What you'll achieve
You will use comments, documents, notes, tasks, calendar, notifications and profile evidence without turning convenient tools into ungoverned shadow records.
Who this is for
This guide is for an Organisation Collaborator with the permission or assigned action described below. If the navigation or action is missing, check the selected organisation, effective account level, feature state and role before assuming the product is unavailable.
Before you start
Check that you have:
- The correct source record.
- A clear audience for the message or document.
- Permission to share the information.
1. Work on the source record
Add a comment, note, document or task from the record it belongs to. This keeps organisation context and access rules attached to the work.
2. Choose the right tool
Use comments for discussion, notes for contextual working information, documents for controlled files and tasks for owned action. A mention is not an assignment.
3. Use calendar and notifications
Review My Universe > Calendar for events and the separate Notifications page for updates. Open the linked source before acting. For a meeting with AI insights, compare proposed actions or decisions with the transcript and have the appropriate person confirm them before using them as a record.
4. Maintain profile and skills
Keep your own profile, skills and credentials accurate. Distinguish self-assessment, peer endorsement and verified evidence.
5. Close the loop
When discussion reaches a decision, record the decision or change the governed entity. Do not leave the outcome only in a comment thread.
Check it worked
- Collaboration items are attached to the right organisation and record.
- Tasks have explicit owners and due information.
- Profile claims show their evidence level.
- Material outcomes reached the governed source record.
If something goes wrong
| What you see | What to do |
|---|---|
| A file contains confidential data | Confirm the record audience before upload and remove unnecessary content. |
| A comment became a decision | Create or update the decision record and link the discussion. |
| A notification looks wrong | Open the source and verify context before responding. |
Human judgement, security and privacy
Convenience does not change information classification. Do not copy secrets, passwords or unnecessary personal data into comments, notes or support messages.
What's next
Review open personal tasks and stale profile evidence regularly.
Need help?
Use your organisation's approved Backstory support route. Include the organisation, page and action that failed, but do not include passwords, invitation links, secret keys or unnecessary personal or confidential content.