Glossary

The terms you’ll run into around the app, in plain English.

Artefact

A single classified item extracted from a communication — a risk, issue, decision, action, and so on. Artefacts are what fill the registers.

Register

A list of artefacts of one kind: the risk register, issue register, decision register, action register, stakeholder register, and so on.

Register state

A decision or risk’s effective state (for example current, superseded, duplicate, retired) is derived from how it relates to other artefacts — it can differ from the raw status field. A retired item was archived as stale history (see Born-retired), which reads differently from one archived by hand.

RAG / weakest-link

The red / amber / green health colour. A project’s colour is set by its worst dimension — its weakest link — not by an average. See How health works.

Score

The 0–100 number shown next to a health colour, giving the magnitude behind the colour so two same-coloured items can still be compared.

Sentiment (trust-weighted)

The mood of communications, scored per message and rolled up to a project mood. Messages are weighted by trust rather than averaged flat, and the written summary is generated from the rollup and top rationales — never from raw message bodies.

Flow

A process signal derived from your tracker’s status history (not a copy of your tasks): rework rate, ageing tasks, cycle time, lead time.

Commitment gap

Where what’s talked about (actions), what’s worked on (tracker flow), and how people feel (sentiment) diverge for a topic — a sign that talk and reality have drifted apart.

Topic / Theme

A topic groups related artefacts; a theme groups related topics. They emerge from the content automatically rather than being tagged by hand.

Stakeholder

A person or organisation involved in the project. Stakeholders are created automatically from the senders of communications and the owners of actions.

Stakeholder–user link

The connection between a stakeholder (someone in the project record) and a user (someone who signs in). This link is what makes action items show up in that person’s My work — items are assigned via the link.

Evidence chain

On an artefact’s detail page, the trail back to the source communications it came from, including the exact excerpts that support each claim — so you can verify where a fact originated.

Held mail

Email that’s been stored but not yet classified because a budget or rate limit was hit. It’s never dropped — it’s released when the window resets or when you release it manually.

Trusted sender

A sender allowed to bypass classification limits — but only on a message that passes email authentication (SPF/DKIM), to prevent spoofing.

Module

A feature area you can enable or disable per project (under Settings → Modules). Disabling stops new processing and hides it from the sidebar but keeps existing data.

Backfill vs reconcile

A backfill replays all data to catch up (for example after connecting a source or enabling a module). A reconcile corrects drift between systems without reprocessing everything.

Born-retired

An import option that archives historical items on arrival, so old data enriches the knowledge graph without cluttering your live work surfaces.

Dedup (de-duplication)

Finding and merging artefacts that describe the same thing. Candidates can be found by vector similarity or by an LLM pass, and you confirm a merge or keep items separate.

Relation

A typed link between artefacts — supersedes, duplicate, relates, contradicts. Relations drive register state and show up as badges on items.

Clearance level

A rung on the eight-level ladder that controls who sees an item. Every item carries a level; every role sits on a rung; you see items at or above your rung’s band. Replaces the old confidentiality tiers. Managed under Admin → Clearance — see Clearance.

Compartment

A narrowing label on top of a clearance level — Internal (ddx), Bid confidence, or a Named audience. An item in a compartment is visible only to compartment members who also clear its level. Compartments only ever narrow.

PMI area

A grouping used in the knowledge Feed; one area can span more than one kind (for example the risk area covers both risks and issues).

Files (the document store)

Each project’s controlled document store — a standard folder tree, versioned documents, lifecycle states, and a record of everything exchanged. See Files overview.

Controlled document (CDE)

A document filed under the naming convention, with a full lifecycle (WIP → Shared → Published → Archived) and a revision series. A CDE (common data environment) is the disciplined shared store the ISO 19650 standard describes. Files that don’t follow the convention are descriptive documents — still versioned and audited, with a simpler draft → issued life.

Container name

The coded filename of a controlled document, e.g. P0109-ABF-XX-01-DR-A-0001-S0-P01 — project, originator, volume, level, type, discipline, number, suitability, revision. The Register a document form builds it for you from dropdowns.

Suitability

The marker on a controlled document’s revision that says what it may be relied on for: S0 (work in progress), S1–S4 (shared — for coordination, information, review), A / B / CR (published — for construction / approved / as recorded).

Revision series

A controlled document’s version numbering: P01, P02… while preliminary, then the contractual C01, C02… once published. Uploads never overwrite — each files a new revision and supersedes the last.

Delivery partner / delivery space

An outside organisation you exchange files with continuously (a contractor, consultant, supplier). Its delivery space is the portal showing only the folders you grant it. See Delivery partners.

Transmittal

A formal, numbered issue of one or more documents to named parties, with acknowledgement — the contractual record of what was sent to whom. See Transmittals.

Share link

An expiring link that lets someone with no account view a single pinned document in a branded viewer, at one of three protection levels (anyone with the link / named email / email + one-time code). See Share links.

Exchange register

The project’s single chronological record of everything exchanged with outside parties — received, distributed, transmitted, acknowledged — exportable as CSV.

Legal erasure

The permanent, irreversible destruction of a document’s bytes and derived knowledge to satisfy a right-to-be-forgotten request, leaving only a ledger entry. Distinct from ordinary delete, which is reversible. See Retention & erasure.