ProjectsStart

Beginner guide

One proposal's journey from idea to accepted document.

GroupMind Hub helps a group improve one shared document without losing track of decisions. Follow one proposal through the whole path: write it, review it, route it, vote on it, and update the document.

Follow the flowSee key words
ProjectProposalReviewTrackVoteVersionRebase check

The flow

What happens, in order

Each step below shows the action, the idea behind it, and the rule that keeps the process clear.

Project

Open the shared document.

A project is the workspace for one document. Start by reading the canonical document: the current version the group has already accepted.

  • Every accepted change creates a new document version.
  • Version numbers show exactly which text a proposal was based on.

Proposal

Suggest one focused change.

A proposal is a suggested edit to the canonical document. Keep it small, give it a clear title, and explain why the change helps the group.

  • Draft proposals can still be changed.
  • Use the diff preview so reviewers can see additions and removals before voting.

AI review

Let review make the proposal easier to route.

A proposal needs review when it is first submitted, when it is revised, and when the document changes underneath it. AI helps check clarity, scope, conflicts, and the best track.

  • If wording is unclear, too broad, or missing context, the proposal can return as Needs revision.
  • AI can suggest a track, flag conflicts, summarize the change, and help reviewers understand risk. The group still decides.

Track

Put related decisions in the same lane.

A track is a decision lane. Proposals that affect the same part of the document, or conflict with each other, belong together. Ideas that do not conflict can move in separate tracks and be voted independently.

  • This prevents two conflicting changes from being accepted separately.
  • It also lets unrelated ideas move forward without blocking each other.

Waiting or voting

Wait in line, then vote when the track is ready.

A proposal goes to the waiting list after it is reviewed and routed, but before it becomes the active vote. It moves to Vote when its track is ready and no other vote is active there.

  • Each track should have one active vote at a time, so voters know what decision is currently open.
  • Proposals in an active vote should stay stable. Changing them mid-vote would make the choice unclear.

Accepted change

Apply the winning proposal to the document.

If a proposal is accepted, it becomes part of the canonical document and creates a new version. Proposals that are rejected, withdrawn, or superseded stay in the record but do not change the document.

  • The activity trail should make it clear what changed and when.
  • The new version becomes the text future proposals must build on.

Rebase

Recheck waiting proposals against the new version.

Rebasing means updating a proposal so it still applies cleanly to the newest document version. When one proposal is accepted, other waiting proposals are checked again.

  • If a waiting proposal still fits, it can stay in its track.
  • If the accepted change overlaps or conflicts, the waiting proposal may need update or revision. AI can help draft the rebase, but the author reviews it.

Rules of thumb

How to keep the process clear

  • Read the current version before writing a proposal.
  • Make one clear proposal at a time.
  • Explain the reason for the change, not only the wording.
  • Check the diff before submitting.
  • Vote on the proposal as submitted; revise only when it returns to Draft, Needs revision, or Needs update.

Key words

Plain-language terms

Project
The workspace for one shared document.
Canonical document
The accepted text everyone builds on.
Proposal
A suggested change to that text.
Track
A lane for related or conflicting proposals.
Waiting list
Ready proposals that are not yet the active vote.
Active vote
The current decision round for one track.
Version
A numbered snapshot after accepted changes.
Rebase
Updating a proposal for the latest version.

Try it

Open a project, read the current version, and make one focused proposal.

That one pass will show the main loop: proposal, review, track, vote, accepted version, and rebase check.

Open projects