Capture and Share Meeting Notes: Overview

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Minimum Requirements

  • Riva Insight 2020.1
  • Riva Sync 3.0.59
  • Riva Cloud (Nov. 2019).

Capture Meeting Notes

Riva Meeting Notes is an efficient way of writing meeting notes — in Outlook, open a calendar item with Riva Insight and start writing. This improves and streamlines the workflow by having the notes synced and saved straight to CRM.

Old Way vs. Riva Way

Meetings are a daily staple for professionals, and lots of information tends to become blurred by the end of the day. Some people tend to view meetings as useless, because they can be unproductive and involve a lot of circling around information that has already been discussed.

Capturing meeting notes benefits the user by providing a window into the discussion that has occurred in meetings. It fills conversation gaps if someone forgot or missed a meeting.

Old Way Riva Way

No standard note-taking platform available for team members.

Meeting notes can be captured directly from Riva Insight in Outlook.

Meeting notes must be manually entered in CRM.

Automatically syncs notes typed in Outlook to CRM.

No easy way to edit meeting notes once they are logged in CRM.

Editable and can be updated at any time.

Missing and delayed meeting notes in CRM cause gaps in client engagement intelligence and follow-up.

No delays or missing data when meeting notes are properly logged or updated in CRM.

 

What Capture Meeting Notes does

  • Participants can write meeting notes using the Track in CRM feature for Riva insight.
  • Every meeting participant who is a Riva Insight user can create or edit meeting notes in Outlook.
  • Notes are drafted or auto-saved until they are submitted.
    • The notes can be saved on demand and contents are displayed when the meeting is reopened
    • The auto-save time interval can be configured.
  • The draft state of capturing notes is visually indicated:
    • Draft Saving and Draft Saved,
    • Tracking and Tracked.
    • The date and time the note was last saved or tracked can be displayed.
  • A note draft can be discarded:
    • If a note has not been tracked yet, it returns to the default empty state.
    • If the note has already been tracked, then the note is reverted to the last tracked values.
  • Notes are synced to CRM for both the standard event and Riva Meeting in a certain format.

Share Meeting Notes

Sharing meeting notes with internal meeting participants is easy — in Outlook, open a calendar item's meeting notes, and share them in one or two clicks. No need to go through the extra steps of looking up all the participants, creating an email, and attaching the notes. Riva Meeting Notes integrates the workflow by providing users with the convenience to share notes right after capturing their meeting notes.

Old Way vs. Riva Way

Professionals attend multiple meetings in a day and often capture meeting notes but forget to distribute them. Sharing meeting notes streamlines the post-meeting process and provides timely updates and expectations for the involved internal parties.

Old Way Riva Way

Meeting notes need to be manually copied from CRM and emailed to the team.

Meeting notes are prepared and shared directly from Outlook with recipients being automatically specified.

Recipients of meeting notes are manually identified.

The note taker can automatically share notes to the set recipients and meeting attendees.

Note taker must remember to manually complete and distribute meeting notes to the right people.

The note taker receives an automated reminder to complete and share meeting notes if the default time has passed.

No easy way to copy or add the members or redistribute notes to the team(s).

Notes can be updated and reshared any time.

No way to confirm which meeting notes have been distributed (without laborious CRM data search against each meeting).

Quick visual indicators show which meeting notes have been shared.

 

What Share Meeting Notes does

  • Participants who wrote meeting notes can share their notes with:
    • Internal invitees, even those who did not attend the meeting;
    • Account team members, including the account manager and account owner;
  • Participants who use Meetings with Riva or Riva Insight:
    • can receive reminders until they have shared their meeting notes;
    • can share their notes independently at any suitable time;
    • can receive notification emails and see labels in Track in CRM that indicate that their notes were received and at what time;
    • are prevented from accidentally re-sharing meeting notes that have not changed since the last time they were shared.
  • The organizer's manager
    • Even if not invited, can be configured to receive the meeting notes;
    • Can be configured to receive a notification if a participant's notes have not been shared by a certain time.
  • Reminders to share notes can be configured. A user will receive one reminder per day to share the notes with the team.

Viewing Meeting Notes in Salesforce

Attendee access to other CRM users' notes is limited due to Salesforce's master-child relationship rule. In other words, the standard Salesforce event dos not display the Meeting Notes of all the CRM user attendees.

If you want to see all the Meeting Notes of all the CRM user attendees in one location, enable and configure the Riva Meetings object. All those notes will be visible on the Riva Meeting that is related to the standard Salesforce event.

How to view Meeting Notes in Salesforce.

Limitations

  • Meeting Notes is available only for calendar items.
  • Character limit of the meeting notes is 1,683,000 characters.
  • Size limit for notes in Salesforce is 50 MB of data.
  • The standard Salesforce event does not display the Meeting Notes of all of the CRM user attendees. For more information and a workaround, see Viewing Meeting Notes in Salesforce.

 

 

 
 
 

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