertioncase today

_\[open\] Going backEnd of the insertion Begin of the deletion button still hasEnd of the deletion to Begin of the insertion'Open' mode will change the colour of the note text to the default shade but keep any added outcomes as is, but they will notEnd of the insertion be Begin of the insertioneditable until the state is changed to 'In progress'_End of the insertion Begin of the deletion accessible via tabbing. Also for accessibility._End of the deletion

* Clicking on the "+ Outcome" button Begin of the deletion displays a drop-down with four options:

* Information

* Decision

* Existing work package

* New work package

* Selecting each outcome option has specific behaviour:

* Choosing _Information_End of the deletion will display a CKEditor text area with label Begin of the insertion'Outcome'End of the insertion Begin of the deletion 'Information'End of the deletion with two buttons below it: Cancel (secondary button), Save (primary button) Begin of the deletion

* Choosing _Decision_ will display a CKEditor text area with label 'Information' with two buttons below it: Cancel (secondary button), Save (primary button)

* Choosing _Existing work package_ will display dialog to search and select a work package search field (the same as when adding an Existing work package as agenda item')

* Choosing _New work package_ will display a new work package modal (the same as when adding a new Child via the Relations tab)

* <br>End of the deletion

* Begin of the insertionA savedEnd of the insertion Begin of the deletion TheEnd of the deletion outcome is visible in a grey box (see Begin of the insertionFigma mockups)End of the insertion Begin of the deletion [Figma](https://www.figma.com/design/cJDhzOmYMstUNRS3EmgqZ0/Meetings-Module?node-id=3301-20392))End of the deletion

* There is a Begin of the insertionMore (⋯)End of the insertion Begin of the deletion moreEnd of the deletion icon button on outcomes with the following options:

* Edit outcome

* Begin of the insertionCopy link to clipboard

* RemoveEnd of the insertion Begin of the deletion DeleteEnd of the deletion outcome

* Begin of the insertionClicking on the the &#39;Close meeting&#39; button displays a _Close meeting_ modal

* There are two sections: &quot;Meeting minutes&quot;End of the insertion Begin of the deletion The &quot;done&quot; checkboxEnd of the deletion and Begin of the insertion&quot;AgendaEnd of the insertion Begin of the deletion agendaEnd of the deletion items Begin of the insertionwithout outcomes&quot;.

* the &#39;Agenda items without outcomes&#39; section isEnd of the insertion Begin of the deletion canEnd of the deletion only Begin of the insertionshown for occurrences of recurring meetings

End of the insertion Begin of the deletion be added to open meetings.

End of the deletion * Begin of the insertionUnder _Meeting minutes_,

* ThereEnd of the insertion Begin of the deletion When a meetingEnd of the deletion is Begin of the insertion&#39;Send meeting minutes toEnd of the insertion Begin of the deletion closed,End of the deletion all Begin of the insertionparticipants&#39; checkbox that is checked by default

* Under _AgendaEnd of the insertion Begin of the deletion agendaEnd of the deletion items Begin of the insertionwithout outcomes,_ thereEnd of the insertion are Begin of the insertiontwo options in a radio group:

End of the insertion Begin of the deletion also marked as done.

End of the deletion * Begin of the insertion&#39;Leave themEnd of the insertion Begin of the deletion \[open\] To be discussed; we can consider a modal to possibly to let users decide what to do with agenda items that have not been markedEnd of the deletion as Begin of the insertionis&#39; closes the meeting as is

End of the insertion Begin of the deletion done

End of the deletion * Begin of the insertion&#39;Move themEnd of the insertion Begin of the deletion ~~**Meeting status:** This can be tiedEnd of the deletion to Begin of the insertionthe next meeting&#39; moves agenda items withoutEnd of the insertion Begin of the deletion meeting statuses such thatEnd of the deletion outcomes Begin of the deletion are only availableEnd of the deletion to Begin of the insertionthe next occurrence of the series


<br>

End of the insertion Begin of the deletion meetings that are finalised or on-going.~~

End of the deletion * Begin of the deletion ~~If we do this, this feature is a pre-requisite: ###54190~~

* End of the deletion ~~An outcome is made of these elements:~~

* ~~Type~~

* ~~Title~~

* ~~Assignee (optional)~~

* ~~Notes/Description (optional)~~

* ~~Due date (optional)~~

* ~~Work package (optional)~~

* ~~**Types:** The user can select one of the follow types of outcomes:~~

* ~~**Information:** The user is asked to enter a title and a description of the information. The other fields are optional (with buttons to add them).~~

* ~~**Decision**: The user is asked to enter a title and a description to document the decision. The other fields are optional (with buttons to add them).~~

* ~~**Task**: The user is asked to enter a title, a description and an assignee. The other fields are optional. A work package of type task is automatically created and linked to the meeting agenda.~~

* ~~**Follow-up**: The user is asked to select a work package Type (eg. Feature) and enter a title and a description. The other fields are optional. A work package of type task is automatically created and linked to the meeting agenda.~~


#### Begin of the insertionPermissions and visibility considerations

* The &#39;Manage meetings&#39; permission will be repurposed to allow users to adding, edit and remove agenda outcomes

* In the Meeting closed state, the &#39;Re-open meeting&#39; action is only available to those users having the permission to do so


####End of the insertion **Out of scope**

* Begin of the insertionThe ability to add an existing or create a new work package as an outcome

* End of the insertion It should be possible to mention users in an information and decision outcome types

* Mentioning is only possible on work packages currently. This would require a large rework of the notifications, which I would welcome, but not as a first step

* Begin of the insertionAdditionalEnd of the insertion Begin of the deletion **AdditionalEnd of the deletion inputs per Begin of the insertionoutcomeEnd of the insertion Begin of the deletion outcome**End of the deletion (like a separate title and description fields)