Meetings Minutes Activity Center

This activity center enables Project Center users to view, add, track, and manage meetings for the current project. You can also use it to import meetings from a spreadsheet.

1 Meetings added to this activity center are automatically added to the Project Timeline activity center, and vice-versa.

The following list shows all available tasks. The tasks that appear depend on the type of item selected and which view you are in.

Meetings

● Add > Meeting

1 Meeting can be any item from the list (phone call, site visit, etc.).

1 The meetings types that are available are set in the Timeline tab of the Edit Project Settings dialog box.

Click to open the Create Meeting dialog box to add a meeting (or recurring meeting) of the type selected from the list to the log.

● Utilities > Import Spreadsheet

1 This task appears only for global administrators and Project Center administrators.

Click to open the Select Spreadsheet dialog box to select a Microsoft Excel spreadsheet (.XLS) file to import and open in this activity center.

● Utilities > Import from Microsoft Project

1 This task appears only if Microsoft Project is installed on the same machine as Project Center. You must also be a global administrator or a Project Center administrator.

Click to open the Choose Import File dialog box to select a Microsoft Project (.MPP) file to import into this activity center.

● Utilities > Export to Outlook Calendar

1 This task only appears if the current project has not been posted to Info Exchange. Also, Microsoft Outlook 2007 or later must be installed.

1 .ICS files published using this task store project calendar information for the entire project.

Click to export the current project timeline to a new calendar and open it Microsoft Outlook.

● Utilities > Add to Microsoft Outlook and Subscribe to Updates

1 This task only appears if the current project has been posted to Info Exchange, and the project is set to display calendar information on Info Exchange (in the Edit Project settings dialog box). Also, Microsoft Outlook 2007 or later must be installed.

1 You must be a member of the project team to use this task.

Click to create a new calendar in Microsoft Outlook containing calendar information from the current project. Project Center automatically updates the information on Info Exchange, and Microsoft Outlook retrieves it every hour.

1 .ICS files published using this task store project calendar information from only the past three months forward, not for the entire project.

● Create a Report

Click to open the Create a Report dialog box to select the type of meeting minutes log report to create.

Selected Meeting

● Modify

Click to open the Modify Meeting dialog box to edit the selected meeting.

● View Form

Click to open the Timeline Item form to view and print the selected meeting's details.

● Send Email

Click to open a new email message in Microsoft Outlook containing the selected meeting's agenda. When you enter information and send the message to contacts included in the meeting minutes, you can select whether to send and file the meeting to the selected meeting's Email Log.

● Review Related Markup Sessions

1 This task is available only when you select a meeting that has related markup sessions.

Click to open the Related Markup Sessions activity center to view information about and preview the related markup sessions.

● Review Related Action Items

1 This task is available only when you select a meeting that has related action items.

Click to open the Action Items activity center to view the related action items.

● Related Items >

See the Related Items Tasks topic for information.

● Delete

Click to remove the selected meeting minutes from the log.

● Create Related Items Report

Click to open the Create a Report dialog box to select the type of related items report to create.

Selected Meeting Occurrence/Series

The following additional tasks in addition to the ones above are available when you select a recurring meeting.

● Modify Occurrence

Click to open the Modify Meeting Occurrence dialog box to edit a single occurrence of a recurring meeting.

● Modify Series

Click to open the Modify Meeting Series dialog box to edit every occurrence of a recurring meeting.

● Open Past Meeting > Meeting

Click to open an previous occurrence of a recurring meeting. Select the meeting from the list.

● Open Upcoming Meeting > Meeting

Click to open a future occurrence of a recurring meeting. Select the meeting from the list.

1 This panel appears when you select a project item from the Agenda or Meeting Minutes tab.

● Modify

Click to open the dialog box corresponding to the related item to edit it.

● View Form

Click to open the Transmittal form corresponding to the related item.

● Relate to > Project Item

Click to add the currently selected Project Center item directly to another project item in the list.

1 No dialog box opens after you select the item.

See Related Items Overview for a list of icon designations.

● Relate to > Another Project Item

Click to open the Select Project Item dialog box to select another project item to add the currently selected item to.

● Select in Log

Click to go the selected item in its activity center.

See File Tasks panel.

See Email Tasks panel.

See Related Item Tasks panel.

Meeting Minutes

Category drop-down list

Use this drop-down list to select whether to list all meetings or all recurring meetings. Each category in the list displays the number of items of that type.

Select to show meetings for all users.

Select to show only meetings you are involved with.

All Meetings

This category lists all individual meetings for this project.

All Meeting Series

This category lists all recurring meetings for this project.

Filter All Columns

You can filter by any text that appears in any of the columns. For example, if you know the subject (or part of the subject) of the meeting that you are searching for (or the type, team members, etc), enter at least part of the text in this field. The list updates automatically as you type. For example, if the meeting you are searching for has the letter j somewhere in one of the columns, enter j in this field. The list will be narrowed down to only meetings that have the letter j somewhere in one of the columns.

1 You can also filter by any text that appears in any of the columns. For example, if you know the subject (or part of the subject ) of the meeting you are searching for, enter at least part of the subject in the Subject column filter field. The list updates automatically as you type. The list will be narrowed down to only meetings with subjects containing the text you entered.

1 If you are filtering by the Team Members column, be aware that if Entire Project Team is listed for a row, anything you type in the filter field will return a match for that row. Entire Project Team"will always be listed, and that row will always appear, no matter what you type in the filter field, as Entire Project Team incudes everyone on the project team

Columns

All columns are listed here. Right-click on any column header to list and de-list columns. Click the icons for more filtering options.

Subject

The subject of the meeting.

Type

The type of meeting.

Start Date

The meeting's start date and time.

