Meeting Minutes Business Process

Use the Meeting Minutes business process to capture project-related meeting minutes, track unresolved items, launch follow-up action items, and track progress between meetings. It often acts as the source of Action Item business process records.

Characteristics

This is a Project-level business process with a workflow, provided in the system template.

Record Statuses

Approved

terminal status

Canceled

terminal status

Completed

terminal status

Rejected

terminal status

Awaiting_Review

non-terminal status

Pending_Approval

non-terminal status

Sent_for_Revision

non-terminal status

Workflow

The default workflow for the Meeting Minutes business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can take the action of approving or rejecting the record or send it on to others.

Note: Meeting attendees are automatically copied on the final step of the Meeting Minutes workflow. You can disable this in the workflow setup if necessary.

Related Processes

The Meeting Minutes business process might create the following business processes: Action Item, Issue

The Meeting Minutes business process might be created by the following business processes: Not applicable

Creating a Meeting Minutes Record

Create a Meeting Minutes record by navigating to Project Management / Meeting Minutes on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing Meeting Minutes task that has been assigned to you from the Tasks log.

Complete the Meeting Minutes form and attach related documents, if needed. After completing the form, click Send and select an action in the Workflow Actions list to determine the next step in the workflow. Click Send to route the form to the next assignee.

Note: You must enter a value in all required fields (*) before you can save the form.

  1. Go to your Project tab and switch to User mode.
  2. In the left Navigator, select Project Management, and then select Meeting Minutes.
  3. On the Meeting Minutes page, click Create. Refer to the tables below to complete the form. You can click Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
  4. To add attachments, click Attach Files on the Attachments tab.
  5. After completing the form, click Send.
  6. On the Workflow Action Details tab, select who should receive this Meeting Minutes.
    • If permitted, you can add users to the CC list. These users will receive a notification about this Meeting Minutes but are not assigned a task.
    • If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
  7. Click Send.
  8. In the Notification window, review the content and click OK.

    The record moves to the next step in the workflow.

Completing the Meeting Minutes Form

Key Information

Key information about this meeting is provided below.

Field Name

Access

Description

Title

Required

Enter a title.

Meeting Date Start Time

Editable

The date and time when the meeting starts

Meeting Type

Required

The meeting type. This feeds the auto-sequence number in the Record Information block.

Meeting Date End Time

Editable

The date and time when the meeting ends

Is Recurring?

Editable

Indicates whether the meeting is recurring

Meeting Location

Editable

The location of the meeting

Meeting Minutes Number

Editable

The meeting minutes number for this meeting

Details

Meeting Minute details for this meeting

Field Name

Access

Description

Overview

Required

General overview, or goal, of the meeting

Agenda

Required

The meeting agenda

Meeting Notes

Editable

The meeting notes

Meeting Statistics

Field Name

Access

Description

# of Business Items

Read-Only

The total number of business line items

# of Invited Attendees

Read-Only

The total number of invited attendees

# in Attendance

Read-Only

The number of attendees in the meeting

Record Information

System information about this record

Field Name

Access

Description

Record Number

Read-Only

System-assigned record number

Status

Read-Only

Record status for a workflow BP record is based on the workflow action preceding the current workflow step.

Creator

Read-Only

Creator of this record

Creation Date

Read-Only

Date that the record was created

Record Last Update Date

Read-Only

Date that the record was last updated

Business Process Record URL

Read-Only

A shareable link to this record, for anyone with the necessary permissions

Project Name

Read-Only

Name of the project

Project Number

Read-Only

Unique Project Number

Additional Information

The Meeting Minutes Additional Information block is reserved for future use by your organization.

