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Pending the release of the new 12-2 patch for CMiC Field, CMiC fielded questions from customers regarding the new Meeting Minutes program. These questions and their answers are presented below.
Q&A
Q: Can you print more than just the last entered minute on the Meeting Minutes Report?
A: CMiC is working on enhancements that will allow users to select which items are printed on the Meeting Minutes Report.
Q: What is the difference between "Required" and "Optional" invitees?
A: The intention of this feature is to invite team members at the same time via email. Some are required to attend whereas some are not. This functionality can always be left blank is it is not needed.
Q: Can history items be closed when they are no longer relevant?
A: There is currently no ability to close items in Meeting Minutes.
Q : Can the entire meeting history be printed on the report?
A: CMiC is working on enhancements that will allow users to indicate which items are printed on the Meeting Minutes Report.
Q: Will there be a history tab added to the Meeting Minute screen similar to the tabs on the RFI and PCI screens?
A: This has not yet been assessed, but will be a consideration for future enhancement.
Q: Will there be a sign in sheet report created?
A: Attendance is already accounted for on the new standard report for the program.
Q: When will the new program be available?
A: The new Meeting Minutes program will be standard as of patch 12-2.
Q: Is there an option to attach documents to the Meeting Minute report?
A: Attachments can be printed with the report by selecting Other Reports and Form Letters from the Report Type dropdown and selecting the attachments to be included.
Q: Can closed agenda items be reopened in future meetings?
A: Users can bring back closed items by navigating to the meeting in which that items was closed and reopening it (with privileges). A new meeting with that item can then be created by pressing the [Create Next Meeting] button.
Q: Can the Meeting Minute report be set to indent the agenda items under the topics?
A: This could be achieved by writing a custom report. However future enhancements may be added to Field to allow customizations like this.
Q: Can the Meeting Minute history be sorted in ascending or descending order?
A: Currently, there is no way to change the sort order of historical items.
Q: Is a meeting's history based on the previous agenda items of the same type?
A: Yes, the History tab carries the history of a particular item. As long as the item remains open from one meeting to the next, any instance of that item will appear in the History tab.
Q: Is the Meeting Minute functionality available on the mobile app?
A: The new Mobile Field release, scheduled for October, does not contain Meeting Minutes. Its inclusion will be considered for future Mobile Field releases.
Q: Is there any integration with Onenote?
A: There is currently no integration with Onenote within CMiC Field.
Q: Can meeting items be numbered?
A: The numbering system driven by the Mask setup in the Track setting will be brought back in the future.
Q: Will the old Meeting Minutes screen be available?
A: No, the new Meeting Minutes screen will be standard as of patch 12-2.
Q: Is the [Add Topics] button restricted by the same security as before?
A: Yes, the existing security has been applied to the new program for adding topics and items.
Q: Will there still be the option to import agenda items into the Meeting Minutes program?
A: We found that the import function was mostly used because it was difficult to create and organize agenda items within CMiC Field. With the new patch updates we do not anticipate the need for the import function.
Q: Can guests be sent a pdf of the agenda once the [Publish] button has been pressed?
A: The print functionality will be brought forward to allow for this. Currently, it is only available for Active and Closed meetings.
Q: Can internal CMiC objects (RFIs and submittal logs, for example) be linked when sending out agendas?
A: This feature will be considered for future versions of Meeting Minutes.
Q: Can meetings be created that are non job-specific?
A: Meetings are intended to be project specific so this is not currently allowed. Separate meetings for each project would need to be created.
Q: Can meeting signatures be requested?
A: No.
Q: Once a meeting is published, are emails automatically sent to the invitees and guests?
A: Yes.
Q: If an item is closed but the action item is open, does it still appear?
A: The action item is tied to the agenda item. Therefore if the agenda item is closed then the action item will not be shown in the next meeting.
Q: Do email recipients need to be project collaborators in order to access the minutes?
A: While email recipients do need to be project contacts, they do not have to login to get the email.
Q: Will custom reports work with the new Meeting Minute screen?
A: Yes, the new program will work with custom reports.
Q: If the organizer of a meeting is unable to attend, can the meeting be started by someone else?
A: Yes, anyone with access to the Meeting Minute record as an internal user can start the meeting.
Q: Does a guest need to be set up in CMiC in order to be invited to a meeting?
A: No, but they will not receive an email notification once the meeting has been published. The Guest section is meant to allow for the presence of non-project contacts.
Q: Can multiple projects be added to a meeting?
A: No, meetings within CMiC Field are intended to be project-specific.
Q: Can agenda templates be created for a given track?
A: While there is no way to create templates as such, agenda items can be easily copied from one meeting to another by pressing the [Copy Agenda Items] button.
Q: Are attachments carried forward from one meeting to the next?
A: No, attachments are not carried forward.
Q: Is there currently an integration with Zoom or other web meeting software?
A: There is currently no such integration in CMiC Field. We recommend setting up a recurring meeting link and copying and pasting that link in the Meeting Minute Location field.