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
| Status | Resulting State |
|---|---|
| Approved | terminal |
| Canceled | terminal |
| Completed | terminal |
| Rejected | terminal |
| Awaiting_Review | non-terminal |
| Pending_Approval | non-terminal |
| Sent_for_Revision | non-terminal |
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, select Send, and select an action in the Workflow Actions list to determine the next step in the workflow. Select 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.- Go to your Project tab, and switch to User mode.
- In the left Navigator, select Project Management, and then select Meeting Minutes.
- On the Meeting Minutes page, select Create. Refer to the tables below to complete the form. You can select Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
- To add attachments, go to the Attachments tab, and select Attach Files
.
- After completing the form, select Send.
- On the Workflow Action Details tab, select who should receive this BP.
- If permitted, you can add users to the CC list. These users will receive a notification about this BP but are not assigned a task.
- If permitted, you can select lists of members in the Contact List section. These members also receive a notification about this BP 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.
- Select Send.
- In the Notification window, review the content, and select 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 |
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 |
| 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 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 |