Welcome to Meeting Assistant!

We are super thrilled to have you with us!

1. Introduction

2. Application overview

3. Creating a meeting

3.1. Create a new event

4. Start your meeting!

4.1. Preparation

4.2. Meeting

4.2.1 Assigning Tasks

4.3. Meeting Report

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

7.1. Meetings related to Leads, Contacts, Accounts, or Opportunities

7.2. All Meetings

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 customers and partners. Managing sales team performance is now easier and faster than ever.

2. Application overview

Start by selecting Meeting Assistant from the App Launcher:

Application includes the following three tabs:

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.

2.1 Meeting Assistant Home

To start Meeting Assistant, choose Meeting Assistant from the App Launcher (Lightning) or go to the Meeting Assistant tab (Classic). You are first taken to the Meeting Assistant Home page.

The main item on this page is the meeting list. The list contains all meetings owned by you. Additionally, the list contains meetings, where you are an attendee or a meeting resource, after the meeting has been completed. On the right hand side, you can see a couple of meeting-related reports (these are disabled in Salesforce Lightning).

By default, the list contains 50 past meetings and 10 future meetings. Each time you scroll the list to either end of the current selection, a new set of 50 meetings is added to the list.

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 the Meeting Assistant meeting list view. 
  2. Click the 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


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 started.
  2. Ongoing
    Meeting has 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

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


color-dots.png

4.2. Meeting

4.2.1 Assigning Tasks

You can also create and assign tasks when taking notes.

4.3. Meeting Report


5. Agenda Editor

You can edit meeting agendas with the Agenda Editor. From the 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 Detailsagenda-details.png


5.2. Agenda Items TimelineAgenda-item-timeline.png

agenda-item-info.png

5.3. Agenda Item


5.4. Questionsadd-question.png

Relate-object-salesforce.png

5.5. Clone Agenda

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

7.1. Meetings related to Leads, Contacts, Accounts, or Opportunities

Meeting Assistant offers 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).

Meetings marked with a green icon have been reviewed and marked as completed. Meeting marked with a yellow color are in the review stage, but you can still see the meeting minutes.

By clicking on each meeting item, it directs user to Meeting Review in Meeting Assistant.

   


7.2. All MeetingsView-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