End Date

The meeting's end date and time.

Location

The location of the meeting.

Created By

The team member who entered the meeting minutes.

Team Members

Team members associated with the meeting.

CC

Other contacts CC'd on the meeting.

Has Agenda

Yes indicates an agenda is included in the meeting minutes.

Has Minutes

Yes indicates minutes have been recorded.

1 Minutes will not appear unless the Record Meeting Details checkbox is marked in the Create Meeting dialog box or the Modify Meeting dialog box.

Attendees

The attendees of the meeting are listed here.

Recurrence

This column indicates the meeting's recurrence, if applicable.

Related Items

If the meeting has any related items, the icons appear here.

Related Project Items

This column is a text version of the icons in the Related Items column. The text will appear in reports.

Keywords

Any keywords assigned to the meeting minutes.

Comments tab

This tab shows any comments added to the meeting minutes.

Agenda tab

This tab shows the details of the meeting's agenda in the top section. The project items to be discussed appear in the bottom section.

Set on...

This section shows the details of the meeting's agenda.

Items to Review and Discuss

This section contains the meeting's discussion items.

Copy from Another Meeting

Click to open the Select Meeting or Event dialog box to copy the project items from another meeting's agenda into the current meeting's agenda.

Add Project Items

Click to open the Select Items for Agenda dialog box to select project items to add to the meeting's agenda.

Meeting Minutes tab

This tab shows the details of what was discussed at the meeting, when the minutes were added, and the attendees in the top section.

New Action Items and Discussion Items

This section lists the action items that were created and project items that were discussed.

Identify New Action Item

Click to open the Identify an Action Item dialog box to add a new action item to the meeting.

Link Project Items

Click to open the Select Discussion Items dialog box to add project items that need to be discussed as a result of the meeting.

Email Log tab

This tab lists all email messages associated with this meeting. When you click File as or File in Project (then choose the Meeting option) from the Project Center Add-in for Microsoft Outlook Toolbar, the email message appears here.

1 You can copy and paste and drag and drop email messages from Microsoft Outlook and Windows Explorer into this tab.

1 To file a reviewer response, you can drag and drop an email message into this tab, then select the email message and click Log as from the Email Tasks panel and select the Reviewer Response option.

Double-click an email message to open it in Microsoft Outlook. From there, you can reply to or forward the message.

1 The number in parentheses indicates the number of email messages filed to the meeting.

When you select an email message, a preview appears in the right pane.

Add	Click to select an email message to add to the Email Log.
Remove	Click to remove the selected email message from the Email Log.

Supporting Documents tab

Use this tab to attach files to the meeting, and to view existing files. For example, if you record a meeting, and a particular drawing is related to it, you can use this tab to attach the drawing file to the meeting.

1 You can copy and paste and drag and drop files from Windows Explorer into the Supporting Documents tab.

1 Supporting documents are live links to project files. If the file is modified, the contents in the files listed here change accordingly.

Set Order	Click to open the Set Document Order dialog box to set the order of the documents.
Add Files	Click open the Add Supporting Documents dialog box to locate and attach files to the meeting.
Share with External > Yes	Click to allow the selected files to be shared with external project team members through Info Exchange.
Remove	Click to remove the selected supporting file from the meeting.

Preview tab

A preview of the selected file appears here.

Related Items tab

This tab lists all Project Center items related to the selected file.

Related Items tab

This tab lists all Project Center items related to the meeting.

Set Parent > Another Timeline Phase

Click to open the Choose Parent dialog box to make this meeting part of another phase, making the phase the parent of the meeting.

Create Related > Action Item

Click to open the Identify an Action Item dialog box to create a new action item and link it to the current meeting.

Create Related > Transfer > Via Email

Click to open the Send Files to Email Recipients dialog box to send project files via email. Nothing is logged in this tab.

Create Related > Transfer > Via Info Exchange

Click to open the Transfer Files to a Newforma Info Exchange Server dialog box to transfer project files via your Newforma Info Exchange Server and link the transfer to the current meeting.

Create Related > Transmittal > Via Email

Click to open the Send Files and Create an Outgoing Transmittal dialog box to send project files via email, file an outgoing transmittal for a file transfer, and link the transfer to the current meeting.

Create Related > Transmittal > Via Info Exchange

Click to open the Transfer Files and Create an Outgoing Transmittal dialog box to transfer project files via your Newforma Info Exchange Server, create a new outgoing transmittal for the file transfer, and link the transfer to the current meeting.

Create Related > Contract Management > Contract Management Item

Click to open the Create Contract Management Item dialog box for the type of contract management item you selected to create a new CM item and link it to the current meeting.

Relate to >

Click to select an existing project item and establish a relationship between it and the currently selected meeting. This gives you the ability to link two items that are related together. (For example, a markup session that is related to a meeting.) Select Another Project Item to open the Select Project Item dialog box to locate an item that is not in the list. When you create a relationship between two items, each item's icon is added to the other item's Related Items column and tab.

Remove

Click to unlink and remove the selected project item from the Related Items tab.

1 Removing a related item from the Related Items tab does not remove it from the database.

The Relation Type column has two icons to indicate the relationship type:

● The icon indicates that the relationship was created by a user and can be deleted (such as an action item related to a meeting).

● The icon indicates that the relationship was created by Project Center and cannot be deleted (such as a transmittal or record copy related to a meeting).

Change Log tab

This tab lists the dates and project team members who created and modified the meeting, and any details.

Info Exchange

The following meeting minute information is available on Info Exchange:

To make meeting minutes available on Info Exchange, see Make a Project and Its Activity Centers Available on Info Exchange.

To access this activity center

Click Meeting Minutes from the Activities list or from the Project Home activity center.