Save a Conversation

Saving a Meeting is only available in Topics. Saving a private and a group Conversation and creating a Meeting as such, is not available. Only the Host of the Conversation can save the Conversation.
When you save a Conversation, a Meeting Issue is created. The Meeting Issue includes a ‘Meeting Minutes’ attachment which is a brief summary on what was the discussion about. 
The Conversation can be directly accessed from the details page of the Meeting, by clicking on the 'Conversation' button. You can open and view the Conversation in the Meeting Issue.

Save a Topic

  1. To save a Topic Conversation, please go to your Topic and click on the ‘Save’ button in the top-right corner.


     
  2. In the ‘Meeting details’ window, type in the Meeting subject and select the project you want to associate to the Meeting. Optionally, you can also select an Issue to associate to the Meeting. Click ‘Next’.


     
  3. In ‘Reports’ window, please select the departments you want to generate reports for. 'Routine' is checked by default. If you tick any other checkbox than 'Routine', 'Routine' will be unchecked. For example, if the Conversation includes discussion between users about intellectual property (IP), you can report it to the IP department by ticking the 'IP' checkbox.
    Depending on which departments are checked in this window, additional QMS Issues will be created when the Conversation is saved.
    Click here to learn more about How to create QMS Issues.
    You can also create additional tasks as an outcome of the Conversation, by clicking on the ‘Create Task’ button. This step is optional, you can continue without creating additional tasks by clicking ‘Next’.
     

    Reports window


  4. In the ‘Meeting Minutes’ window, type in what was the Conversation about and click on ‘Save’. This step is mandatory for saving the Conversation. When you click Save, the Conversation is saved.


     
  5. The Conversation is now saved into a new Meeting type Issue. Before you return to the Conversation window, another window appears. You can choose whether you want to schedule a follow up Meeting or not. This step is optional; you can click on ‘No just continue’ or ‘Schedule meeting’. If you choose ‘No just continue’, just continue with step 6.



    If you chose ‘Schedule meeting’, please fill out the data fields in the next window and click Next.
     
  6. In the Conversaition window, a new status appears about the saved Meeting and a link to the Meetins Issue.






     
  7. If you click on the link to the Meeting Issue, you get to the details page of the Meeting Issue. When you click on the ‘Conversation’ button inside the Meeting Issue, you get back to the Conversation.

 

Save Meeting from Outside the Conversation Module

A Meeting can also be created in the Project module and the Calendar module, outside of a 'Topic'.

When a Meeting is started, it has a ‘#M’ symbol in the ‘Topics’ tab. It exists as long as the Meeting is not closed. Users chat during the Meeting, and when it is saved it is closed. The chat is saved as part of the Meeting Minutes. And attached to the Issue.

When a Meeting (‘#M’) is saved, it moves to the bottom of the ‘Topics’ list and it cannot be reopened.

An upcoming Meeting is not displayed in the ‘Topics’, but when it has already been started by pressing the ‘Start Meeting’ button.

Let’s create a Meeting Issue in the Project module, and see how to save it.

  1. Click on ‘Project’ in the sidebar on the left side. Select your project. Click on ‘+ Create Issue’ on the left side and select ‘Meeting’.


     
  2. In the ‘Create Meeting’ window, fill out the data fields. We are going to name it ‘Test Meeting’. Click Create.

    Create meeting
     
  3. Click on ‘Issues’ in the left side menu, look for your previously created Meeting, and click on it.


     
  4. On the details page of the Meeting Issue, click on the ‘Start Meeting’ button.


     
  5. The Meeting has started, and it has a ‘#M’ symbol in the ‘Topics’ tab.



    When the discussion is over and the Meeting is ready to be saved, click on the ‘Save’ button in the top-right corner of the page.


     
  6. In the ‘Meeting details’ window, type in the subject of the Meeting and select the project you want to associate to the Meeting. Optionally, you can also select an Issue to associate to the Meeting. Click ‘Next’.


     
  7. In ‘Reports’ window, please select the departments you want to generate reports for. 'Routine' is checked by default. If you tick any other checkbox than 'Routine', 'Routine' will be unchecked. For example, if the Conversation includes discussion between users about intellectual property (IP), you can report it to the IP department by ticking the 'IP' checkbox. Depending on which checkboxes are checked in this window, additional QMS Issues will be created when the Conversation is saved. Learn more about QMS Issues  here.

    Reports window
     
  8. In the ‘Meeting Minutes’ window, type in what was the Conversation about and click on ‘Save’. When you click Save, the Conversation is saved.

    Meeting
     
  9. The Meeting is now saved and closed. Before you return to the Conversation window, another window appears. You can choose whether you want to schedule a follow up Meeting or not. This step is optional; you can click on the ‘No just continue or ‘Schedule meeting’.



    If you chose ‘Schedule meeting’, please fill out the data fields in the next window and click Next.
     
  10. A new status appears in the Conversation about the saved Meeting. The symbol changed from the ‘#M’ to the ‘lock’ symbol, since the Meeting is now closed. It cannot be reopened but it can be accessed and viewed anytime.






     
  11. If you click on the link to the Meeting, you get to the details page of the Meeting Issue. The Conversation can be accessed by clicking on the ‘Conversation’ button inside the Meeting Issue.