In this article you will learn :
- How to create a topic
- How to edit a topic or item,
- How to assign participants and viewers,
- How to clone topics,
- How to delete topics,
- Hw to schedule items into a meeting,
- How to remove a scheduled item from a meeting.
Create a topic
In the Topic Hub, a Topic is the container for one or several Items, which represent the actual discussions that will take place in meetings. When you create a new topic, its first item is created automatically.
To create a topic:
- Click + New Topic.
- Fill out the information for the item you want to propose.
- Click Save.
| Field | Description |
|---|---|
| Title | Name of the topic/item. |
| Meeting date | Optional. Suggest a date for when the item should be discussed. |
| Duration (min) | Estimated duration needed in the meeting. |
| Requester | Person creating the item. Displayed as information to editors and meeting organisers. |
| Item leader | Person responsible for presenting or owning the discussion. |
| On behalf of | If the request is made on someone’s behalf, that name appears as requester. |
| Requesting group | Group/department submitting the item (previously “From group”). |
| Discussing group | Group/department responsible for reviewing/addressing the topic (previously “To group”). |
| Agenda item type | Category/type of agenda item. |
| Description | Summary, goal, and preparation required. |
| Documents | Attach files relevant to the discussion. |
| Notes | Internal notes for meeting preparation (e.g. missing documents). |
| Participants & Viewers | Assign users or guests and define whether they are participants or viewers. |
Information
You can save an item as Draft, allowing you to prepare content without making it available for scheduling.
How to edit a topic or item?
Items can be edited by:
- their creator, or
- editors of the Requesting group or Discussing group,
as long as the item is in Open or Draft status.
To edit:
- Select one or multiple items.
- Adjust the fields.
- Click Save.
How to assign participants and viewers?
- Open the Participants & Viewers section.
- Add users or guests.
- Define whether they are participants (active role) or viewers (read-only).
Access Rules
When the item is scheduled:
- Users already in the meeting gain access automatically.
- Users not in the meeting are added as guests for that item only.
- The participant flag is preserved from the Topic Hub.
How to clone topics?
- Select one or multiple topics.
- Click Clone.
How to delete topics?
Topics can be deleted when their items are in Open or Draft status.
Deletion is allowed for:
- the author
- editors of the Requesting or Discussing groups
Note: Users without All Content Access must belong to the Requesting group to delete a topic.
To delete:
- Select one or multiple topics.
- Click Delete.
- Confirm.
How to schedule items into a meeting?
Items can be scheduled only into published meetings.
- Select one or multiple Open items.
- Click Schedule.
- Choose the meeting.
- Confirm.
Access Rules
- Users not in the meeting are added as guests for this item only.
- Users already in the meeting automatically get access.
How to remove a scheduled item from a meeting?
- Go to the meeting agenda.
- Click the bin icon next to the item.
- Confirm.
What happens next?
- Removed before the meeting starts: the item returns to Open in the Topic Hub.
- Removed after the meeting has started: it stays Scheduled until the meeting ends, then moves to Closed and does not return to Open.