Post-Installation Steps for Meeting Assistant 3.12

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

There are just two mandatory settings that need to be implemented. These are needed for Meeting Assistant licenses and user permissions.

In addition to the above mentioned mandatory configuration, there are numerous ways to customize Salesforce to enhance the Meeting Assistant user experience. For example, you can create new meetings effortlessly with the help of a bespoke meeting button.    

Note! If you already have Meeting Assistant version 3.9.1 ready and configured, you only need to follow Section 1 to complete the installation. Also, in order to be able to complete the following steps, you need to be logged in as a Salesforce Admin.

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

Thank you!

1) Set Permissions for Meeting Assistant Users

2) Toggle Meeting Assistant Event Trigger

3) Add the Create Meeting Button and the Meeting Link Field to the Event Page Layout

4) Add Meeting Notes to Event Page Layout

5) Task Meetings

5.1 Adding the Create Call Meeting Button

5.2 Create a Custom Task Meeting Button

6) Add the Call Meeting Report Page to Task Page Layout

7) Add Meetings List to Account, Contact, Lead, and Opportunity layouts.

8) Enabling Salesforce1

9) Enabling Send Agenda

10) Add the Agenda Lookup Field for Event


1) Set Permissions for Meeting Assistant Users

You need to assign all non-admin users the Meeting Assistant Permission Set.

Note! This phase is not required for Professional Edition users.

With Salesforce Classic:

  1. Choose Setup  Manage Users  Permission Sets  Meeting Assistant Permission Set.
  2. Choose Manage Assignments.
  3. Click Add Assignments to add users in this permission set.

With Lightning Experience:

  1. Choose Setup  Users  Permission Sets  Meeting Assistant Permission Set.
  2. Choose Manage Assignments.
  3. Click Add Assignments to add users in this permission set.

2) Toggle Meeting Assistant Event Trigger

Why do I have to do this?

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

  1. Go to Custom Settings 

In Classic (Setup → Develop → Custom Settings)

In Lightning (Setup → Custom Code  → Custom Settings)

  1. Click Manage (next to Meeting Assistant Trigger Enabled)
  2. Click New (the lower one)
  3. Choose User from the Location drop down menu
  4. Search for the name of the user you wish to configure the setting for
  5. Activate the Is Enabled checkbox
  6. Click Save

Is Enabled Checked  = Salesforce will use the Meeting Assistant functionality. All events that are created are automatically associated with a meeting.

Is Enabled Unchecked  = Salesforce will use the default Salesforce functionality. No meetings are created when an event is created.

3) Add Meeting Assistant to Event Page Layout

After Meeting Assistant has been installed, every time a user creates a new event, that event is automatically given a corresponding meeting. But what about events in history that were created before you have Meeting Assistant? Could those events be associated with meetings?

To provide an answer to the aforementioned problem, the Meeting Assistant package contains a Create Meeting button. Using this manual button, users can create meetings for events that were created before Meeting Assistant was installed.

Another way you can enhance the standard Salesforce event page to better facilitate integration with Meeting Assistant is to include a Meeting Link field. This link provides instant access to the meeting associated with the event.

Users are also able to select an Agenda for a Meeting beforehand, when creating an event in Salesforce. A lookup field of Agenda in Event page will help. Send Agenda to attendees via email is also available with Send Agenda button.  

Your Event Layout then should look like this:

In Salesforce Classic

Event-Layout-Classic.png

In Salesforce Lightning

Event-Layout-Lightning.png

To achieve this UI, please kindly follow the below steps.

3.1 Add ‘Create Meeting’ Button

  1. Go to Event Page Layout (Setup → Customize → Activities → Event Page Layouts).
  2. Choose the page layout you wish to enhance and select Edit.
  3. Click Edit.
  4. Select Buttons.
  5. Drag & drop the Create Meeting button to custom buttons area on the layout.

  1. Go to Event Layout (Setup → Object Manager → Event → Page Layouts).
  2. Choose the page layout you wish to enhance and select Edit.
  3. Click Edit.
  4. Select Buttons.
  5. Drag & drop the Create Meeting button to custom buttons area on the layout.

3.2 Add Meeting Link & Agenda field

We recommend you to add a new Section and name it ‘Meeting Assistant’ which will contain Meeting Link and Agenda field. However, you can also place those two fields wherever you wish on the layout.

  1. Stay on the same Event Page Layout (Setup → Customize → Activities → Event Page Layouts).
  2. Select Fields
  3. Drag Agenda onto your layout
  4. Save the page layout.

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

  1. Select Fields
  2. Drag the Meeting Link field to your layout.
  3. Click Save.

agenda-meeting-link-event-page-layout.png

4) Enable ‘Send Agenda’ function in Event Page Layout

In order to ensure that all meeting participants are on the same page regarding the upcoming meeting agenda, you can provide other people with the agenda by sending it to them beforehand via email.

