Projects
If you're using Cogram for client or project work, Cogram's Projects feature is a great way to organize minutes, emails, and reports, and to collaborate with coworkers.
To get started with Projects, head to Cogram's Projects page.
Creating a new Project
Go to the Projects page and click New Project.
In Basics, enter a project name, client, address, and project number.
In Filing, choose whether Cogram files emails and meetings to this project, and add a description. Cogram matches against the description, so write one even with both switches off.
In Access, invite team members by email (individually or in bulk) and assign roles. You can also assign groups. This step is optional; you can add members later from project settings.
In Directory, add the companies and contacts working on the project. Also optional.
In Review, confirm the details and click Create Project.
Filing meetings and emails to a project
Cogram can file meetings and emails to a project for you, so you are not sorting them by hand. Both read the project description, so write it for someone who has never seen the project: what the work is, who the client and consultants are, and the words that show up in meeting titles and email subjects.
Automatic meeting filing
When your organization has meeting filing turned on, Cogram suggests a project for each meeting that lands in your My Workspace. It reads the calendar invite (title, agenda, and who was invited) when the meeting is added, then the meeting summary once the meeting ends. It matches those against each project's number, name, client, address, and description, and against the meetings already filed there. It only suggests projects you can open.
If your admin has also turned on filing, Cogram files the meetings it is sure about and suggests the rest.
A suggestion waits on the meeting until you answer it. Cogram moves nothing before then.
Reviewing suggestions
Open the Meetings list. A banner at the top counts the meetings waiting on you, and each of those rows shows its suggested project.
Hover over the suggestion to see the full project number and name, which project the meeting sits in now, and why Cogram picked that project.
Accept the suggestion (✓) to file the meeting in that project, or reject it (✗) to leave the meeting where it is.
For a recurring meeting, Cogram asks whether you mean this meeting only or the entire series, the same choice you get when moving a meeting by hand.
To work through the backlog, set the Filing filter above the list to Suggested by Cogram. Suggestions also appear on the meeting's own page and in the meeting popover on the calendar, so you can answer them wherever you find them.
Asking about older meetings
Cogram suggests projects only for meetings that land in My Workspace after meeting filing is turned on. For meetings that were already there, or for a meeting you want to check again:
In the Meetings list, select up to 50 of your own meetings.
Click File with Cogram.
Review each suggestion as it arrives. Cogram files nothing until you accept it.
Meetings Cogram filed for you
A meeting Cogram filed on its own shows Filed by Cogram next to its project. Hover over the mark to see why Cogram picked that project.
If the project is wrong, click the undo arrow next to the project, in the Meetings list or on the meeting's page. Cogram moves the meeting back to your My Workspace. You can undo for 30 days, and only the meeting's owner can. To see every meeting Cogram filed, set the Filing filter to Filed by Cogram.
Review what Cogram files. Suggestions are AI-generated. Check the project before you accept it, especially on projects that share a client, an address, or a set of consultants.
Turning meeting filing on for your organization (Admins)
Meeting filing is off until an Org Admin or Owner turns it on.
Under Meeting filing, turn on Suggest projects for meetings.
Cogram then considers every project except archived ones and ones with meeting filing switched off. If you turn the setting back off, Cogram stops making new suggestions. Suggestions already made stay until someone answers them, and meetings Cogram filed stay where they are.
Letting Cogram file meetings it is sure about (Admins)
By default Cogram only suggests, and a person confirms every filing. You can let Cogram file the meetings it is sure about instead.
Under Meeting filing, turn on File meetings Cogram is sure about. It needs Suggest projects for meetings turned on.
Cogram is sure when the invite or the summary mentions the project's name or number and a second detail backs it up, such as the client or the address. Every other match stays a suggestion.
If you turn this back off, Cogram goes back to suggesting every match. Meetings it already filed stay where they are.
File with Cogram never files on its own, whatever this setting says. Its suggestions always wait for you to confirm them.
Turning meeting filing off for one project
Turn the switch off for a project you do not want Cogram filing into, such as an internal admin project or a job that has closed out. Cogram then stops suggesting the project and stops filing meetings into it.
While creating the project: turn off Meeting filing in the Filing step.
Afterwards: open the project, go to the Automations tab, and turn off Meeting filing.
You need permission to edit the project (project Owner or Lead, Org Admin, or Org Owner) and a Meetings license. You see the switch only while your organization has meeting filing on. Suggestions already made for the project stay until someone answers them.
Note: you can file a meeting by hand on any project, whatever these switches say.
Automatic email filing
Cogram can file incoming and outgoing emails to the project as well. Turn Email filing on in the Filing step when you create the project, or from the project's Automations tab afterwards. Cogram matches on the same description. See Emails for the account and organization settings that control it.
Inviting Members
You can invite coworkers during project creation (the Members step) or at any time afterward.
During project creation: In the Members step, search by email to invite individuals or switch to Add Multiple to paste a list of emails. You can also assign groups in the Group Access section. All invites are sent after the project is created.
After project creation: Open the project from the Projects page, go to the Access tab (or Settings > Members and Groups), and search by email to invite individuals. Assign each person a role (Owner, Lead, Member, or Viewer). See Project Roles for what each role can do.
Assigning a group: Select a group in the Group Access section (available during creation or under the project's Access tab / Settings). All group members get the role the group was given: Lead, Member, or Viewer (Lead only if your organization has that role turned on). Group-assigned users are shown in a Via groups section and their access is managed through the group. See Project Roles for details.
Project discoverability
When creating a project or under the project's Settings, you can make the project discoverable.
Discoverable projects are listed in the organization-wide project directory. Other organization members can see them in the project list. Non-members can request access (approved by project owners, org admins, or org owners). Org admins and org owners can open and edit discoverable projects directly without requesting access.
Hidden projects do not appear in the org project directory; only people who are already members or who have a direct link can find them.
A note on naming: a project that isn't discoverable is called Hidden throughout Cogram: in Project templates, in the org admin discoverability tools, and in Project Settings. It means "not listed in the organization-wide project directory."
Browsing discoverable projects
To browse projects shared across your organization, go to the Projects page and select the Organization Projects tab. This tab lists all discoverable projects in your organization, including projects you are not yet a member of. From here you can request access to any project.
After you request access
While your request is pending, the button shows Cancel request; select it to withdraw the request (you can ask again later). The outcome depends on how the request is resolved:
Approved: the button changes to Access granted and the project opens for you.
Declined: you get an email letting you know, and the button returns to Request Access so you can ask again if you still need it.
A request you never hear back on expires on its own after 7 days, with no email either way, and the button returns to Request Access.
Org-wide discoverability settings
Organization admins and owners can set a default discoverability policy and control whether project owners can override it. See Project Management Permissions for details.
Project types
You can categorize projects by type, for example Residential, Commercial, or Infrastructure. Assign a type during project creation or from the project list. Types are defined by org admins under Organization Settings > Projects > Project Types. See Project Types for full details.
Manually adding meetings to a project
You can manually file meetings into a project by opening the project and clicking the "Add" button, or by clicking "Add to Project" from any meeting.
When you move a recurring meeting to a project and choose to include the whole series, Cogram remembers that choice: future occurrences of the series are filed to the same project automatically as they appear in your calendar. Removing the series from the project clears this again.
Using Agent with Projects
Open a project and click Agent (top right) to start a session with full context on the project's meeting minutes and emails. Use it to draft reports, status updates, ask questions, or list open action items.
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