Version 3.14

Welcome to Meeting Assistant app in Salesforce!

We are super thrilled to have you with us!

1. Introduction

2. Application overview

3. Creating a meeting

3.1. Create a new event

3.2. Create a meeting from an existing event

4. Start your meeting!

4.1. Preparation

4.2. Meeting

4.2.1 Assigning Tasks

4.3. Meeting Summary

5. Agenda Editor

5.1 Agenda Details

5.2. Agenda Items Timeline

5.3. Agenda Item

5.4. Questions

5.5. Clone Agenda

6. Send the Agenda for the upcoming meeting

7. Manage meetings and notes easier in Salesforce

8. Known issues / bugs


1. Introduction

Meeting Assistant optimizes and streamlines your meeting activities with customers by providing you with a sophisticated agenda builder tool and a smart note-taking platform right in Salesforce. Focus on high-value actions to increase your productivity, mobility, and make your work day a lot easier.

From the management perspective, Meeting Assistant app helps managers build up structured meeting templates for their sales and account teams in everyday meetings with customer and partner. Managing sales team performance is now easier and faster than ever.

2. Application overview

Start by selecting Meeting Assistant from the app dropdown menu:

Application includes the following tabs:

  1. Meeting Assistant: The main view of the application
  2. Meeting Assistant (SF1): for usage in Salesforce1 mobile app
  3. Agendas: All agenda templates you created for your team

Every screen in the application shows a question mark -button in the top right corner of the screen. By clicking that you can open a tutorial which will present you all the functionalities related to the active page. This tutorial is also opened for you when you open the page for the first time.


3. Creating a meeting

After installing Meeting Assistant, it will automatically create a corresponding meeting for every Salesforce Event you create. You can create new Events also from the Meeting Assistant home view.

3.1. Create a new event

  1. Go to “Meeting Assistant” -tab.
  2. Click “New Event” button.
  3. Fill in the details of your event.
  4. Add files or attachments to the event. These will be displayed in a list during the meeting.
  5. Click Save.
  6. You will be forwarded back to the Meeting Assistant Home -tab. Meeting Assistant created a meeting automatically based on your event and it is displayed in the Meetings list.

In Lightning

create-new-event-lightning.png

In Classic

create-new-event.png


3.2. Create a meeting from an existing event

  1. Go to the Meeting Assistant tab.
  2. Start a meeting by opening the event and clicking the Create Meeting button

You will be directed to the Meeting Assistant Home page. This will show you your meetings: Meetings where you are the owner or where you are an attendee or a meeting resource. On the right side you see some reports from Meeting Assistant (disabled in Salesforce Lightning).

4. Start your meeting!

You will go to the meeting view by selecting a meeting from the list in the Meeting Assistant tab.

Once you start your meeting, you will enter the meeting flow which consists of three parts:

  1. Preparation
    Prepare your meeting by selecting an agenda and creating necessary adjustments for the meeting.
  2. Meeting
    The actual meeting.
  3. Report
    Outcome of the meeting.

During a meeting lifecycle, a meeting will have one of four possible statuses:

  1. Preparation - Meeting is being prepared. It has not yet been started.
  2. Ongoing - Meeting has been started. (Please note that you can reset a meeting consequently reverting the status back to “Preparation”.)
  3. Review - Meeting is finished. Meeting data can still be edited.
  4. Completed - Meeting is finalized. Meeting data can not be edited. Only a Meeting Assistant administrator can switch the meeting back to have a “Review” status.

4.1. Preparation

preview-meeting-lightning.png                

related-salesforce-object.png

Relating a particular agenda item to an object in Salesforce can be done when generating a new agenda in the Agenda Editor

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edit-event-meeting-assistant.png

all-meetings.png

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4.2. Meeting

During-meeting-notes-salesforce.png

4.2.1 Assigning Tasks

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You can also create and assign tasks when taking notes.

4.3. Meeting Summary

Meeting Report.png


                

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5. Agenda Editor

You can edit meeting agendas with the Agenda Editor. From Agendas -tab, you can open an existing agenda to edit or you can create a new one by choosing New.

