Keep a case log the whole team can write in

The situation. Several people touch the same client file over months. Notes live in emails, chat and someone's notebook. When a colleague is away, nobody knows what was agreed last week.

What you will use. A journal in the group's Drive, with tag presets.

1. Create one journal per case #

In the group's Drive, open the client's folder and choose New journal. Name it after the case. Keeping it in the folder means the log sits next to the documents it talks about.

2. Agree on tags #

Open Journal settings and add Tag presets such as #call, #meeting, #decision, #deadline. Turn on Only allow preset tags so the log stays consistent, and turn off Allow changing entry dates if the timeline must stay as recorded.

3. Write entries as things happen #

After each call or meeting, choose New entry, write what happened and what was agreed, and tag it. Use a checklist for open actions. Pin the entry that holds the current status so it stays on top.

4. Find things back #

Search entries… looks through the text; the tag filter shows, for example, every #decision. Viewing now tells you when a colleague has the journal open at the same time.

What a colleague taking over sees #

The pinned status entry first, then the dated history, with every decision one tag filter away. No handover call needed.

Sharing outside the team #

A journal lives inside the group and only members can read it. To give someone outside a copy, Download as Markdown and send the file by transfer.

A note on labels #

If your organisation uses document types and statuses, you can set them on the journal. Unlike the entries, those labels are visible to the server, so keep client details out of them.