Field Name

Access

Description

Meeting Minutes Date Picker UDF 1

Disabled

Reserved for future use by your organization

Meeting Minutes Date Picker UDF 2

Disabled

Reserved for future use by your organization

Meeting Minutes Decimal UDF 1

Disabled

Reserved for future use by your organization

Meeting Minutes Decimal UDF 2

Disabled

Reserved for future use by your organization

Meeting Minutes Date Only Picker UDF 1

Disabled

Reserved for future use by your organization

Meeting Minutes Date Only Picker UDF 2

Disabled

Reserved for future use by your organization

Meeting Minutes Currency Amount UDF 1

Disabled

Reserved for future use by your organization

Meeting Minutes Currency Amount UDF 2

Disabled

Reserved for future use by your organization

Meeting Minutes Picker UDF 1

Disabled

Reserved for future use by your organization

Meeting Minutes Picker UDF 2

Disabled

Reserved for future use by your organization

Additional Notes

The Meeting Minutes Additional Notes block is reserved for future use by your organization.

Field Name

Access

Description

Meeting Minutes Text 255 UDF 1

Disabled

Reserved for future use by your organization

Meeting Minutes Text 255 UDF 2

Disabled

Reserved for future use by your organization

Meeting Minutes Text 255 UDF 3

Disabled

Reserved for future use by your organization

Meeting Minutes Text 255 UDF 4

Disabled

Reserved for future use by your organization

Meeting Minutes Long Text UDF 1

Disabled

Reserved for future use by your organization

Meeting Minutes Long Text UDF 2

Disabled

Reserved for future use by your organization

Completing the Attendees tab

Invited Attendee Information

Lists individuals invited to the meeting. For users of the system, they are selected from a list. For individuals not identified within the system, the information is manually entered.

Field Name

Access

Description

Invited Attendee (selector)

Editable

Allows picking attendees who are based on the internal users set up in the system.

Attendee Name

Required

Name of the attendee

Company

Editable

Company by which the attendee is employed

In Attendance?

Editable

Indicates whether the invited attendee is in attendance

Include in next meeting?

Editable

Include whether the attendee is to be invited in next meeting

E-Mail

Editable

Email address of the attendee

Completing the Business Items tab

General

Field Name

Access

Description

Business Item Group

Editable

Used to categorize the meeting minutes line items as main topics so the grouping can be used for views and reporting purposes.

Business Item Number

Editable

Used to provide a manual numbering schema alternatively from the system line item number.

Title

Required

Enter the Business Item title.

Business Item Type

Editable

The business line item type: One-time item or standing agenda item

Priority

Editable

Business Item Priority

Business Item Status

Editable

The business process line item status, if an action item is not selected

Description

Enter a brief description of the business item and provide further details on the detailed description field.

Field Name

Access

Description

Short Description

Editable

Enter a description of 250 characters or fewer.

Detailed Description

Editable

The detailed information about the short-description field. The field size can be expanded.

Follow Up Action Required

At the conclusion of the meeting if further action is necessary, the details below are applicable.

Note: If an external assignee is involved, a Unifier Essentials assignee is also required, as the latter will be responsible for completing the action within the system on behalf of the external assignee.

Field Name

Access

Description

Further Action Required?

Editable

Determine whether an action item is required for this meeting minute item.

Action Item Record

Read-Only

Link to the created Action Item record, after it is created

Target Completion Date

Editable

The target completion date for the action item

Assigned To

Editable

The action item will be assigned to this user for resolution on the next step of the workflow.

Company

Read-Only

 

Action Item Priority

Editable

An integer value representing the priority of the action item

External Contact?

Editable

Indicates whether the contact is a user in the system

External Contact Name

Editable

Name of the contact who is not a user in the system

External Company Name

Editable

Name of the company of the contact who is not a user in the system

Contact Email

Editable

The contact email address for the main vendor

Issue

If it is decided that an Issue should be created for this business item, enter the information here.

Field Name

Access

Description

Create Issue?

Editable

Determine if an issue should be created for this meeting minute item.

Issue Record

Read-Only

Link to the created Issue record, after it is created

Issue Priority

Editable

The priority of the issue

Issue Severity

Editable

The severity of the issue

Identified By

Editable

The person who has identified the risk

Identified Date

Editable

The date the risk was identified



Last Published Monday, April 14, 2025