Project Meetings
Background
The Project Meetings record allows users to document important meetings and capture any relevant details, as well as add meeting participants and them with members of a project team.
Access: From the module menu, Records --> Meetings
Available reports: Meeting Minutes
Meetings Record - Field Guidance
The Meetings Record requires that a Project is selected, that a Record# is assigned and that a Subject is entered to open the record functionality.
Click Save once the Project, Record #, and Subject fields are populated.
Once a record is saved, users can add meeting participants from PMWeb with the provided table.
4. Once the Meetings record is saved, additional record tabs become available for use.
5. Document the specific Meeting time and date details using the provided fields.
6. Click +Add or +Add Multiple to add single or multiple meeting participants in the provided table. Click Save within the table once complete.
7. Click +Add in the Meeting Details table to add meeting details. Repeat this process as needed to enter all meeting details. Click Save within the table once complete.
8. Click the Save icon to save all of the changes.
9. (Not Shown in Image) The Create Next button in the record header duplicates the record but only carries over agenda items that have not yet been closed.
Meetings Record Collaboration
Begin by navigating to the Collaborate tab in the saved Meetings record.
Click +Add in the table to begin a new Collaboration request.
3. In the Collaboration pop-up window appears, select the collaborator(s) from the Request Collaboration drop-down list.
4. Select permissions for the collaborator(s) on this record with the provided checkboxes.
5. Select a Collaboration Due Date.
6. Include a message for the collaborator(s).
7. Click Save and Send (top-left) to submit the Collaboration request.
An Activity log becomes available within the Collaboration tab once collaboration begins.
Meetings Notifications (Email)
Notifications are outgoing messages which you can send to PMWeb system users and to external email addresses, as needed. Notifications include a copy of the Meeting record and are intended for information sharing purposes.
Navigate to the Notifications tab within the saved Meetings record.
Click +Add to begin a new Notification.
3. In the Notification pop-up window, use the To, CC, or BCC ellipse menu to add internal PMWeb users for sharing.
4. Use the Manual CC field to add any external email addresses, as needed.
5. Add Comments to the Notification using the provided Comments box, as needed.
6. Click the Save & Send icon to send the notification.
Internal notifications are received via PMWeb
External (Manual CC) notifications are received in the recipient's email inbox.