Agenda editing consists of three parts: Agenda details, editing agenda items and editing questions for agenda items.

 agenda-editor-overview.png

5.1 Agenda Details

agenda-details.png

You can give an agenda name and description here. Presentation material link will be then displayed in the meeting view.

Also you can modify the visibility with the Status and Type fields. Any other status than Active means that this agenda can not be used in meetings. Type defines whether the agenda is visible organization-wide or shown only for this user. You can choose to use the meeting timer by selecting via the Timer-checkbox at the bottom.

Timer works in the way that you will have a visible “Time left” indicator in your meeting. You set the meeting times in this agenda editor by dividing time between agenda items in your agenda. So let’s say you have an agenda where you have two items, both take 50% time of the meeting. Now, if you hold a meeting where you use that agenda, and the meeting takes 1 hour, then both agenda items will have 30 minutes each. You can divide the time for agenda items using 2% intervals.


5.2. Agenda Items Timeline

Agenda-item-timeline.png

Timeline Items You can select any item and edit its properties. You can also assign the target time percentages from the slider if you have enabled the timer for this agenda.

Items can be re-ordered simply by dragging-and-dropping.

Add New Item creates a new agenda item for this agenda.

Save Agenda saves the details, items and the current state of the agenda and closes the view.

Meeting timer percentage shows you the current status of the agenda item target times. You have to have either 0 or 100% in order to continue. You can reset the assigned target times using the button on the right side of the percentage.

5.3. Agenda Item

agenda-item-info.png

Here you’ll edit the agenda item title, instructions and presentation material link. Also you can select to relate this agenda item to a certain Salesforce object type by selecting it from Related object -list. You can relate it to almost any custom object, only system objects are excluded from the list.

You can add, edit and remove questions from here. Also you can delete this agenda item from the bottom button. Re-ordering questions can be done with pressing and holding item and moving it up or down.

The input type is displayed for the question as a preview of how it will look during the meeting to better understand the purpose of each type.


5.4. Questions

You can add many questions to a specific agenda item.

add-question.png

You can select almost any answer type supported by Salesforce. There is also an answer type called <Field from ...> which means that the field is referred from an existing related record. However, the agenda item must first be related to a Salesforce objects (eg. Leads, Contacts, Opportunity).

When you select that option, an extra selection list called Field will be displayed and you can select the field of that object which you would like to refer.Relate-object-salesforce.png


5.5. Clone Agenda

From version 3.10 onwards you can now make a copy of an existing agenda. This allows you to quickly make several agendas with variations like different questions or target times.

You will find the button for cloning agenda on the right side of the editor. By clicking ‘Clone Agenda’ a popup will appear that allows you to give a name to your new copy. You can clone the agenda by clicking ‘Save’. You will be taken to the cloned agenda after cloning has been successful. From there on you can continue editing the agenda as described earlier in this section.

6. Send the Agenda for the upcoming meeting

From version 3.9.1 onwards, user is allowed to send meeting agenda for the upcoming meeting via Salesforce email system. You can do that by clicking the “Send Agenda” -button on the event page on Salesforce Classic or opening the “Send Agenda” -tab in Salesforce Lightning. Now you have following fields and options available:Send-meeting-agenda-via-email-salesforce.png

The email that is going to be sent will also include the agenda in a styled pdf format as an attachment. You can preview the attachment by clicking the View Attachment -button.

7. Manage meetings and notes easier in Salesforce

Meeting Assistant offer a better way to manage your meetings and notes in Salesforce from version 3.9.1 onwards. Completed meetings will be shown as a new section “Meetings” related to Salesforce records (Leads, Contacts, Accounts, Opportunities). It should also work well on many other custom objects.

View-meetings-accounts-salesforcea.png

By clicking on each meeting items, it directs user to Meeting Summary in Meeting Assistant.

   View-meeting-notes-events-calendar-salesforce.png

Another way to view Meeting Notes is to check it from Events and Calendar. Meeting Assistant creates a new section called

“Meeting Notes” in Event Page Layout which helps user quickly view meeting notes after the meeting is finished.

8. Known issues / bugs

Agenda Builder/Agenda Editor is not available on Salesforce1 mobile app.

Meeting Assistant may not work as expected when there are changes between Salesforce ‘17 and Salesforce ‘18.