Before the agenda can be sent to the participants directly from salesforce, a few configuration steps are required.

It is highly recommended to create an Email Template (if you did not have one) to fully take advantage of the Send Agenda functionality. How to create one email template by yourself?

  1. Go to Email Templates (Setup → Communication Templates → Email Templates).
  2. Click New Template
  3. Select Custom for the type and click Next.
  4. Set the Email Template Name to Send Agenda Template and click Next.
  5. Give the email a Subject.
  6. Enter a body text.
  7. Click Save.

To add Send Agenda section:

  1. Go to the Event page layout edit view (Setup → Customize → Activities → Event Page Layouts → Edit ).
  2. Select Buttons.
  3. Drag Send Agenda button onto the layout.
  4. Save the modifications.

send-agenda-event-page-layout.png

  1. Navigate to any event page.
  2. Click the cog in the upper right hand corner.
  3. Select Edit Page.
  4. Click the content area to select it (containing DETAILS and RELATED tabs).
  5. Add a new tab by clicking Add Tab.
  6. Set Tab Label to Custom and rename the tab to Send Agenda.
  7. Activate the SEND AGENDA tab by clicking it.
  8. Drag Visualforce from the left hand side inside the empty Tab.
  9. From the drop down menu below Visualforce Page Name, select MASendAgendaEditor.
  10. Enter Send Agenda in the Label field.
  11. Set height to 500 pixels.
  12. Save.

send agenda 1.png

5) Add Meeting Notes to Event Page Layout

You can choose to display meeting notes on the event page layout. It is associated with the event being created with corresponding agenda. Continue on the same Event Page Layout of the above step. Or:

  1. Go to Event Page Layout (Setup → Customize → Activities → Event Page Layouts).
  2. Click Edit.
  3. Select Visualforce Pages.
  4. Create a new empty section by dragging a Section object from the palette onto the page.
  5. Enter Meeting Notes in the Section Name field.
  6. Disable Edit Page checkbox.
  7. Choose 1-Column layout.
  8. Choose OK.
  9. Drag and drop MAEventMeetingDataPage on top of the new empty section that you just created.

meeting-notes-event-page-layout.png

  1.  Bring your cursor on top of the added page and click the wrench icon in the upper right corner.
  2. Adjust the height until you are happy with it, for e.g. 600px.
  3. Check the Show scrollbars option.

  1. Choose OK.
  2. Save the page layout.

6) Task Meetings

Using a Task Meeting, you can quickly create a new Task related to a Contact or a Lead. This task can be linked to a meeting.

Example use cases:

6.1 Adding the ‘Create Call Meeting’ Button to Contacts, Leads page layout

The Meeting Assistant installation package includes a button called Create Call Meeting. This button creates a new task related to Contacts/ Leads with basic settings and a new meeting link.

To add the Create Call Meeting button to Contacts:

  1. Go to Contact Page Layout (Setup → Customize → Contacts → Page Layouts).
  2. Choose the page layout you wish to enhance and select Edit.
  3. From the palette, select Buttons and drag the Create Call Meeting button onto the page.
  4. Save the page layout.

  1. Go to Contact Layout (Setup → Object Manager → Contact → Page Layouts → Contact Layout).
  2. From the palette, select Buttons and drag the Create Call Meeting button onto the page.
  3. Save the page layout.

create-call-meeting-contact-page-layout.png

To add the Create Call Meeting button to Leads, repeat the same process:

  1. Go to the Lead Page Layout (Setup → Customize → Leads → Page Layouts).
  2. Choose the page layout you wish to enhance and select Edit.
  3. From the palette, select Buttons and drag the Create Call Meeting button onto the page.
  4. Save the page layout.

  1. Go to Lead Layout (Setup → Object Manager → Lead → Page Layouts → Lead Layout).
  2. From the palette, select Buttons and drag the Create Call Meeting button onto the page.
  3. Save the page layout.

If you are currently using any additional sales call software and you would like to integrate it with Meeting Assistant (or would require other custom functionalities), please contact our sales at sales@punosmobile.com

6.2 Create a Custom Task Meeting Button (Optional)

In addition to using the above described default task meeting Call Meeting button, you can also create your own custom buttons. These buttons can be tailored to, for example, automatically pre-fill meeting data from the associated Contact or Lead.

