Post-Installation Steps for Meeting Assistant 3.11.1

Installing Meeting Assistant is very easy and takes only a few minutes.

If you encounter any issues during the installation, please contact support@punosmobile.com

As a Salesforce Admin, you need to complete the following steps to finalize the installation.

Nb! If you have already had version 3.9.1 ready, you only need to follow Section no.1 to complete the installation. Thank you!

1) Disable Meeting Assistant Event trigger from users without license

2) Add the “Create Meeting” button and the “Meeting Link” field to the event page layout

1.2. Adding the “Meeting Link” field

3) Add “Meeting Notes” to Event Page Layout

4) Task Meetings

2.1 Adding the “Create Call Meeting” button

2.2 Create a custom “Task Meeting” button

5) Add the “Call Meeting” report page to Task Page Layout

6) Set permissions for Meeting notes (no needed in Professional Edition)

7) Enable Salesforce1

8) Add “Meetings” page to Account, Contact, Lead and Opportunity layouts.

9) Enable Send Agenda

10) (Optional) Add the “Agenda” lookup field for Event


1) Enable/Disable Meeting Assistant Event trigger for users with/without license

Why I have to do this?

You can do this by following these steps:

Go to Custom Settings (Setup → Develop → Custom Settings).

Click ‘Manage’ next to ‘Meeting Assistant Trigger Enabled

This setting allows you to enable/ disable the trigger from given users. You can also change the Organization default for Meeting Assistant. Remember to set the trigger to Profiles or Users by clicking on ‘New’ button. Please note that there are two (2) ‘New’ buttons, one for Organization level and one for User/ Profile level, please complete the setup with User/ Profile level button with the following instruction:

Continue with the following steps:

Click “Manage” next to ‘Meeting Assistant Trigger Enabled

Click “New” button (the lower one)

Location: User | Search: *name of user*

Check on “Is Enabled

Click “Save

 

For example:

To reiterate:

Is enabled (Checked)  = Salesforce will use the Meeting Assistant functionality

Is enabled (Unchecked)  = Salesforce will use the default Salesforce functionality

2) Add the “Create Meeting” button and the “Meeting Link” field to the event page layout

Meeting Assistant uses standard Salesforce event functionality to link an event with the related meeting. 

To enable the Meeting Assistant functionality on an event, you need to add the “Create Meeting”-button and the “Meeting Link”-field to the event page layout. When it is completed, your event page should look like this:

Tutorial1.png

1.1. Adding the “Create Meeting” button

To add the Create Meeting -button, go to Event Page Layout (Setup → Customize → Activities → Event Page Layouts). Click Edit, select Buttons and drag & drop the Create Meeting button to your layout.

1.2. Adding the “Meeting Link” field

To add the Meeting Link field, go to Event Page Layout (Setup -> Customize -> Activities -> Event Page Layouts). Click Edit, select Fields and drag & drop the Meeting Link field to your layout.

3) Add “Meeting Notes” to Event Page Layout

Navigate to the top of the page and select the “Visualforce Pages” field from the menu. Drag and drop “MAEventMeetingDataPage” on top of the new empty section that you just created.

Hover your cursor on top of the added page and click the wrench icon in the upper right corner.

Adjust the height to, e.g., 600px, and check the “Show scrollbars” option. Press OK.

Save the Page Layout.


4) Task Meetings

With Task Meeting you can quickly create a new task to a Contact or a Lead that is linked to a meeting. Example use cases:

2.1 Adding the “Create Call Meeting” button

The installation package includes a button called Create Call Meeting. This creates a new task with basic settings and a new meeting linked to this task.

Go to Setup → Customize → Contacts → Page Layouts.

Choose the page layout you wish to enhance and select Edit.

From the toolbar, select Buttons and drag and drop the Create Call Meeting button onto the page.

You will also need to add the button separately to Leads - just follow the same steps as for Contacts:

Go to Setup → Customize → Leads → Page Layouts.

Select a layout file to edit.

From the toolbar, select Buttons and drag and drop the Create Call Meeting button onto the page.

If you are currently using any additional call software and you need a deeper integration or any other custom functionalities, please contact our sales at sales@punosmobile.com .

2.2 Create a custom “Task Meeting” button

Go to Setup → Customize → Contacts (or Leads) → Buttons, Links, and Actions

Example: You want a button that creates a meeting titled “Meeting with {!Contact.name}” and that is related to that contact. To do this, add the following to the field:

/apex/punosmobile__MATaskButtonPage?Subject=Meeting with {!Contact.name}&WhoId={!Contact.Id}

The important part here is to give a value to the field using the = character. If you use multiple fields, separate the fields and their values with the & character.

Save the button and add it to page layout the same way as described in section 2.1

Attributes

Following attributes are available within the task meeting button:

Screen Shot 2016-02-11 at 14.57.10.png

Other fields
Adding other information to Task Meeting is also possible.
You could add information to your Task's
custom fields or use any other field available in Task regarding this document: https://developer.salesforce.com/docs/atlas.en-us.object_reference.meta/object_reference/sforce_api_objects_task.htm

First define all the other fields you are using by adding 'otherFields' parameter to url
and for the values add every field you are using and separate them with semicolon ;

And finally add the parameters with values.

