Project Signal turns the threads, meetings and documents around important work into a controlled, goal led project workspace your whole team can see. Built for tenders, proposals, client projects, legal reviews, recruitment and confidential matters.
A tender, proposal, client project, legal review, senior recruitment process or internal initiative will involve several email threads, several meetings, several departments and several documents. The picture is real, but nobody owns it. The lead has to reconstruct it from memory every time a new email arrives. Senior leaders ask "where are we on this" and get a different answer from every person they ask.
Project Signal fixes that. It is a parent workspace inside Outlook for one specific piece of work. It links the right email threads, the right meetings, the right people, the right files, the right actions, the right risks and the right decisions, all in one record, with explicit ownership and explicit permissions.
You do not have to copy your work into a separate project tool. The work already happens in Outlook. Project Signal turns what is already happening into a controlled project memory layer.
Project Signal is the enterprise core of SMART Reply. Goal led, owner controlled, permission aware project tracking inside Outlook.
A clear project name, such as ABC Group SMART Reply Tender.
A plain English explanation of what the project is about.
The outcome the project is trying to achieve.
The date the goal should be achieved by, where known.
The person accountable for the Project Signal.
Normal, Confidential or Restricted, with stricter controls at each level.
Named users and the role each one holds.
Approved Outlook threads that belong to the project.
Meeting notes, transcripts and actions attached to the project.
Open, completed and blocked actions across the project.
Project files, attachments and the SharePoint or OneDrive folder.
Important risks, blockers, approvals and decisions.
Current state, risk level and recommended next step.
A worked example of one Project Signal, the way a lead owner would see it inside Outlook.
ABC Group · SMART Reply Tender
Project Signals can hold sensitive internal work such as redundancy planning, legal disputes, senior recruitment, acquisitions, disciplinary issues and confidential negotiations. Each Project Signal has a sensitivity setting that controls who can see it and how it surfaces in search and dashboards.
Visible to named users on the access list. Appears in search and dashboards for permitted viewers. Standard audit logging applies.
Reduced exposure on dashboards. Stricter audit events. Surfaces only to people the lead owner has explicitly added. Folder permissions tightened.
Not visible in general search, suggestions or dashboards unless the viewer has explicit permission. Document additions may require lead owner approval.
One Project Signal per opportunity. The threads with the customer, the security questionnaire, the pricing document, the meetings with procurement and IT, all in one record with a target submission date.
Account managers keep one Project Signal per client engagement. Senior leaders see status without asking.
Restricted Project Signals visible only to deal team members. Folder permissions tightened. Document additions audited.
One Project Signal per matter. The conversation history with counsel, the documents, the decisions and the risks, all in one place with explicit access control.
Confidential Project Signals for executive hires. The candidate communications, the interview notes, the panel decisions, scoped to the search committee only.
Restricted Project Signals for sensitive internal change. Visible only to the leadership group running the work. Folder permissions aligned with the access list.
A live project workspace inside Outlook. It brings together the email threads, meetings, people, actions, files and decisions around a specific piece of important work, so the project record stays complete without anyone having to reconstruct it from memory.
Asana and Monday sit outside email and require people to copy work into them. Project Signal lives inside Outlook where the work actually happens. It captures the threads, meetings and documents you already produce as the project record, with explicit ownership and permissions, so nothing has to be duplicated.
Only people the lead owner has explicitly added. Project Signals are private by default. There are four roles: lead owner, contributor, viewer and leadership viewer. People in the same organisation cannot see a Project Signal just because they share the tenant.
Yes. Each Project Signal has a sensitivity setting of Normal, Confidential or Restricted. Restricted Signals are not visible in general search, suggestions or dashboards unless the viewer has been granted permission. Folder permissions align with the Signal access list where possible.
No. People and domains are clues, not proof. The same person may be involved in multiple projects at the same time. A new email thread can only be linked when the lead owner adds it manually, the user explicitly chooses an existing Signal, the lead owner approves a suggestion, or the thread has been linked previously.
Project Signal is in active development as the enterprise add on to SMART Reply. We are taking expressions of interest now from teams who want to be considered for early access. Email [email protected] to start the conversation.
If your team runs tenders, client engagements, legal matters, M and A processes or any work where the picture is scattered across threads and meetings, we want to hear from you. Early access spots are limited.