**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 Begin of the insertionprogress', with a icon  `play` and colour `--attention-emphasis`

* An 'InEnd of the insertion progress' Begin of the insertionmeeting will let users add outcomes.End of the insertion

* Begin of the insertionIt is possible to go from any state to any other state.

* End of the insertion When a meeting is _Open,_ the default action in the right-hand pane wiill be 'Mark as in progress', which will change state accordingly Begin of the insertion

End of the insertion Begin of the deletion

End of the deletion * The text displayed below this state is: "This meeting is open. You can add/remove agenda items and edit them as you please. Once the agenda is ready, mark it as in progress to document outcomes." Begin of the insertion

End of the insertion Begin of the deletion

End of the deletion * Begin of the insertionNo changes to behaviour, icon (`issue-opened`) or colour (`--bgColor-open-emphasis`).

* End of the insertion When a meeting is _In progress,_ the default action in the right-hand pane wiill be 'Close meeting', which will change state Begin of the insertionaccordingly.

End of the insertion Begin of the deletion accordingly

End of the deletion * Begin of the insertionThe text displayed below this state is: "This meeting is in progress. You can document outcomes for each agenda item, re-arrange them even add new ones. Once the meeting is complete, you can mark it as closed to lock it."

* When a meeting is _Closed:_

* No changes to behaviour, icon (`issue-closed`) or colour (`--bgColor-neutral-emphasis`).

* End of the insertion In the Begin of the insertionfar-right pane under 'Meeting status', the meeting status labelEnd of the insertion Begin of the deletion right hand pane, thereEnd of the deletion is Begin of the insertionnowEnd of the insertion a Begin of the insertionbutton (medium) with a drop down and icon.

* Clicking on this button will show a drop-down with the available statuses. Each option has a name and a description. Text:

* **Mark as open**
Any existing outcomes will remain but users will not be able to addEnd of the insertion new Begin of the insertionoutcomes.

* **Mark as in progress**
Once the agenda is ready, mark it as in progressEnd of the insertion Begin of the deletion 'configure' icon nextEnd of the deletion to Begin of the insertiondocument outcomes.

* **Mark as closed**
OnceEnd of the insertion the Begin of the insertionmeeting is complete, you can mark it as closed to lock it.

* Only in non-mobile resolutions, the meeting status is also displayed in a smaller status button in the subEnd of the insertion Begin of the deletion 'Meeting status'End of the deletion header Begin of the insertionbefore the "Created by..." line.

* Please note, this is _not_End of the insertion Begin of the deletion that lets users switch directly from one stateEnd of the deletion to Begin of the insertionbe shown on mobile screens.End of the insertion Begin of the deletion anotherEnd of the deletion

* 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

* 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'

* 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

Begin of the deletion * The meeting status is also displayed in a smaller status button in the sub header

End of the deletion * The meeting outcome is displayed in the Meetings tab of a work package (read-only)

<br>

* ~~Clicking on the the &#39;Close meeting&#39; button displays a~~ _~~Close meeting~~_ ~~modal~~

* ~~There are two sections: &quot;Meeting minutes&quot; and &quot;Agenda items without outcomes&quot;.~~

* ~~the &#39;Agenda items without outcomes&#39; section is only shown for occurrences of recurring meetings~~

* ~~Under~~ _~~Meeting minutes~~_~~,~~

* ~~There is &#39;Send meeting minutes to all participants&#39; checkbox that is checked by default~~

* ~~Under~~ _~~Agenda items without outcomes,~~_ ~~there are two options in a radio group:~~

* ~~&#39;Leave them as is&#39; closes the meeting as is~~

* ~~&#39;Move them to the next meeting&#39; 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 &#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

* Meeting outcomes will be visible to all users with the &#39;View meetings&#39; 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)