Recording Meeting Minutes

The record meeting minutes wizard assists users in capturing the details of a meeting that has occurred. The information can then be shared by issuing meeting minutes to attendees and other interested parties. Each step in the wizard is optional, providing a flexible approach to capturing key information. The record meeting minutes wizard also supports work in progress minutes, allowing pieces of information to be recorded during the intial recording of meeting minutes and updated later after the meeting minutes have been recorded. Meeting minutes can be recorded for a meeting created from user and case calendars.

The following meeting information can be captured:

Meeting Details: Meeting details includes the meeting subject, location, start and end date/time. Also included is the name of the person who organized the meeting and the meeting agenda. Any information entered as part of scheduling the meeting will be prepopulated in the meeting details.
Meeting Notes: Meeting notes can be recorded in rich text format.
Meeting Decisions: Meeting decisions can be recorded in rich text format.
Meeting Attendance: Meeting attendees can be added to the meeting attendees list to capture individuals that were not initially invited to the meeting but ended up attending the meeting. These additional attendees can be added after the meeting, along with their email addresses, to allow for meeting minutes to be issued to them. Whether or not an attendee attended the meeting can also be captured.
Meeting Actions: Any meeting actions decided upon can be added to the meeting minutes along with the person responsible for the action and the due date by which it is to be complete. A task is created for the user responsible for the action and is viewable from a user's inbox. Comments may be added to actions, and an action may also be closed when it is completed.
Meeting Files: Files can be attached to meeting minutes. File attachments are then accessible when viewing the meeting minutes.
Meeting Minutes Summary: The Meeting Minutes Summary is a summary of the meeting minutes information recorded.

Once the meeting minutes are recorded, they may then be viewed and updated as necessary from the user and case calendars, as well as from a list of meeting minutes that have been created. From this list of meeting minutes, a user may also record meeting minutes for an existing meeting for which meeting minutes have not yet been recorded, or may create a new meeting and record meeting minutes for the newly created meeting.

Meeting minutes can be issued by the meeting organizer to the meeting attendees. By default, meeting minutes are issued via email with the minutes in an attached PDF document; thus email addresses are required. An informational message is displayed when minutes are issued and one or more email addresses are missing or invalid.

Meetings can be issued multiple times and a record is maintained of the history of minutes issued and to whom. Each time a version of meeting minutes are issued, the meeting minutes are base-lined. This allows users to view the actual minutes as they were at the time of issue.