Meetings

Meetings

Overview

Actions

Field Descriptions

Sub-panels/Related Information

Availability
  • Standard
  • Professional
  • Enterprise

Overview

Use this module to schedule, view, and manage meetings. You can use the ProTracker Email Archiving feature to send meeting invitations from an external meeting client, include a ProTracker email address provided by your ProTracker administrator in the attendees list, and view the meeting records in ProTracker.

You can schedule meetings with users, contacts, and leads. When you schedule a meeting, you are creating a record with information regarding the subject of discussion, the participants, the time period, and the status. After you save this information, you can send out an invitation to all the participants immediately or at a later date. You can create a note or add attachments before or after a meeting occurs. After you complete meeting, or if you cancel it for any reason, you can update its status.

Actions

Follow the instructions below to perform tasks such as creating, editing, and exporting Meeting records.

To…

Then…

Create a Meeting record

  1. Access the Meeting Create form using one of the following:
    • Click Meetings > Schedule Meetingfrom the Navigation menu.
    • In the Quick Create menu click Meeting.
    • Click Create New on the Meetings List View.
  2. Complete the Meeting Create Form. See Field Descriptions for information about each field. Fields that have an asterisk (*) are required; you must enter data in the field to save the record.
  3. Choose on of the following options.

    To….

    Click…

    Save the meeting without sending invitations

    Save.
    The Meetings Detail View displays.

    Save the meeting and send invitations to the participants

    Save & Send.
    The Meetings Detail View displays, and the invitations are sent.

    Create a copy of the meeting, putting the original meeting on hold, while retaining all of the information of the original record (except for the status).

    Close and Create New
    The original meeting closes with a status of Held. The new meeting displays in the Meetings Create form.

Display a list of Meetings

Click Meetings > View Meetings.
The Meetings List View displays.

Display the details for a Meeting

Click the Meeting name in the Meetings List View.
The Meeting Detail View displays.

Edit meeting information

  1. Access the Meeting Edit View by doing one of the following:
    • Click Edit in the Meeting Detail View.
    • Click the edit icon (pencil) associated with the Meeting record in the Meetings List View.
  2. Update the meeting information. See Field Descriptions for information about each field.
  3. Click Save to update the record.

Suppress one or more Meeting records

  1. In the Meeting List View, click the Selection box associated with the record(s) you want to suppress.
  2. Click Suppress.
    A confirmation box displays.
  3. Click OK.
    The records are suppressed.

You can also suppress a single Meeting record by clicking Suppress on the Meeting Detail View.

Manage records in a sub-panel

See Manage related information in sub-panels.

Update information related to multiple meetings

  1. In the Meetings List View, click the Selection box associated with the records you want to update.
  2. Click Mass Update in the Actions dropdown.

For more information, see Editing and suppressing multiple records.

Duplicate meeting information

Click Duplicate in the Meeting Detail View. Duplication is a convenient way of creating a similar meeting. You can change and save the information in the duplicate record to create a new record.

Import Meeting records

  1. Click Import Meetings from the Navigation menu.
  2. Follow the instructions in Importing data.

Export records

  1. In the Meetings List View, click the Selection box associated with the records you want to export.
  2. Click Export in the dropdown and follow the instructions in Exporting data.

Field Descriptions

Fields that have an asterisk (*) are required; you must enter data in the field to save the record.

Related to

  1. Click the related record type from this dropdown.
  2. Click the item on the related record type Popup List View (displays upon clicking the Selection arrow) or the list of items matching the character(s) you enter. That is, for a meeting about a client, you would click Client, and then click the client name on the Client Popup List View.

Assigned to

By default, the meeting is assigned to the creator of the Meeting record. To change the assignment, click the user on the Users Popup List View (displays upon clicking the Selection arrow) or the list of users matching the character(s) you enter.

Subject*

Enter the subject of discussion. This is a mandatory field.

Activity Type

Click the activity type on the Activities Popup List View (displays upon clicking the Selection arrow) or the list of activities matching the character(s) you enter.

Start Date*

In the Date Selector click the date of the meeting. Then click the time, in hours and minutes and the period of the day, from the adjoining dropdowns. This is a mandatory field.

Status

Choose a status based on the following:

If…

Click…

The meeting is scheduled to take place

Planned

The meeting is completed

Held

The meeting did not occur

Not Held

Duration

Enter the number of hours and click the number of minutes from the dropdown.

Location

Enter the meeting location.

End Date*

Click the date in the Date Selector and click the time, in hours and minutes and the period of the day, from the adjoining dropdown.

Description:

Enter a brief description of the purpose of the meeting.

Reminders Popup , Email all invitees and Email Reminder Time

Click a reminder type, then click the time prior to the meeting to send the reminder to meeting invitees.

ProTracker will send a reminder to all participants at the specified time. If you set a default time for reminders on your User Profile, ProTracker will implement it when you do not set a reminder during Meeting record creation.

Note: For WebEx meetings, two invitations are sent to each meeting invitee - one sent by ProTracker, the other sent by WebEx. For all other meeting types (IBM LotusLive, GoToMeeting and ProTracker), only ProTracker sends the meeting invitations.

Teams

By default, your private team is assigned as the primary team. To change the primary team assignment, click the team on the Teams Popup List View (displays upon clicking the Selection arrow) or the list of teams matching the character(s) you enter.

To assign additional teams to the Meetings record, click add (+) and click the team as described above. For more information on assigning teams, see Assigning Users and Teams to Records.

Meeting Type

Select ProTracker, GoToMeeting, or WebEx from this drop-down list to indicate the type of meeting. External Clients like GoToMeeting and WebEx need to be activated by your administrator and added by you, for these to display in the Meeting Type drop-down list. For more information, see External Clients.

Attachment

  1. Click Choose File.
  2. Navigate to and click the file you want to attach.
  3. Click Open.
    The filename displays.

Settings section

On Meeting Agenda

Click the checkbox to list this meeting on the Meeting Agenda Report.

Report Sort

Enter the alphanumeric characters to be used when sorting Meetings records for reports.

Add Invitees section

  1. In the Add Invitees section, enter all or part of an invitee’s first name, last name or email address in the First Name:, Last Name:, or Email:  fields, respectively.
  2. Click Search.
    A list of records matching the search criteria displays.
  3. Click Add  to add each person you want to invite.
    The invitee’s name is added to the Scheduling pane.

Sub-panels/Related Information

Sub-panels of the Meetings Detail View include:

Clients

Contacts

Notes

Users

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