Distribute and Redistribute Meeting Minutes
Objective
To distribute meeting minutes to scheduled attendees once the meeting has concluded and minutes have been added to items.
Background
After a meeting concludes and you have added the minutes, you must convert a meeting to minutes mode (see Convert a Meeting to Minutes Mode). Once it's converted, you can distribute the minutes by email to the people and members of the distribution group(s) listed in the meeting's 'Scheduled Attendees' list. Should you update the minutes or have another reason for wanting to redistribute the minutes at a later time, you also have that option.
Things to Consider
- Required User Permissions:
- 'Admin' level permissions on the project's Meetings tool.
OR - 'Read Only' level permissions or higher on the project's Meetings tool with the 'Distribute Meeting' granular permission enabled on your permissions template.
- 'Admin' level permissions on the project's Meetings tool.
Prerequisites
- Complete the steps in Convert a Meeting to Minutes Mode.
Steps
Distribute Meeting Minutes
- Navigate to the project's Meetings tool.
This reveals the Meeting Agendas/Minutes page. - Locate the desired meeting in the list. Then click View.
This opens the meeting in view mode. - Click Distribute Minutes.
A banner appears at the top of the page to confirm that the system is sending a PDF version of the meeting minutes to the people named in the 'Scheduled Attendees' field.
Redistribute Meeting Minutes
If you make edits or additions to your meeting minutes, you can redistribute meeting minutes so attendees can view any changes that you've made.
- Navigate to the project's Meetings tool.
This reveals the Meeting Agendas/Minutes page. - Locate the desired meeting in the list. Then click View.
This opens the meeting in view mode. - Click Redistribute Minutes.
A banner appears at the top of the page to confirm that the system is sending a PDF version of the meeting minutes to the people named in the 'Scheduled Attendees' field.