Riva Meeting Notes – Overview & FAQ

What Are Riva Meeting Notes?

Riva Meeting Notes is a note-taking tool inside Riva Insight that:

• Allows writing rich-text notes on Outlook appointments and meetings.
• Syncs notes to Salesforce as Notes related to the Event, Account, and/or Opportunity.
• Provides one-click email sharing with internal attendees, the account team, and manager(s).

Key Features

1. Capture Meeting Notes

• Available on calendar items only (not emails).
• Supports rich-text formatting such as bold, italics, and lists.
• Auto-saves drafts for later editing.
• Allows each CRM user attendee to create or edit their own notes.
• Syncs notes to Salesforce using the format:
  [yyyy-mm-dd] | [Meeting Title] – Author: CRM Username

2. Share Meeting Notes

• Emails meeting notes to:
  • Internal invitees
  • Account team members
  • Optionally, the notetaker’s or organizer’s manager
• Allows re-sharing when notes are updated.
• Includes timestamps and visual indicators for tracking.
• Prevents re-sharing if content has not changed.
• Supports automated reminders for unshared notes.

3. Salesforce Visibility

• Notes appear under the Event → Related tab.
• Notes also relate to the Account and/or Opportunity.
• Private-meeting notes remain visible to attendee users.
• For Financial Services Cloud (FSC), notes can generate Interaction Summaries with confidentiality controls.

How to Capture and Edit Meeting Notes

1. Open the meeting/appointment in Outlook.
2. Open the Meeting Notes section in Riva Insight.
3. Write or edit your notes.
4. Click Track to sync the notes to Salesforce.
5. (Optional) Select Share internally to email notes immediately.
6. Reopen the meeting anytime to update and re-track the notes.

Meeting Notes Reminders

• Admins can enable daily reminders for unshared notes.
• Riva sends one reminder per business day.
• Manager notifications can also be triggered after a configured delay.

Limitations

• Works only with calendar meetings/appointments.
• Maximum note size: 1,683,000 characters.
• Salesforce Notes size limit: 50 MB.
• Additional Salesforce view restrictions may apply.

Configuration Requirements

Active Directory

• Manager reporting structure must be correct in AD (Riva uses AD, not CRM, for manager lookup).

Salesforce

• Enable Shared Activities.
• Enable Notes.
• Add the Notes related list to:
  • Event
  • Account
  • Opportunity page layouts

Riva (Cloud or On-Premise)

• Enable the Meeting Notes feature in the Riva policy.
• (Optional) Enable:
  • Share Meeting Notes
  • Share Meeting Notes Reminder
• Configure reminder timing and manager-notification settings.