Workflow context
What this guide helps you accomplish
Create a UnionStack meeting that gives participants clear logistics and keeps the meeting connected to related work.
A meeting record combines purpose, logistics, participants, documents and relationships to the case or organization that prompted it.
A meeting record should connect logistics, participants, material and resulting decisions without replacing formal minutes where those are required.
Before you begin
Prepare the following before changing shared configuration or records:
- An approved test mailbox or fake conversation and permission from the mailbox owner to connect it.
- A fake case, person or entity that explains why the communication or meeting matters.
- The organization’s rules for sensitive attachments, meeting material, retention and access.
- A fake case-preparation meeting with known participants, location and supporting material.
Procedure
Complete the steps in order with fake or approved test information first. Record configuration decisions that will affect other teams.
Choose the meeting type
Select the configured type that best represents the purpose and determines the information the team needs to maintain.
Record clear logistics
Add a recognizable name, date, time, location or connection details using the organization’s scheduling standards.
Connect participants
Add the relevant people and users and confirm their relationship to the meeting or connected case.
Relate cases and entities
Connect the meeting to the organizational entity, case or other record that explains its purpose.
Add documents and tags
Attach agendas, submissions or approved supporting files and apply consistent tags where useful.
Complete the meeting record
After the meeting, record outcomes, resulting documents and relevant follow-up in the appropriate connected records.
Product view
Video demonstration
Follow the principal workflow in this captioned demonstration. The recording uses fake records in the UnionStack test environment.
Troubleshooting
Use the symptoms below to diagnose the workflow before widening access, adding duplicate configuration or bypassing an intended control.
The meeting exists on the calendar but lacks context
Connect the relevant case or entity, confirm participant roles and attach or relate the approved working material before the meeting occurs.
Provider authorization expires or is refused
Confirm the account, provider and consent screen are correct. Reauthorize through the supported connection flow rather than placing passwords or tokens in notes.
A conversation or meeting is connected to the wrong record
Remove the incorrect relationship through the approved workflow, verify identity and case reference, then connect the authoritative record and document the correction if needed.
Other users cannot find the expected material
Check their access, the relationship to the case or entity, document version and meeting participant records. Do not widen access until the intended audience is confirmed.
Validation checklist
Do not treat the procedure as complete until an authorized second person can reproduce the intended result.
- A participant can understand why the meeting exists, what to bring and where resulting work will be recorded.
- The connected account can complete the intended controlled inbound or outbound test.
- The conversation or meeting is related to the record that explains its operational purpose.
- Participants, recipients and attachments are complete and visible only to the intended users.
- A second authorized user can retrieve the material without searching a separate personal system.
Version applicability
This guide was verified for UnionStack 2.0 on August 16, 2026. Available fields, types, relationships, navigation and access can vary with tenant configuration and user permissions.
Corresponding product capability
Union management software
See the feature evidence, connected workflows and buyer guidance behind this procedure.
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