Team Collaboration

200Notes is built for teams. Our collaboration features help you work together seamlessly, share knowledge effectively, and coordinate work across your organization.

Getting Started with Team Collaboration

Inviting Team Members

To invite team members to your project:

1. Open your project and go to the Settings tab
2. Scroll to the "Team Members" section
3. Click "Invite Member"
4. Enter the person's email address
5. Choose their role (Viewer, Editor, or Admin)
6. Add a personal message (optional)
7. Click "Send Invitation"

Team Roles and Permissions

200Notes uses a role-based permission system to control access:

Real-time Collaboration

Live Editing

Work together on notes in real-time:

• Real-time Updates: See changes as teammates type
• User Cursors: See where other users are working
• Conflict Resolution: Automatic handling of simultaneous edits
• Presence Indicators: See who's currently online

Collaborative Task Management

Coordinate work across your team:

• Task Assignments: Assign tasks to specific team members
• Status Updates: See task progress in real-time
• Board Collaboration: Work together on Kanban boards
• Workload Balancing: Distribute work evenly

Communication Features

Comments and Discussions

Have focused discussions about specific content:

• Note Comments: Discuss notes with your team
• Task Comments: Communicate about specific tasks
• Threaded Replies: Organize discussions with replies
• Comment Resolution: Mark discussions as resolved

@Mentions and Notifications

Get attention when you need it:

• @Mentions: Tag team members in comments
• Instant Notifications: Get notified immediately
• Email Notifications: Receive email alerts
• Notification Settings: Control how you're notified

Activity Feeds

Stay updated on project activity:

• Project Activity: See all changes to a project
• Personal Activity: Track your own contributions
• Team Activity: Monitor team member activity
• Filtered Views: Focus on specific types of activity

Sharing and Permissions

Project Sharing

Control who can access your projects:

• Private Projects: Only invited members can access
• Team Projects: All team members can access
• Public Projects: Anyone with the link can view
• Organization Projects: All organization members can access

Granular Permissions

Fine-tune access controls:

• Note Permissions: Control who can edit specific notes
• Task Permissions: Limit task editing to assignees
• Comment Permissions: Control who can comment
• Export Permissions: Control data export access

Guest Access

Collaborate with people outside your organization:

• Guest Invitations: Invite external collaborators
• Limited Access: Restrict guest permissions
• Time-limited Access: Set expiration dates for guest access
• Watermarked Content: Add watermarks to shared content

Team Management

Team Directory

Manage your team members:

• Member Profiles: View team member information
• Role Management: Change member roles
• Status Tracking: See who's online and active
• Member Removal: Remove team members when needed

Team Settings

Configure team-wide settings:

• Default Roles: Set default roles for new members
• Invitation Settings: Control who can invite members
• Notification Defaults: Set default notification preferences
• Access Controls: Configure access restrictions

Workflow Integration

Team Workflows

Standardize processes across your team:

• Project Templates: Create reusable project structures
• Task Templates: Standardize task creation
• Approval Workflows: Set up review and approval processes
• Escalation Rules: Automatically escalate overdue tasks

Team Automation

Automate routine team tasks:

• Auto-assignment: Automatically assign tasks based on rules
• Status Updates: Automatically update stakeholders
• Recurring Tasks: Set up regular team tasks
• Notification Routing: Route notifications to the right people

Knowledge Sharing

Team Knowledge Base

Build a shared repository of knowledge:

• Documentation Hub: Central location for team documentation
• Best Practices: Share best practices and standards
• Process Documentation: Document team processes
• Knowledge Search: Find information quickly

Content Organization

Organize shared content effectively:

• Team Folders: Organize content by team or function
• Shared Tags: Use consistent tagging across the team
• Content Categories: Categorize different types of content
• Search and Discovery: Make content easy to find

Meeting Collaboration

Meeting Notes

Collaborate on meeting documentation:

• Meeting Templates: Use standardized meeting note formats
• Agenda Sharing: Share agendas before meetings
• Live Note-taking: Take notes together during meetings
• Action Item Tracking: Convert discussions to actionable tasks

Meeting Follow-up

Ensure meetings lead to action:

• Automatic Task Creation: Turn action items into tasks
• Meeting Summaries: Generate and share meeting summaries
• Follow-up Reminders: Remind attendees of commitments
• Progress Tracking: Track progress on meeting outcomes

Remote Team Support

Async Collaboration

Work effectively across time zones:

• Time Zone Indicators: See when team members are online
• Handoff Notes: Leave context for the next person
• Status Updates: Share progress asynchronously
• Recorded Discussions: Document important conversations

Cultural Considerations

Support diverse teams:

• Multiple Languages: Support for different languages
• Cultural Calendars: Respect different holidays and traditions
• Communication Styles: Adapt to different communication preferences
• Accessibility: Ensure everyone can participate

Team Analytics

Collaboration Metrics

Measure team collaboration effectiveness:

• Activity Levels: Track team member participation
• Collaboration Patterns: See how team members work together
• Response Times: Monitor how quickly team members respond
• Knowledge Sharing: Track knowledge creation and sharing

Team Performance

Understand team productivity:

• Task Completion Rates: See how efficiently tasks are completed
• Workload Distribution: Ensure balanced workloads
• Bottleneck Identification: Find and address workflow bottlenecks
• Team Velocity: Track team productivity over time

Security and Compliance

Data Security

Keep your team's data secure:

• Encryption: All data is encrypted in transit and at rest
• Access Logs: Track who accesses what data
• Permission Auditing: Review and audit permissions regularly
• Data Backup: Regular backups protect against data loss

Compliance Features

Meet regulatory requirements:

• GDPR Compliance: Data protection and privacy controls
• SOC 2 Type II: Security and availability standards
• Data Retention: Configurable data retention policies
• Audit Trails: Complete audit trails for all activities

Best Practices

Team Setup

Effective Collaboration

Remote Team Management

Troubleshooting

Common Issues

• Invitation not received: Check spam folder, verify email address
• Permission denied: Contact project admin to adjust permissions
• Notifications not working: Check notification settings and browser permissions
• Sync issues: Refresh the page or check internet connection

Team Adoption

• Resistance to change: Provide training and show benefits
• Inconsistent usage: Establish clear guidelines and expectations
• Too many notifications: Help team members customize notification settings
• Workflow confusion: Simplify processes and provide clear documentation