Example for using two custom fields called field1 and field2
&otherFields=field1;field2&field1=valueforone&field2=valuefortwo

5) Add the “Call Meeting” report page to Task Page Layout

To see the Call Meetings Report sheet on the Task view, you need to set up a new field and set a Visualforce page to it. This is provided in the package.

Go to Setup → Customize → Activities → Task Page Layouts

Choose Fields

Drag and drop the section to the desired page on your Task layout. Name the Section as “Meeting Data” or any other descriptive field name.

Disable the Edit Page checkbox.

Activate the 1-Column Layout choice and click OK.

Navigate to the top of the page and select the “Visualforce Pages” field from the menu. Drag and drop “MATaskMeetingDataPage” on top of the new empty section that you just created.

Hover your cursor on top of the added page and click the wrench icon in the upper right corner.

Adjust the height to, e.g., 600px, and check the “Show scrollbars” option. Press OK.

Save the Page Layout.

6) Add “Meetings” page to Account, Contact, Lead and Opportunity layouts.

From version 3.8 onwards it is now available to show a visualforce page listing all Meetings related to the corresponding object (e.g all Meetings related to Accounts). To add the list, please follow these steps:

Go to Setup -> Customize -> Leads -> Page Layouts -> Edit Layout -> From the Component palette select Visualforce Pages and create a new 1-column section and add Section name: Meetings.

After that, drag MAMeetingListLead to the newly created section. leads.png

By clicking on the wrench icon, you can adjust the height of the section.

Repeat these steps for Account, Opportunity and Contact. The page names are MAMeetingListAccount, MAMeetingListContact and MAMeetingListOpportunity.

Go to Setup Home -> Objects and Fields -> Object Manager -> Select Lead -> Lightning Record Pages.

If the Lightning Record Pages shows no pages or you want to create a new record page you can also do it. Please follow the Salesforce guides to help you. Once you have the page opened in the Lightning App Builder click on the VisualForce button on the left menu. A Visualforce page will be added to the page.

lighning meetings 1.png

From the right side menu select MAMeetingListLead and set the Label to Meetings. From here you can also change the height if you wish to do so. After that you can drag the page to wherever you would like it to appear. Our suggestion is to place it on the right side of the page like the picture below:

lighning meetings 2.png

7) Set permissions for Meeting notes (no need in Professional Edition)

You need to also set the permissions for all non-admin user profiles that are involved. This can be done with a permission set Meeting Assistant Permission Set which is provided in the package.

Go to Setup -> Manage Users -> Permission Sets -> Meeting Assistant Permission Set

Click Manage Assignments and then Add Assignments to add users for this permission set.

8) Enable Salesforce1

In order to use the Salesforce1 version of Meeting Assistant, you will need to enable Meeting Assistant tab visibility to SF1. You can do it from Setup → Mobile Administration →  Salesforce1 Navigation

Screen Shot 2015-08-03 at 12.35.31.png

Select Meeting Assistant and Add.

If you have any questions related to the installation process, please contact us at support@punosmobile.com.

9) Enable Send Agenda

A few steps needs to be done before the Agenda of a meeting being available to send to participants directly from salesforce.

Create a template:

It is recommended to create an Email Template to enjoy all the features Meeting Assistant provides with “Send Agenda” functionality. To do so go to Setup -> Type ‘email template’ to quickly find and select Email Templates -> Select New Template -> for the type select Custom -> Set the name to ‘Send Agenda Template’ and fill in the rest of the details.

Go to Setup -> Customize -> Activities -> Event Page Layouts -> Buttons -> Drag Send Agenda button to layout -> Save

Navigate to event page (any event) and by clicking on the cog on the upper right corner, select edit page. Click the tabs to open them for edit. Add a new tab by clicking ‘Add Tab’. Select Tab Label as Custom and rename Tab to Send Agenda.

send agenda 1.png

Now, let’s go to the new tab by clicking on it. You should see an empty tab. Click on ‘Visualforce’ on the left side and drag the created component to the empty Tab. Enable the Visualforce page for editing by clicking on it. To label put Send Agenda. To Visualforce Page Name select MASendAgendaEditor. Set the height to 500 and Save.

10) (Optional) Add the “Agenda” lookup field for Event

From version 3.4 onwards, Users are able to select an Agenda for the Meeting before hand when creating Event in Salesforce. To enable the feature, you need to add an optional field to your event page layout.

Go to Event Page Layout (Setup → Customize → Activities → Event Page Layouts). Click Edit, select Fields then drag & drop Agenda to your layout.

Please note that even though the Agenda field is visible also on the Task page, currently it only works with events!

Setup

1.png

Event Page Layouts

2.png

Edit

3.png

Drag & Drop “Agenda”

4.png

5.png

Congratulations! You are all set!

Remember to check our blog. Lots of good stuff to chew:  www.meetingassistantapp.com/blog