All your folders in one place: one action at a time
Cockpit
All your folders, one action at a time
Every open point in your folders is either an action for you or a follow-up Kolinea handles in your place. The session runs your actions from the keyboard, first to last.
- One action per point: approve, answer, publish, call
- Points being followed up, reminded by Kolinea
- Milestones to hold, with their weather
Replaces: Going through folders one by one · The tracking spreadsheet
Included in every plan
A list per folder does not tell you what to do first
Each folder knows what it is waiting on. None tells you, across all of them, what needs an action from you this morning, what is moving without you, and what has sat for three weeks with no due date. To find out, you open the folders one by one and trust your memory for the reminders.
An action, or a follow-up
Cockpit gathers the open points of the active folders you work on, in the current workspace, and sorts them into two blocks.
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To do
One compact row per action, with the folder, the date, the reason the point comes up now and the main action. Approve a document, answer, decide, review a publication your assistant prepared and publish it, let someone in, file a document received by e-mail, set a due date, reach someone. The row’s “⋯” menu offers “Open”, “Remind me later” and, for a planned publication, “Dismiss”, which the message that follows can undo.
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Following
The points that ask nothing of you. Kolinea chases in your place and the row gives the date of the next reminder; or the point sits with a colleague; or you have just called the person; or automatic reminders are off in that folder.
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Nothing to do
When no action is left, the screen says so and tells you how many points are still being followed.
The order follows what is at stake, and the list is grouped in four: Milestone at risk, Late, Due soon, No rush, each with its number of actions. A row says why the point comes up first, then the folder and the milestone concerned; when a single person is awaited, the reason also tells their silence: they have not opened the folder in three days, they saw it without answering, or, when they have answered often enough, “usually replies in 2 days”.
Remind me later, at the right time
“Remind me later” takes the point out of “To do” until the moment you choose: in 1 hour, tonight (while the evening is still ahead), tomorrow morning, tomorrow afternoon, Monday morning, or a day and time of your own. The row then says “Postponed to” and the date. The reminder is yours alone: nothing changes for the participant or for your colleagues.
Settle a point without leaving the page
A click on the row opens a sheet titled with the action to take, holding the point’s real card: answer a request, decide, check documents, confirm a slot, give an approval, fill in a form. The card acts as it does in the folder, under the same rights.
- Documents to approve open full size in the sheet, and can be annotated before you approve them.
- An access request is accepted or declined in the sheet.
- A planned publication opens in the folder’s composer: nothing is sent until you publish it.
- Next action shows the next point of the list in the same sheet; In the thread and See in the folder open the folder instead.
- Once the point is settled, the sheet says so and the point leaves “To do”. When none is left, it offers to go back to the actions.
The reminder ladder
A point waiting on a participant climbs four rungs: Kolinea, you, a call, someone else.
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Kolinea
Reminds on its own while the delay is under three days and automatic reminders are on.
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You
From three days late, the point moves to “To do” with the action “Remind them myself”. A manual reminder sent less than 24 hours ago leaves it in follow-up, and the row says when a new reminder will be possible.
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Call
After at least two reminders unanswered since the due date, the action becomes “Reach” followed by the person’s name. It opens their card: their numbers to call or copy, their e-mail address. When several people are awaited, a menu offers them, those with a number first.
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Someone else
If another person on the same side is in the folder, the “⋯” menu offers to ask them instead.
After the call, two outcomes. “They answered” opens the sheet on the answer, to record on their behalf. “Call placed” notes a call without an answer: the point moves to follow-up for three days (“Called Mr Durand yesterday”), then comes back to “To do”. The call is noted in the folder’s history, which only the team reads.
A point open for at least fourteen days with no due date comes up too, with the action “Set a due date”: neither a reminder nor a delay would bring it back on its own.
Milestones to hold
The “Milestones to hold” panel lists the milestones of the next five weeks with their weather: on track, threatened or compromised, and how many of their points are settled or late. An item marked “Needed for” a milestone is one of its prerequisites; without that link, an item is one when it is due at the latest on the milestone date. The milestone is threatened as soon as a prerequisite is late, and compromised when a needed item is expected after its date or has no due date. The panel recalls this rule under “How milestone weather is read”.
The session
The “Run through the actions” button opens the “To do” actions one after the other, in the order of the sort, one per screen, with a progress bar.
- On a keyboard, each button shows its key: Enter takes the action, L asks when to bring it back (each moment has its number), → moves on to the next, ← goes back to the previous one, Esc stops, or cancels a confirmation in progress.
- “Reach” opens the person’s card and stays on the action. Once the call is placed, Enter notes it without an answer, R opens the answer.
- On a phone, they are buttons. Swiping right skips to the next action, swiping left asks when to bring it back, with a “Skip” or “Remind me later” cue behind the card. A swipe never takes the action itself: letting someone in or marking a milestone reached asks for a confirmation, and stays on the button.
- An action that is settled in its card opens it in the same sheet as on the page; an action that can only be taken in the folder opens it in a new tab.
- At the end, a summary: actions done, skipped, put off until later, opened in their folder, calls to make.
