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AccountManager Meetings
Meeting documents help you schedule and manage the various aspects of a meeting with one or more contacts. You can create Meetings in advance for planning and preparation purposes, or after the meeting for documentation and Action Item purposes. Meetings can be associated with contacts or accounts, and linked to opportunities. You may add Action Items to the Meeting to track various responsibilities for different users. Multiple users can collaborate on a Meeting and its associated Action Items.
Creating Meetings
1. Open the AccountManager database, and click once on the account or contact you wish to create an Meeting for. (Note: Since Meetings can be created based on an individual contact or an entire account, you may wish to consider which option is more appropriate for each instance. The choice you make will govern in which type of document the Meeting appears as a “Linked Document”.)
2. A Meeting document will open.
- Address and phone information for the associated contact or account will display in the header area, as well as a hyperlink to open that contact or account.
- “Meeting Date”, “Start Time” and “End Time” will pre-populate with the current date and timeslots close to the current time.
- “Invite” will default to your name.
3. Enter the appropriate date and times for the meeting.
4. Click the hyperlinks such as “Regarding” and “Principal” and make the appropriate or applicable choices.
5. You may “Invite” coworkers or list “Attendees” from other companies by clicking hyperlinks to select their name(s).
6. Enter a “Description” for the Meeting and “Internal Comments” as needed. Attachments can also be added at this time.
7. “Save” & “Close” the Meeting. If desired, click “Yes” when prompted to add the Meeting to your personal calendar.
Meeting Field Descriptions
[Meetings Screenshot 1]
Action Buttons:
|
Button Name |
Usage |
|
Close |
Closes the Meeting document. |
|
Save / Edit (toggles between) |
Edit – Enables the ability to edit the Meetings. No changes can be made until the Edit button is clicked. Save – Saves the Meetings. |
|
Add Action Item |
Creates a new Action Item which will be linked to the Meeting, and displayed in the embedded view of the Meeting document. See Activities/Action Items for additional information on this document type. |
|
Link To Opportunity |
Allows you to link the Meeting to up to three opportunity profiles. Hyperlinks to these opportunities are added to the Meeting, and the Meeting is then visible in the “Linked Documents” area of the Opportunities. |
Field Names:
|
Field Name |
Description |
|
Account Profile or Contact Profile |
Clicking this hyperlink will open the account or contact profile you selected to create the Meeting. |
|
Meeting Date |
Date of the Meeting. Defaults to current date. |
|
Start Time |
Start time for the Meeting. Defaults to the next half-hour timeslot from the current time. |
|
End Time |
End time for the Meeting. Defaults to one hour later than the start time. |
|
Status |
Status of the Meeting (Open/Closed/On Hold). |
|
Regarding |
Click the hyperlink to select what this Meeting is regarding. (Choices populated by your AccountManager administrator). |
|
Invite |
Defaults to your user name when created. You may invite other coworkers by clicking the hyperlink and selecting their names. |
|
Attendees |
Clicking the hyperlink opens the list of AccountManager contacts. Select one or more contacts that will be attending this meeting. |
|
Description |
Enter a brief description of the Meeting. This information is visible in Activity views and included on notification emails. |
|
Internal Comments |
Internal comments you would not want included on a report may be entered here. Click the hyperlink first, to include date/time stamp and your name. |
|
Attachments |
File attachments may be added by placing your cursor in this field, then clicking on File > Attach and browsing for the file(s). |
Embedded View:
The embedded view displays all the linked Action Item documents created specific to the Meeting. It displays summary information about the Action Item document. Double-click to open any document from this view.