Meeting minutes

Meeting minutes are used for managing the topics, invitations, and notes for your meetings. You can create a series of related meetings and carry forward any outstanding topics to the next meeting as needed.

You create a meeting for subcontractor coordination and add some topics to the agenda. Then you send an invitation with the topics to the attendees. Later you update the status of each topic and carry forward any incomplete ones to the next meeting.

  • In the project menu, click Records > Meeting Minutes.
  1. In the Meeting Minutes module, click the meeting.
  2. On the Topics tab, click chevron_right (Open) on the topic row to view its details.

    3. To navigate to the previous or next item from the open item, you can click Previous item icon (Previous) or Next item icon (Next).

You can create a new meeting with a new set of topics. Alternatively, you can create the next meeting in the series and carry forward incomplete topics to it.

If a topic is carried forward multiple times, the Originated From Meeting field always displays the original meeting that it was first added to.

  1. In the Meeting Minutes module, click add_circle (Create).
  2. In the Meeting Name field, select a meeting name, or enter a new one.
    • New meeting names are added to the lookup list settings at the portfolio and project levels. If this setting is unlocked at the project level, the new meeting name is only added at the project level.
    • The meeting name is only editable in the Create dialog.
  3. In the Purpose of Meeting field, enter the a description.
  4. In the Meeting Location field, select a location, or enter a new one.
    • New meeting locations are added to the lookup list settings at the portfolio and project levels. If this setting is unlocked at the project level, the new meeting location is only added at the project level.
    • If you edit the name of the meeting location in the record, the previously named meeting location is retained as a separate lookup list item.
  5. Enter the date and times, and then click Create.
  6. In the Information panel, edit the meeting details.
    • To change the workflow status, select an option from the list.
    • To add an attendee, click Add in the Attendees section, and then select the name.
    • To add a courtesy copy, click Add in the Courtesy Copies section, and then select the name.

      • A notification isn't sent to courtesy copy recipients in the Information panel. However, they do have access to the record and can be added to the meeting invitation.

  7. On the Topics tab, add the topics and linked action items.
  8. On the Comments tab, enter a comment, click link (Links) to link items, and then click Send icon (Send).
  9. To set who has access to the meeting, click group , and then select an option.
  10. To link an item to the meeting, click link (Links), click add (Add), and then select the item type.
  11. Send the meeting invitation.
  12. To keep the record open, click save (Save).

    13. —Or—

    To close the record, click arrow_back Done.

  1. In Information panel of the current meeting, click Create Next Meeting.
  2. Edit the details for the next meeting.
  3. Select the topics to carry forward to the next meeting.

    4. The items with a non-closed workflow status are selected automatically.

  4. Click Create.

    5. The comments, linked items, attendees, and selected topics with their linked action items are copied into the next meeting.

    • Action items with locked statuses aren't copied over.
    • Closed topics remain closed.

Topics, including their linked action items, comments, and links, can be carried forward to the next meeting.

  • The Originated From Meeting field for the topic displays the meeting that it was originally added to.
  • Read-only topics, such as topics that are carried forward, can't be edited or deleted.
  • On the Topics tab, click chevron_right (Open) on the item row.
  1. On the Topics tab, click Add.
  2. In the new row, select the meeting topic or enter a new one.
    • New meeting topics are added to the lookup list settings at the portfolio and project levels. If this setting is unlocked at the project level, the new meeting topic is only added at the project level.
    • If you edit the name of the meeting topic in the record, the previously named meeting topic is retained as a separate lookup list item.
  3. Enter the details for the topic.

    4. You can also copy values down a column

  4. To add more information such as comments, click chevron_right (Open) on the item row.
  1. To expand the topic in the grid, click chevron_right (Open) on the left side of the row.

    2. —Or—

    To open the topic popup, click chevron_right (Open) on the right side of the row.

  2. In the Notes section, enter the information.
  3. To format your notes, select the text, and then click a button on the toolbar.
    4. Rich text editor
    1. Apply a character style.
    2. Insert a numbered or bulleted list.
    3. Decrease or increase the indent.
    4. Select the text size.
    5. Apply a paragraph style.
    6. Change the text or background color.
    7. Select the font type.
    8. Remove all applied styles.
    • The indent, text size, text color, background color, and font type aren't applied in reports.
    • Reports don't include images that are pasted into the Notes section.
  • On the Topics tab, in the Status cell of the topic row, select a status.
  • On the Topics tab, select the topic, and then click Remove.

    • This option is not available if you select a mix of action items and topics.

You can create action items and link them to a meeting topic. The linked action items are displayed in the Topics grid and not in the Links panel.

  • Linked action items are created with the first non-draft status.
  • Linked action items are visible in the Topics grid if you have access to them.
  • Assignees for linked action items don't automatically have access to the meeting. If they need access, add them to the list of meeting attendees or courtesy copies.
  • If a meeting or meeting topic is deleted, its linked action items are not deleted.
  1. On the Topics tab, click chevron_right(Open) on the left side of the topic row.
  2. On the action item row, click open_in_new (Open).
  3. To view more details, click aspect_ratio (Expand) in the right panel.
  1. On the topic row, click add_circle_outline (Create).
  2. In the right panel, enter the details for the action item.
  3. Click Save.

    4. —Or—

    To add and link another action item to the same topic, click Save + Add another.

  1. On the topic row, click chevron_right (Open).
  2. In the action item row, change the details in the editable columns such as Status.

