Logging and Completing a Meeting Record

Logging a New Meeting

New meeting records start in a 'Draft' state, allowing you to prepare information before formalizing.

1. From the Meetings module, select New Record.
2. Confirm the Hierarchy (e.g., Company, Site) for the meeting.
3. Fill in Meeting Details:
   • Workgroup: Select the relevant workgroup.
   • Brief Description (mandatory): Clearly state the meeting's purpose.
   • Convener (mandatory): Assign the person leading the meeting.
   • Type: Choose the appropriate meeting category.
   • Venue (mandatory): Specify the meeting location or platform.
   • Attendees (internal/external): List who will be attending.
4. Set Scheduling Information:
   • Meeting Date (mandatory): Pick the date.
   • Meeting Start Time (mandatory): Set the start time.
   • Meeting End Time: Optionally, set the end time.
5. Comments: Add any initial notes or agenda items.
6. Choose Email Notification Option:
   • Under Notification, select:
     • Don't Notify: No emails will be sent when the meeting is scheduled.
     • Notify Attendees: Emails will be sent to 'Attendees (internal)' when you use the 'Schedule' button to move the meeting to the 'Scheduled' state.
7. Link Actions & Attachments (Optional):
   • Use the Associated Actions section to link to existing tasks or log new ones.
   • Use the Attachments section to add relevant documents. (Refer to "Linking Records," "Actions Management," and "Adding Attachments" help for detailed instructions on these features.)
8. Saving and Scheduling the Meeting:
   • Save (Draft): Click Save to keep the meeting in 'Draft' state for later updates.
   • Schedule Meeting:
     • If you chose 'Notify Attendees': The 'Schedule' button will be available. Clicking it moves the meeting to the 'Scheduled' state and sends notifications.
     • If you chose 'Don't Notify': The 'Scheduled' button will be available. Clicking it moves the meeting to the 'Scheduled' state without notifications. (This option is also used if you are moving a previously saved 'Draft' to 'Scheduled' without sending new notifications).

Updating and Completing a Meeting

After a meeting occurs:

1. Open the 'Scheduled' (or relevant 'Draft') meeting record.
2. Select Edit (if not already in edit mode).
3. Update Comments: Add minutes, key decisions, and discussion points.
4. Manage Actions/Attachments: Update or add any new actions or final documents.
5. Finalize the Record:
   • Click the 'Complete' button. This moves the meeting to the 'Completed' state, archiving it for reference.

Note: For general guidance on form submission and workflow button behaviors, see the "Submitting Forms" help document. Meetings not marked 'Completed' past their scheduled date might show as 'Overdue', potentially triggering reminders.