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Updated by Parimal Satyal over 1 year ago
**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 a new meeting state in between the existing _Open_ and _Closed_
* This new state is 'In progress'
* When a meeting is _Open,_ the default action in the right-hand pane wiill be 'Mark as in progress', which will change state accordingly
* When a meeting is _In progress,_ the default action in the right-hand pane wiill be 'Close meeting', which will change state accordingly
* In the right hand pane, there is a new 'configure' icon next to the 'Meeting status' header that lets users switch directly from one state to another
* In the _In Progress_ state:
* Agenda items remain editable but the note goes to a muted colour
* An "+ Outcome" button is added to the bottom of each agenda item (regular and work packages)
* This action is also added to the Agenda item More (⋯) action menu
* A closed meeting takes the current state (with outcomes) and makes everything read-only, as is the case today
*
_\[open\] Going back to 'Open' mode will change the colour of the note text to the default shade but keep any added outcomes as is, but they will not be editable until the state is changed to 'In progress' progress'_
* Clicking on the "+ Outcome" button will display a CKEditor text area with label 'Outcome' with two buttons below it: Cancel (secondary button), Save (primary button)
* A saved outcome is visible in a grey box (see Figma mockups)
* There is a More (⋯) icon button on outcomes with the following options:
* Edit outcome
* Copy link to clipboard
* Remove outcome
* Clicking on the the 'Close meeting' button displays a _Close meeting_ modal
* There are two sections: "Meeting minutes" and "Agenda items without outcomes".
* the 'Agenda items without outcomes' section is only shown for occurrences of recurring meetings
* Under _Meeting minutes_,
* There is 'Send meeting minutes to all participants' checkbox that is checked by default
* Under _Agenda items without outcomes,_ there are two options in a radio group:
* 'Leave them as is' closes the meeting as is
* 'Move them to the next meeting' moves agenda items without outcomes to the next occurrence of the series
<br>
* ~~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.~~
#### Permissions and visibility considerations
* The 'Manage meetings' permission will be repurposed to allow users to adding, edit and remove agenda outcomes
* In the Meeting closed state, the 'Re-open meeting' action is only available to those users having the permission to do so
* Meeting outcomes will be visible to all users with the 'View meetings' permission.
#### **Out of scope**
* The ability to add an existing or create a new work package as an outcome
* 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
* Additional inputs per outcome (like a separate title and description fields)
**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 a new meeting state in between the existing _Open_ and _Closed_
* This new state is 'In progress'
* When a meeting is _Open,_ the default action in the right-hand pane wiill be 'Mark as in progress', which will change state accordingly
* When a meeting is _In progress,_ the default action in the right-hand pane wiill be 'Close meeting', which will change state accordingly
* In the right hand pane, there is a new 'configure' icon next to the 'Meeting status' header that lets users switch directly from one state to another
* In the _In Progress_ state:
* Agenda items remain editable but the note goes to a muted colour
* An "+ Outcome" button is added to the bottom of each agenda item (regular and work packages)
* This action is also added to the Agenda item More (⋯) action menu
* A closed meeting takes the current state (with outcomes) and makes everything read-only, as is the case today
*
_\[open\]
* Clicking on the "+ Outcome" button will display a CKEditor text area with label 'Outcome' with two buttons below it: Cancel (secondary button), Save (primary button)
* A saved outcome is visible in a grey box (see Figma mockups)
* There is a More (⋯) icon button on outcomes with the following options:
* Edit outcome
* Copy link to clipboard
* Remove outcome
* Clicking on the the 'Close meeting' button displays a _Close meeting_ modal
* There are two sections: "Meeting minutes" and "Agenda items without outcomes".
* the 'Agenda items without outcomes' section is only shown for occurrences of recurring meetings
* Under _Meeting minutes_,
* There is 'Send meeting minutes to all participants' checkbox that is checked by default
* Under _Agenda items without outcomes,_ there are two options in a radio group:
* 'Leave them as is' closes the meeting as is
* 'Move them to the next meeting' moves agenda items without outcomes to the next occurrence of the series
<br>
* ~~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.~~
#### Permissions and visibility considerations
* The 'Manage meetings' permission will be repurposed to allow users to adding, edit and remove agenda outcomes
* In the Meeting closed state, the 'Re-open meeting' action is only available to those users having the permission to do so
* Meeting outcomes will be visible to all users with the 'View meetings' permission.
#### **Out of scope**
* The ability to add an existing or create a new work package as an outcome
* 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
* Additional inputs per outcome (like a separate title and description fields)