  1. Go to Setup → Customize → Contacts or Leads → Buttons, Links, and Actions.
  2. Click New Button or Link.

  1. Add a label for your button.
  2. Select Detail Page Button for Display Type.
  3. From Behavior menu, choose Display in existing window without sidebar or header
  4. Use URL for Content Source
  5. Add /apex/punosmobile__MATaskButtonPage? text to the text area
  6. To create pre-filled custom content for the meeting, you can use variables that reference related object property values. The syntax is: {!Object.property}.
    For example, if you would like to create a button that creates a meeting titled “Meeting with {!Contact.name}” and that is related to that contact, add the following string 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 by using the = character. If you use multiple fields, separate individual fields and their values with an ampersand (&). Please find the complete list of attributes that are at your disposal below.

  1. Save the button and add it to the page layout the same way as described in section 2.

6.3 Attributes (Optional)

Following attributes are available for the task meeting button:

OR

1. Open the Agendas tab

2. Create a new view

3. Add the Record ID to the list

4. Now, when you open that view, you can find ID’s of the Agendas

Screen Shot 2016-02-11 at 14.57.10.png

Other fields
You can also add other information to task meetings. For these purposes, you can use any field available in Task, custom fields included. You can find a list of all fields in this document: https://developer.salesforce.com/docs/atlas.en-us.object_reference.meta/object_reference/sforce_api_objects_task.htm

To add other fields:

  1. Indicate that you are going to use other fields by adding the otherFields parameter to the button URL. List all field names as a value for the parameter, separated with semicolons.
    otherFields=field1;field2

  1. Add individual field-value-pairs.
    field1=valueforone&field2=valuefortwo

Thus, a complete example using two custom fields called field1 and field2 would be:

&otherFields=field1;field2&field1=valueforone&field2=valuefortwo

7) Add Meeting Notes section to Task Page Layout

You can also add a quick review of completed meeting notes to the Task page.

  1. Go to Task Layout edit mode (Setup → Customize → Activities → Task Page Layouts).
  2. Choose Fields.

  1. Drag an empty section to the desired position on your Task layout and give the section a name, e.g., Meeting Data.
  2. Disable the Edit Page checkbox.
  3. Activate the 1-Column layout choice and click OK.
  4. Navigate to the top of the page and select Visualforce Pages from the palette. Drag the MATaskMeetingDataPage on top of the empty section you just created.


  1. Hover your mouse pointer on top of the page and click the wrench icon displayed in the upper right corner.

  1. Adjust the height to, e.g., 600px.
  2. Check the Show scrollbars check box.

  1. Choose OK.
  2. Save the Page Layout.

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

Meeting Assistant package includes a Visualforce page that can be used to list all meetings related to a corresponding Salesforce Object (e.g., all meetings related to Accounts).

  1. Go to the page layout editor (Lead used as an example) (Setup → Customize → Leads → Page Layouts → Edit Layout).
  2. From the palette, select Fields.
  3. Drag a Section to the page.
  4. Give the section a name, e.g., Meetings.
  5. Disable the Edit Page checkbox.
  6. Activate the 1-Column Layout choice and click OK.
  7. Select Visualforce Pages.
  8. Drag the MAMeetingListLead Visualforce page to the newly created section.

 leads.png

  1. Hover your mouse pointer on top of the page and click the wrench icon displayed in the upper right corner.
  2. Adjust the height to, e.g., 600px.
  3. Check the Show scrollbars check box.
  4. Choose OK.
  5. Save the page layout.
  6. Repeat these steps for Account, Opportunity, and Contact. The corresponding Visualforce page names are MAMeetingListAccount, MAMeetingListContact, and MAMeetingListOpportunity.

  1. Go to any Lead, Account, Opportunity or Contact
  2. Click the cog icon.
  3. Choose Edit Page.
  4. Drag Visualforce component from the left hand side menu to the position where you wish to place the list. Our suggestion is to place it on the top right of the page as shown in the picture below.

View-meetings-accounts-salesforce.png

  1. For the Label, enter Meetings.
  2. From the Visualforce Page Name drop down menu, choose MAMeetingListContact for Contact Record Page. Same rule apply to other record pages.
  3. Set the height value to your desire, e.g. 200px.
  4. Save.

9)  Enabling Salesforce1 mobile app

To be able to use Meeting Assistant in Salesforce1 mobile app, you will need to enable Meeting Assistant tab visibility in SF1.

Picture1.png

  1. Go to the Mobile Navigation feature

In Classic:         (Setup → Mobile Administration →  Salesforce1 Navigation)

In Lightning:         (Setup → Mobile Apps →  Salesforce1 Navigation)

  1. Select Meeting Assistant (SF1)
  2. Click Add to move it to the right column (Selected)
  3. Click Save.

enable-meeting-assistant-salesforce1.png

Congratulations! You are all set!

Should you have any further questions, feel free to contact our support team at support@punosmobile.com. We’re always happy to help! :)

Also, remember to check our blog at:  www.meetingassistantapp.com/blog