Post-Installation Steps for Meeting Assistant 3.25

Meeting Assistant post-installation tasks are quite easy. Depending on the extent of required customization, you can expect to complete the whole process in 5 - 15 minutes.

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. More ideas can be found in our blog at https://www.meetingassistantapp.com/blog 

If you encounter any issues during the installation, feel free to shoot us a message at support@punosmobile.com

Thank you!

1) Set Permissions for Meeting Assistant Users and Meeting Assistant Administrators

1.1 Meeting Assistant Permission Set

1.2 Meeting Assistant Admin Set

2) Toggle Meeting Assistant Event Trigger

3) Add Meeting Assistant to Event Page Layout

3.1 Meeting Lookup & Agenda fields

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

5) Add Meeting Notes to Event Page Layout

6) Task Meetings

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

6.2 Create a Custom Task Meeting Button (Optional)

6.3 Attributes (Optional)

7) Add Meeting Notes section to Task Page Layout

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

8.1 NEW! Add Meeting lookup to Account, Case, Lead or Opportunity

9)  Enabling Salesforce mobile app

10) Custom Settings

10.1 Hide Questions in Meeting Notes

10.2 Meeting Assistant Trigger Enabled

10.3 Task Default Record Type

10.4         Sync Deletion of Meeting and Activity

10.5 Other Custom Settings

10.5.1 MA Extension Files

10.5.2 PDF Extension Installed

1) Set Permissions for Meeting Assistant Users and Meeting Assistant Administrators

There are two permission sets you need to manage. First, you need to assign all Salesforce Standard Users the Meeting Assistant Permission Set. (Only Salesforce System Administrators do not need this.) Second, all users that need to be able to revert a Completed meeting back to Review, must be assigned a permission set called Meeting Assistant Admin Set.

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

1.1 Meeting Assistant Permission Set

In Salesforce Classic:

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

In Lightning Experience:

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

1.2 Meeting Assistant Admin Set

In Salesforce Classic:

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

In Lightning Experience:

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


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
  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

When the installation is finished, every time a user creates a new event, that event is automatically given a corresponding meeting.

One way you can enhance the standard Salesforce event page to better facilitate integration with Meeting Assistant is to include a Meeting lookup field. This field 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 should look like this:

In Salesforce Classic

In Salesforce Lightning

To get this User Interface, just simply follow the next steps.

3.1 Meeting Lookup & Agenda fields

We recommend that you’ll add a new Section and name it ‘Meeting Assistant’. This will contain the Meeting lookup and Agenda fields and Change Agenda checkbox. You can also place those two fields wherever you wish on the layout.

These steps apply for both Classic & Lightning version.

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

 The finish should look like this :

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

To ensure that everyone is on the same page with the meeting, you can send all participants the Agenda via email. You can do it easily from Salesforce by following a few more configuration steps.

It is highly recommended to create an Email Template if you do not have one. It really depends on how your organisation works but usually the Salesforce admin will do it for you. How to create email templates for yourself?

  1. Go to Email Templates In Salesforce Classic: Setup → Communication Templates → Classic Email Templates and in Salesforce Lightning: Setup →Email → Classic Email Templates
  2. Click New Template
  3. Select Custom (without using Letterhead) for the type and click Next.
  4. Set the Email Template Name to Send Agenda Template.
  5. Click the Template Unique Name field and the Next button.
  6. At this stage, you can create an HTML email template. Please enter a Subject for the email.
  7. Enter a body text.
  8. Choose Next.
  9. This stage is reserved for text-only email template. Additionally, you can import the text from the HTML version with just a click of the Copy text from HTML version button.
  10. Click Save.

NOTE: You can use so-called merge fields inside the subject and body texts. The subject field supports including the meeting name automatically. In the body area, you can use any field from the User, Account, and Lead objects.

To add the Send Agenda section:

 

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:

meeting-notes-event-page-layout.png

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:

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

If you are currently using any additional sales call application 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 the default Create Call Meeting button, mentioned above, you can also create your own custom buttons. These buttons can be tailored to, for example, automatically pre-fill meeting information from the related Contact or Lead.

  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 IDs 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 layout.

  1. Choose Fields from the left panel
  2. Drag a Section to your desired position on Task page layout and give the section a name, e.g., Meeting Data or Meeting Notes

  1. Disable the Edit Page checkbox.
  2. Activate the 1-Column layout choice and click OK.
  3. 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 cursor over 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).


8.1 NEW! Add Meeting lookup to Account, Case, Lead or Opportunity

With the version 3.25, you can add related meetings as a Related List to a page layout. The Meeting Related To field corresponds with the Event or Task related to setting. With a related list, you can also modify the available fields in the page layout.

  1. Choose Related Lists from the left panel
  2. Drag Meetings to your desired position on Related lists in the page
  3. You are able to modify the information that can be seen about the meeting in the Related List Properties

Modifying the field selection in the page layout

Related list on the page layout

9)  Enabling Salesforce mobile app

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

Picture1.png

enable-meeting-assistant-salesforce1.png

10) Custom Settings

Custom settings can be used to enhance Meeting Assistant user experience.

10.1 Hide Questions in Meeting Notes

Determines, whether meeting questions and answers should be displayed in the Task / Event page layout view.

10.2 Meeting Assistant Trigger Enabled

Please see section 2.

10.3 Task Default Record Type

If your organization is using Task Record types, you can select the default record type used in Meeting Assistant when creating a task or creating a task with more options. Select either Profile or User level setting and then add the correct “Record Type Name” . Please note, if multiple record types are set to a user, the first value on the list will be selected.

10.4         Sync Deletion of Meeting and Activity

Until version 3.25, Events, Tasks, and Meetings have lived separate lives, even when they have been related to each other. If you decided to remove an Event, you had to go and delete the corresponding meeting separately. The same applied also to the other direction. After a meeting had been removed, the related Event or Task still remained.

Version 3.25 brought with it a new custom setting called Sync Deletion of Meeting and Activity with four separate settings:

The now released version only works on an organizational level. Hierarchical configuration is on the way.

Please note that this setting might have serious ramifications regarding the company data retention plan. In case you store critical data in the Meetings or Tasks created in meetings, automatic deletion feature will remove also said data.

10.5 Other Custom Settings

Beside offering you a great out-of-the-box meeting solution, Meeting Assistant can also deliver more features via package extensions. With package extensions, you can have, for example, branded PDF files, different types of PDF templates, automation and so forth. When package extensions are delivered, some of the features are controlled with Custom Settings.

10.5.1 MA Extension Files

Controls additional components available via Package Extensions in Preparation, Meeting and Report view.

The visualforce pages that are loaded by enabling these settings are:

10.5.2 PDF Extension Installed

When PDF Extension is enabled on either user or organization level, Meeting Assistant will try to use a custom Visualforce page to build up a PDF in the Report page, both Public and Private. Branded PDF files and other customizations are available via Package Extensions.

Page called CustomPDFAttachment is used when this setting is true.

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