Four figures, then four views
At the top of every view, an overview in four figures: the actions to do and the time they take, the overdue points (on your side or the participants’), the appointments until Sunday and the milestones at risk or compromised. Each opens the view that answers it. A line also recalls what Kolinea settled over the last seven days, and how many after a reminder.
The Actions view filters in place: a search on the title, the folder or the participant’s name, and a filter by kind of action when the list mixes several. Its side panel starts with Today: the day’s appointments, their time and what is still to prepare before them.
The other views answer other questions.
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By person
Two tabs, “Contacts” and “Team”. The people on the left, the card of the one you pick on the right. A search (name, company, folder) and “Late only” find who is holding things up. The card sorts what you are waiting on from them and what you owe them folder by folder, with their phone and e-mail to copy. For a contact, “Group reminder” shows the points to remind, then sends a single e-mail listing them all; a point from a confidential exchange is counted without being named, and a point reminded less than 24 hours ago is left out. “Prepare the call” gives a checklist; the call note is saved as an internal note in each folder concerned. For a colleague, the card leads to their folders. The page’s link keeps the person chosen. On a phone, the card opens over the list.
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By folder
A health table, one row per folder, the most overdue first. It shows the folder’s state (overdue, or the weather of its next milestone), its next date (appointment, due date or milestone), the number of actions, overdue points and points being followed, and the latest news. A search and three tabs sort the list: “Need your attention”, “Moving on their own”, “All”. The row opens the folder; its menu opens the folder’s point.
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Week
A Monday-to-Sunday calendar, or the same week as a list; your choice is kept. You move from week to week, eight weeks back and twenty-six ahead. It holds the appointments with their time, length and what is still to prepare, the due dates, the milestones with their weather, the reminders Kolinea will send and, each day, the actions of your session. Each kind shows or hides with a click. The points already overdue are folded above the current week and the ones after, so they do not vanish from the weeks to come. Clicking a point to do opens it in the treatment sheet; a point being followed leads to its place in the folder.
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The whole team
See below.
The dashboard shows Cockpit’s first actions, by stake: a direct action is taken there and then, a point opens in the same sheet, and a link leads to the rest.
The folder’s point
From the folder page or from Cockpit, a drawer gives the state of the folder: milestones as steps, what threatens the next one, who is waiting on what, the timestamped record of decisions and approvals (read-only, filterable), upcoming dates and what happened since your last visit.
A button prepares a progress update in the composer: where the folder stands, what is expected from the participant, what you are preparing, what was decided. It is not published on its own: you read it through first.
The point has a side for the participant too: “Where your folder stands” shows the steps completed, the next one, what awaits their answer and what the team is preparing. In their folder list, the folders another team shared with them sum that point up under their subject: the next step, what is being prepared, what they decided.
An absence, a team
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Absences
“I’m away” hands your actions to one colleague or several until the day you are back, for 90 days at most. Each sees them in their Cockpit, marked “for you”, and is notified; the first one to deal with an action settles it for everyone. An action in a folder where none of the colleagues covering for you takes part is not handed over, and the screen says so; an access request only goes to a colleague who can decide it. Nothing changes for participants or for who is responsible for the folders. “Change my absence” changes the date or the colleagues, “I’m back” takes the actions back.
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Whole team
For the members who manage the workspace’s folders, a view shows each member’s workload: active folders, open points, delays, threatened milestones, the most overdue first, with the absences under way. A row opens the list of their folders. “Transfer responsibility” hands a folder to another member, after a confirmation: the new lead is notified and sees the whole folder, the previous one stays on the team. The content of the points stays in the folder.
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“Responsible” filter
The same people can narrow the Actions, By folder and Week views to one lead. When nothing awaits them, the screen says “Nothing to do for Marie for now”.
Through the API and the assistant
The API exposes the Cockpit of the member whose key is used, what a contact is waiting on, a contact’s grouped reminder and a call placed outside Kolinea. The AI assistant reads your Cockpit and offers “My session” to take you through it. The automatic reminders and a folder’s waiting view feed the same calculation.
In practice
A few folders open in parallel. In the morning you open Cockpit: four actions. You run through the actions in a few minutes, from the keyboard or with a finger, and close it. The rest is being followed.
A participant who does not answer. After three days late, the point comes up with the action to remind them. Two reminders later, the row offers to reach them, with their number. They do not pick up: “Call placed”, and the point comes back in three days.
A week off. You hand your actions to two colleagues until Monday. Whoever is free deals with the document received; it leaves the other one’s Cockpit.
What it does not do
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It does not act without you.
An action waits for your decision; no publication goes out on its own.
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The thresholds are fixed
Three days, fourteen days, two reminders, three days of rest after a call. They are not set per folder.
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Only the folders you work on count.
A folder you are not in, or a confidential publication you cannot read, does not appear.
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A swipe does not take the action.
It skips or puts off until later; taking the action stays on a button.
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It does not place the call.
“Reach” gives the number; the call happens on your phone, and you then say how it went.
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No separate plan
Cockpit is included in every plan.
See also
Cockpit builds on automatic reminders, milestones and the waiting view. To record an answer given over the phone: relay answers.
More features for your line of work
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