CMiC Field - Meeting Minutes

Creating a New Meeting

1. Select the Meeting Minutes screen from the preview and press the [Add Meeting] button.

   

2. In the Create New Meeting section, select the track and location for the meeting, and select start and end times.

   

3. Choose people to invite to the meeting in the Attendees section. Required and optional attendees can be selected from user contacts. To invite people not present in the user contact list, press the [Add Guest] button and enter their name.

   

4. Add topics and their individual items in the Agenda section. Items can be moved between topics by dragging and dropping the icon. The order of topics can be changed by pressing the up and down arrows next to the topic title.

   

5. Once all information is entered, press the [Save] button.

   

6. Once the meeting is saved, documents can be added to the meeting by pressing the [Attach Existing File] button or by dragging the document into the dashed outline.

   

7. When ready, press the [Publish] button. An email notification will be sent to attendees if their Project Contact record's Email Notifications tab has the 'New' box checked under the CC or All section for Meeting Minutes. The To section does not apply since the meeting is not directed to any particular To contact, but attendees (both required and optional) can be regarded as CCs. Meeting guests can only receive notifications if they are assigned a role in CMiC Field.

   

When a new meeting is started, the first thing that must be defined is the meeting track. Meeting tracks are used to differentiate types of meetings such as Safety, Progress and Owner meetings. All meetings within a track are sequentially numbered and each track has a frequency assigned to it. The frequency will be used to determine the Next Meeting Date.

Prior to recording specific details, a Meeting must be created.

Create a Meeting Track

Meeting Statuses

Agenda Item Numbers

This video describes how to set up meeting minute agenda item numbering.

The best practice for generating the Meeting and item IDs occurs automatically once the user types in the desired Meeting Code, as shown in the screenshot below.

We have added some helpful screen tips to help guide you through the steps for creating your meeting and item ID mask.

The next video covers the process to resolve the error: "Please modify the Meeting ID Mask for this track as the current mask will generate a duplicate ID" and explains how item numbering works.

The final video explains how to star () and unstar () notes in the Meeting Minutes, which allows users to open and close agenda item notes.

The process is briefly described below.

Example of Open Agenda Note

To set an agenda item's note to open, click on the star and it will turn yellow (). A yellow star indicates the note is open.

Example of Closed Agenda Note

To set an agenda item's note to closed, click on the star and it will turn white (). A white star indicates the note is closed.

NOTE: This functionality will work the same way for any custom reports that may rely on the closed and open notes function.

Starting and Executing a Meeting

1. Select the meeting being started from the Meeting Minutes log.
2. Review the meeting agenda and start the meeting by pressing the [Start Meeting] button.

   

3. Once a meeting has begun, take attendance by clicking on the names of those who attended or press the [Select All] button if all are present.

   

4. Minute for meeting items can be entered in the Minutes field. Responsibility for specific items can also be assigned in the Responsibility fields. Agenda items can also be linked to change items and issues.

   

Action Items from Meetings

Creating the Next Meeting in a Track

1. All closed meetings will display the [Create Next Meeting] button. Press this button to generate a new meeting log for the next meeting in the currently selected track.

   

2. All info for the new meeting automatically populates from the previous meeting and the track information. To change any of this information, press the [Edit] button at the top of the screen.

   

3. All agenda items without a status of “Closed” will also appear for the new meeting. Agenda items can be copied over from other meetings by pressing the [Copy Agenda Item] button.

Searching for Closed Meeting Items and Minutes

Saving Closing and Re-opening Meetings

1. Once a meeting is completed the meeting log can be saved by pressing the [Save] button or closed by pressing the [Close Meeting] button.

   

2. All meeting participants can review a meeting after it is closed.
3. Users with permission can press the [Reopen Meeting] button to re-open and amend the last meeting in the selected track. All information can be edited, except for information entered in the top Create New Meeting section.

   

   

Printing the Meeting Minutes Report