Follow up on a meeting

After a meeting has been conducted, there are still a few tasks you can perform:

Task	Explanation
Create minutes	As soon as the meeting has ended and all texts are final, you can create the minutes.
Send message	You can contact the participants after the meeting, e.g. to send them the minutes.

Create minutes

You can create minutes and share them with the other meeting participants.

Information

Organizers and minute takers can create minutes.

The minutes are a PDF with the following information:

Information	Details
Meeting metadata	Title, date, location
Participant list with information on all members and guests	Present/absent, name, e-mail address, role
Minutes text	On the detail page of each item, there is a field for the minutes text. The minute taker and organizer have access to this text field.
Information on the items	Title, duration, speaker, description, proposals (possibly with attachments)
Decisions
Voting results	Voting issue, result, x of y votes cast
Notes relevant to the minutes	Title of note, created by, content

Method

1. Select the meeting.

2. On the ribbon, select Meeting > Meeting > Create minutes.

   

3. Complete the fields in the Create minutes dialog box as required.

   'General' tab

   Field	Explanation
   Document name	The document name is generated automatically. You can edit it if necessary.
   Create set of minutes	A set of minutes contains all meeting items. You can create new versions until you mark the set of minutes as final.
   Final version	As soon as you have created a final version of the set of minutes, you cannot create more sets of minutes. You can still create excerpts from the minutes.
   Create excerpt from minutes	If items are only relevant for some of the participants, you can create an excerpt from the minutes for these items. You can select the items individually.

   Information

   You can create a set of minutes and an excerpt from the minutes at the same time.

   'Settings' tab

   Field	Explanation
   Attach proposal PDF to minutes	If you select this option, the proposal PDFs are attached to the minutes.

4. Select OK.

Result

The minutes are created in the meeting file in the Minutes folder.

Outlook

You can send the minutes to the meeting participants, e.g. using the Send message function.

Send message

You can send a message to the participants of the meeting.

Method

1. Select the meeting.

2. On the ribbon, select Meeting > Notifications > Send message.

   

3. Complete the fields in the Send message dialog box as required.

   Field	Explanation
   Recipient list	The recipient list automatically contains all meeting participants. You can remove individuals from the list.
   Attachments	You can attach documents that are stored in the meeting folder to your message, e.g. the meeting file or the minutes.
   Message	You can type and format a message. You have the option to use clips to help you write text. They contain information about the meeting (e.g. location) and can be inserted into the text. To use clips, select the position in the text where you want to insert information and click Clips.

4. Select OK.

Result

The participants receive an e-mail with the selected documents attached.