Run a project together in a collection

Give each team project its own collection, shared with the people working on it. Use notebooks for the kinds of memo it holds, a board grouped by status to see where everything stands, and owner and due date properties so everyone knows who's doing what by when. Review happens in comments on the memos themselves. Each person's AI files new memos, keeps the properties up to date and reports on progress, following the collection's standing instructions.

What a project collection looks like

Say your team is writing a proposal for a new client. One collection could hold the whole project:

• Access. Shared at Edit with the people writing it, and at Comment with the person who signs it off.

• Notebooks. Research, Drafts and Meeting notes, one for each kind of memo.

• Properties. A status (To do, In progress, In review, Done), an owner and a due date on every memo.

• Views. A board grouped by status as the tab everyone opens on, and a table sorted by due date for planning.

• Standing instructions. A short brief, such as:

Meeting notes go in the Meeting notes notebook, titled with the date and topic, with action items as a task list at the end. Every memo has a status, an owner and a due date. Set status to In review when a draft is ready, and never delete a memo; archive it.

Set it up

1. Create the collection and share it. See Organise memos into collections and Share a collection with your team.

2. Add a notebook for each kind of memo. A memo sits in one notebook in a collection at a time. See Group memos inside a collection with notebooks.

3. Add the status, owner and due date properties. Give status a small, fixed set of options, and give each property a one-line description so people and their AI know when to set it. See Track work with properties.

4. Add a board grouped by status, then choose Set as default from the tab's menu so it's the tab people land on. See See a collection as a list, board, table, calendar or timeline.

5. Write the standing instructions. See Give a collection standing instructions.

For a project with many moving parts, a hub memo that links the key memos together gives everyone one place to start. See Make a hub memo that links a project together.

Work in it day to day

• Move your own cards. Dragging a card to another column on the board sets its status, so the board stays current without a separate update.

• Review in comments. When a draft is ready, set it to In review and ask for comments on the passages that need them. See Review and sign off work as a team.

• Let your AI file and update. Ask it to save meeting notes into the right notebook, set the owner and due date on each action, or move a memo to In review. It reads the collection's instructions first, so its memos look like everyone else's.

• Ask instead of hunting. Your AI can answer "what's overdue?" or "what's still waiting on review?" from the same properties the board uses.

• Put finished work away. Archive memos the project no longer needs, and lock any that are final. See Lock, archive or delete a memo.

Have your AI do it

Set up a new project collection:

In Fieldwerk, help me set up a collection for a new team project. Ask me what it is and what kinds of memo it will hold, then suggest notebooks, status, owner and due date properties, a board by status and short standing instructions. Create what I agree to, and don't share it until I say who should have access.

File something from your chat into the project:

In Fieldwerk, save the useful parts of this conversation into our project collection, with a notebook, status, owner and due date. Ask me which collection, and show me the memo before you save it.

Get a status update:

In Fieldwerk, draft a status update for our project covering what's overdue, what's due in the next week and anything without an owner. Ask me which collection.