Create Meeting dialog box

Use this dialog box to record a project-related meeting (phone call, client meeting, contractor meeting, conversation, conference call,  task, or site visit) for meeting minutes or the project timeline.

Title

Enter the subject of the project meeting.

Start Date

Select the date and time the meeting started from the drop-down lists. You can enter the time in one-minute increments by typing in the time field.

End Date

Select the date and time the meeting ended from the drop-down lists. You can enter the time in one-minute increments by typing in the time field.

All Day Event

Mark this checkbox to make this an all day meeting. The start and end time hours will be unavailable.

Click to open the Calendar Item Recurrence dialog box to configure the settings for the recurring meeting.

Color

Select the color to represent this meeting from the drop-down.

Location

Enter the location where the meeting took place.

Type

Select the meeting’s type from the drop-down list. It defaults to the type you selected from the Tasks panel of the Project Timeline activity center.

Details tab

Enter the details of the meeting in this tab.

Invitees

Created By

The contact who created the meeting.

Team Members

Select the project team members who were involved in this meeting. You can select the Entire Project Team, the Internal Project Team, or Selected Team Members. If you choose the Selected Team Members option, the Team Members button is activated, which you can click to open the Choose a Project Team Member dialog box to select particular project team members.

CC for Minutes

CC

Click to open the Choose a Project Team Member dialog box to select other contacts to include on the meeting. CC’d contacts will be included in forms and notifications.

Meeting Details with Attendees

Record Meeting Details

Mark this checkbox to enter the actual attendees.

Actual Start Time

Select the date and time the meeting actually started from the drop-down lists. You can enter the time in one-minute increments by typing in the time field.

Attendees

This list is populated from the Team Members list. Click to open the Choose a Project Team Member dialog box to add more project team members.

Comments

Enter any comments about the meeting in this section.

Meeting Content tab

Enter the project items to be discussed in the Agenda panel.  

If the meeting resulted in new action items being created and more project items to be discussed, enter them in the Discussion Items panel.

Enter the details of what was discussed at the meeting in the Meeting Notes panel.

Click the icons to expand each of the sections.

Click the icons to open each of the sections in a separate dialog box.

Agenda panel

Enter the agenda items in this section.

Set the Agenda for this Event

Mark this checkbox to enable this panel and open the Carry Forward Agenda Items dialog box to choose whether to carry forward the agenda and discussion items from another meeting to the current one. If you choose Yes, select the meeting containing the agenda and discussion items you want to copy from the list and then make any changes as necessary. The items will be added to this panel and the Discussion Items panel. If you choose No, you can enter items manually.

Discussion Items panel

Use this section to add action and project items to discuss at the meeting.

Copy from Another Meeting

If you did not use Set the Agenda for this Event in the Agenda panel above, click to open the Choose Project Item dialog box to copy the discussion items from another meeting into this panel. Agenda items will not be copied using this option.

Identify New Action Item

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

Link Project Items

Click to open the Select Discussion Items dialog box to add project items that need to be discussed at the meeting.

Remove

Click to remove the selected item.

Meeting Notes panel

Enter the details of the meeting in this field.

Email Log tab

This tab lists all email messages associated with this meeting. When a user clicks File as or File in Project (then chooses the Meeting option from the File as dialog box) from the legacy Project Center Add-in for Microsoft Outlook Toolbar, the email message appears here.

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

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

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

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.

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

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

Preview tab

A preview of the selected file appears here.

Related Items tab

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

Related Items tab

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

Relate to >

Click to select an existing project item and establish a relationship between it and this meeting. This gives you the ability to link two items that are related together. (For example, an action item 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.

Share with External > Yes

Click to allow the selected items to be shared with external project team members through Info Exchange.

Remove

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

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.

Keywords

Click to open the Choose Keywords dialog box to add keywordsIn Project Center, keywords are words you can add to items to use for filtering. When you add keywords, they appear in the Keywords column of the corresponding Project Center activity centers. You can then filter the list of items using the keywords to quickly find the items you are looking for. to this meeting that you can use for filtering.

Click to spell check the fields in this dialog box. If any mistakes are found, the Spelling Check dialog box opens with spelling suggestions.

View Form and Send Meeting Minutes

Mark this checkbox to open the Timeline Item form and send an email message containing a summary of the meeting to the meeting participants.

To access this dialog box

Click Add > Phone Call/Client Meeting/Contractor Meeting/Conversation/Conference Call/Task/Site Visit from the Tasks panel of the Project Timeline activity center or the Meeting Minutes activity center.