Product introduction
Project material often ends up scattered across meeting notes, quick thoughts and saved links. When you need to recall why you chose a particular design, you may remember the project name but not the day you wrote down the reason.
Capacities organizes this material as objects: a note, a person or a project can each have its own record. Objects have types and can contain properties and text. A type describes what something is; a link describes what it relates to. The product focuses on personal organization and thinking. Its official documentation explicitly rules out team and organization plans, so this workflow should be understood as personal work, rather than a shared team project space. Product purpose and scope
We will start with the simplest object type, Page, and connect meeting notes to a project. Pages are built in, so you can begin without designing a complex database. Once your records develop a stable pattern, you can decide whether you need dedicated meeting or project types. Object types
Core workflow
Suppose you are independently organizing a “Cafe redesign” project and want to preserve design decisions from two discussions. Use the desktop or web app, sign in and work within your own space.
1. Give the project a stable starting point
Create a Page from + New Content, name it “Cafe redesign” and record the goal, such as “Make the menu easier for customers to understand.” Create two more Pages, “First menu discussion” and “Second menu discussion,” for the notes from each meeting. After you create a Page, the type appears in the sidebar, where you can return to existing pages. Built-in types and entry points
The project page provides a place to begin a review, while meeting pages retain the specific discussions. You can start writing before settling on a final classification; there is no need to complete a whole set of fields on day one.
2. Create links where they carry meaning
Open “First menu discussion.” Beside the note about shortening drink descriptions, type @ and choose the existing “Cafe redesign” object. Link the relevant content in the second discussion to the same project. Typing a project name as plain text and choosing an object link are different actions: an actual link creates the corresponding backlink. Links and backlinks
You do not need to copy the entire meeting page into the project. The discussion stays in its original location, with the project as a related object. Check the target title when choosing a link so that similarly named projects do not get mixed up.
3. Return from the project to the original discussion
Open “Cafe redesign” and find Backlinks at the bottom. This area shows which objects refer to the project, together with context from the place where each reference occurs. Read the snippets to identify the relevant discussion, then open its original record to see the full reasoning. How backlinks appear
If the area is missing, return to the meeting page and check that you created an actual object link. The documentation says the section is absent when there are no backlinks; a plain-text mention of the same name will not produce the same result. Paid unlinked mentions provide a different kind of clue, but this workflow does not depend on them.
4. Add organization for records you reuse
If you later want to hand-pick several Pages for a “Weekly review,” create a Collection within that object type and add the records individually. An object can belong to several collections without duplicating its text. A collection contains one object type, so it cannot mix objects of different types. This is a manually maintained list: changing an object's status does not automatically add or remove it. Collection boundaries
Design lessons
Keep the original record and add a route back
The meeting page keeps the complete discussion, while backlinks on the project gather useful entry points. One association supports both expression while writing and retrieval while reviewing. The cost is equally concrete: users must create meaningful connections while taking notes. Content they forget to link will not automatically appear among the project's backlinks.
Provide context before asking people to jump
A list of titles alone can force people to open records one by one. Backlink snippets help answer, “Is this the discussion about menu wording?” In a reference tool, a navigation item should provide a reason to open it as well as a way to do so. A snippet is still only part of the record; return to the original before making a decision that depends on its conditions.
Let structure follow an emerging habit
Pages offer a starting point with little preparation. Types, properties and collections can support the structure that emerges later. Capacities also allows type conversion and compares properties during the process so that users can confirm where information will go. The transferable lesson is to support useful recording first, then let organization grow with use. When adding structure, explain how existing information will be retained. Type conversion