Add a Meeting Minutes Document

Contents

The Meeting log keeps track of information about meetings such as when a meeting took place, the purpose of the meeting, who attended, what was discussed, and what decisions were made.

Add a meeting minutes document:

1. Expand the Communication folder and click Meeting Minutes to open the Meeting Minutes log window.
2. Click Add Document to open a blank Meeting Minutes log window.

On the General tab:

Enter a subject and number for the meeting minutes.

On the Status tab:

1. Select a Ball in Court and priority.
2. To approve the meeting minutes, in the Approved by section, enter a company, contact, and approved date.
3. Click Approve and Save.

On the This Meeting tab:

1. Click Select Date and select the meeting date.
2. Enter the time of the meeting in the Time field.
3. Enter the location of the meeting in the Location field.
4. Click Select Coordinator next to the Coordinator field, and choose the meeting coordinator.
5. Click Select Contract  next to the Contract field, and choose the contract to which this meeting applies. Click Clear to clear the field so that you can pick a different coordinator.
6. The Change Management Number field will only contain a value if you chose Initiate CM from the Select an action drop-down menu to initiate Change Management from this meeting minutes document.
7. If this is the latest meeting regarding this contract, select the Latest option.

On the Business Item tab:

This tab lists the business items discussed during this meeting. Click Add to open the Business Item dialog box. Use this dialog box to add information on the items discussed during the meeting.

On the Attendees tab:

Use this tab to enter attendees to the meeting. Click Add to open the Attendee dialog box. In this dialog box, add information about the people who attended the meeting.

On the Custom Fields tab:

If you want to define any additional information about a project, create custom fields by right-clicking on the top-level folder (All Projects) and choosing Custom Fields. The Custom Fields tab only displays when one or more custom fields have been defined for the module.

On the Issues tab:

Use this tab to link any issues that apply to this meeting. Click Link to open the Select Issue dialog box. Add any issues that apply to this meeting.

On the Attachments tab:

Use this tab to link any attachments that apply to the meeting. These can be files or URLs.

1. Click Attach File to open the Attach File dialog box to attach a file to this meeting.
2. Click Attach from Repository to open the Attach Document dialog box, which you can use to attach a document from the content repository. These documents are external to Contract Management, and are not part of the documents created in Contract Management. This will not display unless the administrator set the Contract Management project content management properties to use the repository. See Configure the Content Management Version Document and Attachment Feature for more information.
3. Click Attach URL to open the Attach URL Dialog Box to attach a web address to this meeting.

   Note: If you are using Firefox, and if the Attachment Storage Type for the project is set to File Server in the Contract Management Administration application, then you cannot attach files while the I am currently connected to the file server option in the User Settings dialog is selected. To open the User Settings dialog, navigate to the Control Center, right click All Projects, and then click User Settings.

On the Versions tab:

You can maintain different versions of the meeting minutes document on the Versions tab. Once you save changes to your document, choose Select an action, Version Document to create a new version of the current document. For more information about versions, see Version Document Overview.

When you finish adding all the information for the correspondence document, click Save.