Team workspace coordination

Team workspace coordination helps a group use one shared Roadmap Flow folder without turning Roadmap Flow into a cloud project-management system. It is the best next product improvement for teams that already trust OneDrive, SharePoint, or another synced folder, and just need fewer "wait, who changed this?" moments.

What it does

In the Team tab, Team users get a coordination panel for the current workspace:

A setup checklist for putting the workspace in a shared folder.
A Display name prompt so change history says who made each change.
The exact workspace folder path Roadmap Flow has open.
Show folder, which opens that folder in Windows Explorer.
Reload latest, which rereads roadmap.json from disk.
A lightweight editing marker that says who appears to be editing.

Config still owns the workspace location setting. Team is where the people routine lives: names, seats, invite codes, shared-folder path, reload, and the "I am editing right now" marker.

Roadmap item cards and item details also show the last meaningful item change when Change history is available: who changed it, when, and which field moved. Tiny paper trail. Surprisingly calming.

When to use it

When your team stores the workspace in OneDrive, SharePoint, Dropbox, or a common network-synced folder.
Before a planning session, so everyone opens the same folder.
Before you edit after being away from the roadmap for a while.
When you want to see who last touched an item before asking questions in the meeting.

When not to use it

As real-time multiplayer editing. It is not Google Docs for roadmaps.
As a replacement for a proper team conversation when two people are changing the same item.
As a guaranteed cloud lock. Sync tools can delay, duplicate, or rename files.

3-minute flow

The owner creates or opens the Roadmap Flow workspace in a shared folder.
In Config, set Workspace location to OneDrive or SharePoint synced folder or Other synced folder.
Open Team and set your Display name.
Confirm the Team workspace coordination checklist.
Share the exact folder with teammates.
Each teammate opens Roadmap Flow from that same folder.
Before editing, click Mark me editing.
Before presenting or after a pause, click Reload latest.

Best use cases

A product team sharing one roadmap file from a SharePoint folder.
A PM and designer taking turns updating item text before a review.
A roadmap owner checking whether a teammate already updated status, confidence, priority, owner, target period, blockers, or decisions.

Common mistakes

Sharing only an exported PDF or PowerPoint and expecting others to edit the live roadmap. Exports are outputs; the shared folder is the source.
Opening a copied workspace from Downloads while everyone else uses the shared folder.
Ignoring the editing marker because "it is probably fine." It might be fine. It might also become meeting archaeology.
Forgetting to set Display name in Team or Account. Without a name, Change history can only say an unnamed local user made the change.

How simultaneous edits work

Roadmap Flow uses a best-effort local lock file named .roadmap-flow-lock.json. When someone marks themselves as editing, the file stores their display name, device, and timestamp.

If another teammate opens the same synced folder, Roadmap Flow can show that person as currently editing. If the marker is old, it is treated as stale and another person can take over.

This helps coordination, but it is not perfect. OneDrive and SharePoint decide when the small lock file appears on other devices. Roadmap Flow also checks the real workspace file before saving and warns if roadmap.json changed on disk after the app last read it.

Related guide pages

Availability

Team. The workspace path, reload action, editing marker, and last-changed item labels are built for Team workspaces. Roadmap Flow still does not add cloud sync; your shared folder provider handles file syncing.

Team Updated in 0.1.3