Manage idea boards, categories and statuses

Workspace administrators can organise Ideas in three complementary ways: public boards collect submissions without a login, categories provide reusable business buckets, and statuses show what the team is doing with each idea.

In the app: /discovery/boards

Before you start

• You need workspace-admin access to manage categories and the relevant board controls.

• Create a survey-style template first if the public board should ask custom questions beyond the basic idea details.

Step by step

1. Create a public board

From Ideas, select Public boards and New idea board. Enter a name, public introduction and optional default process area.

2. Add a question set when useful

Choose an optional template from the library. Its survey-compatible questions appear below the standard idea fields on the public form.

3. Distribute the intake

After creation, use Copy for the public link, the QR control for a poster or handout, and Open public form to test the unauthenticated experience.

4. Pause or remove a board

Use the power control to close or reopen submissions. Delete removes the board itself, but ideas already submitted remain in the Ideas backlog.

5. Create categories

Return to Ideas. Beside the Category filter, select Manage, enter a category name, choose a colour and select Add. Examples include Cost savings, Compliance and Innovation.

6. Retire a category safely

In Idea categories, remove a category that is no longer useful. Existing ideas retain their core data but lose that category label.

7. Maintain idea statuses

Open an idea and choose New, Reviewing, In progress or Declined. Escalating changes it to Escalated to project and locks the ordinary status selector.

Public board links require no sign-in. Do not ask for secrets or unnecessary personal, employee or vendor-confidential information.

What happens next

• Test each public board in a private browser window before publishing it widely.

• Agree simple status definitions so contributors interpret the backlog consistently.

Troubleshooting

A public board link no longer accepts submissions.

Open Public boards and check whether its status is Closed. Reopen it with the power control, or distribute the link for the active board intended for this campaign.

The desired question set is not available when creating a board.

Only compatible survey-surface templates are listed. Create or update the question set in Templates, then return to Public boards.

Manage categories or status controls are missing.

These controls depend on administrative permission. Ask a workspace admin to make the change or review your assigned role.