    3. —Or—

    On the action item row, click open_in_new (Open), click aspect_ratio (Expand) in the right panel, and then edit the details.

  1. On the topic row, click chevron_right (Open).
  2. Select the checkbox for the action item.
  3. At the top of the Topics grid, click Remove.

    4. This option is not available if you select a mix of action items and topics.

  4. On the toolbar, click save (Save).

    5. The link is removed, and the action item is deleted.

In the Information panel, attendee cards can display the following statuses:

  • Nothing: An invitation hasn't been sent to the attendee.
  • Invited: An invitation has been sent to the attendee.
  • Present: The attendee is marked as present for the meeting.
  • Absent: The attendee is marked as absent for the meeting.
Attendance icon
  • In the Information panel, expand the Attendees section.
  1. In the Attendees section of the panel, click Add.
  2. Open the list of users, contacts, or distribution lists.
    • To open the list of ProjectSight users, click Users.
    • To open the list of company and project contacts, click Contacts.

      • To view all the contacts in the portfolio, select the Include portfolio contacts checkbox.

    • To open the distribution lists of contacts, click Distribution list.

    The list displays only project contacts or displays all contacts and users, depending on the portfolio setting for company and contact selection.

  3. Select the checkbox for one or more names or distribution lists.
  4. To invite a member, click Invite member.

    5. This option is available if you have permission to invite members.

    1. In the Email field, enter or select the email address.

      2. If you select an existing email address, the contact's name, company and default security role are entered automatically.

    2. From the Security role list, select a security role to make the new team member a ProjectSight user.

      3. —Or—

      Select None (contacts only) to make the new team member a project contact.

    3. In the First name and Last name fields, enter the name.
    4. In the Company field, select the company.

      5. —Or—

      Enter a new company name, and then click Add.

    5. Click Save.

      6. —Or—

      Click Save & add another to invite another team member.

  5. Click Done.
  • On the contact card, click check until the correct icon is displayed.
  • On the contact card, click more_horiz (More) > Remove.

    • This person will no longer receive notifications.

You can export meetings to an Excel file where you can edit them and create new ones. Then you can import the file, which can only be used once, back into ProjectSight. If there are any errors, you can review and fix them in a new Excel file.

When you import the Excel file back into ProjectSight:

  • Blank rows and fields are ignored.
  • If new values were entered after this spreadsheet was exported, your edits are flagged.
  • If a new meeting is missing a required field and the error is flagged, the record may not be created.
  1. In the Meeting Minutes module, filter the records that will be exported to Excel.
    • In the Search panel, set the filters.
    • To export specific meetings, select their checkboxes. If none are selected, all the meetings are exported.
  2. In the list view, add and rearrange the columns, and then save the custom view.

    3. The Excel file will display the columns for the fields in the list view followed by the remaining fields.

  3. On the navigation toolbar, click Project export toolbar button (Import/Export) > Export to Excel.

    4. The Excel file contains the required fields and the fields that you have permission to view.

  4. Open the Excel file.
  5. On the Meeting Minutes tab, enter the meeting details in a new row.
  6. Edit any existing meetings.

    7. You can copy and paste unlocked cells.

    Meetings are identified by a combination of the Meeting Name, Date, and Start Time. To ensure that attendees and topics are added to the correct meeting, fix any duplicate combinations before you add items to them in the file, or add items to the meetings in ProjectSight.

  7. On the Attendees tab, select a record in the Meeting column, and then enter the attendee details in the row.
  8. On the Topics tab, select a record in the Meeting column, and then enter the topic details in the row.
  9. Save the Excel file.
  10. In ProjectSight, open the Meeting Minutes module.
  11. On the navigation toolbar, click Project export toolbar button (Import/Export) > Update from Excel.
  12. Select the Excel file to import.
  1. In the import error message, click Review Errors.

    2. The meetings with errors are exported to a new Excel file.

  2. Review the Feedback column and fix the associated errors.
  3. Save the Excel file.
  4. In ProjectSight, open the Meeting Minutes module.
  5. On the navigation toolbar, click Project export toolbar button (Import/Export) > Update from Excel.
  6. Select the Excel file to import.

You can send a meeting invitation that automatically includes the attendees who haven't received an invitation yet, as well as courtesy copy recipients. Invitees are added automatically only once even if a subsequent invitation includes updated details like the start time.

If you add contacts in the invitation, they aren't added automatically as attendees in the Information panel.

  1. In the Information panel, click Send Invitation.
  2. Edit the subject line.
  3. In the To field, click expand_more to select a contact, or click search to find or create a contact.

    4. To receive a copy of the email, select your name in the To, CC, or BCC field.

  4. In the Body field, enter a message.

    5. To format the message, select the text, and then click a button on the toolbar.

    Rich text editor
    1. Select the font type.
    2. Select the text size.
    3. Apply a character style.
    4. Change the text or background color.
    5. Insert a numbered or bulleted list.
    6. Decrease or increase the indent.
    7. Remove all applied styles.
    • The indent, text size, and font type aren't applied in emails.
    • Emails don't include images that are pasted into the message.
  5. Select the linked files and how they will be included in the email.
    6. Report options

    Linked files can be included if they're one of the following types:

    • Image files: .ccitt, .gif, .jpg, .jpeg, .png, .tiff, .bmp, .emf, .exif, .icon, and .wmf
    • Non-image files: .pdf, .doc, .docx, .xls, .xlsx, and .txt
  6. Click Send.