Workflow context
What this guide helps you accomplish
Maintain UnionStack meeting participants and documents with clear roles, versions and relationships.
Accurate participants and clearly versioned material help authorized users prepare before the meeting and interpret its record afterwards.
Meeting material should be easy to identify before the meeting and easy to interpret after it.
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.
- Fake agenda, draft submission and final document examples with clear version labels.
Procedure
Complete the steps in order with fake or approved test information first. Record configuration decisions that will affect other teams.
Confirm who needs to be represented
Add people and users whose attendance, responsibility or contribution matters to the meeting record.
Verify participant identity
Select the existing person or user carefully and use connected case or entity context to avoid similar-name mistakes.
Use clear document versions
Identify agendas, drafts, submissions and final records accurately so participants do not rely on an obsolete file.
Connect rather than duplicate
Relate case or entity documents where supported instead of storing unnecessary second copies.
Review access and follow-up
Confirm sensitive material is available only to the intended audience and connect resulting actions to the records that own them.
Product view
Video demonstration
Related demonstration
Create a connected meeting record
This conceptual guide shares the demonstration used by the main hands-on procedure.
Watch the captioned demonstration →Troubleshooting
Use the symptoms below to diagnose the workflow before widening access, adding duplicate configuration or bypassing an intended control.
Participants open an obsolete document
Identify the current version, correct the title or status and remove unnecessary duplicate copies through the approved process.
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.
- Every participant and document is identifiable, relevant and available only to the intended meeting audience.
- 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.
Explore Union management software →Continue learning
Return to the UnionStack Learning Centre, or take the UnionStack product tour to see how these parts connect.