Meeting Communications

This page outlines the process of managing meeting communications for records within Brevity.

These are the topics on this page:

Introduction

The brevity meeting page allows you register the particulars of your communications related with meetings that have either occurred or are scheduled for a future date. Meeting communications can be assigned against any record.

Navigating the Meeting communication Panel

Click to expand and review the fields that comprises the Meeting communications page.

The fields, panels and buttons that comprise the Meeting communication page are outlined as follows

Type: Brevity will automatically set the communication type as Meeting.
Direction: Set the communication direction as outgoing, incoming or internal. Outgoing is communication from your organisation to an external party, Incoming is communication from and external party to your organisation and Internal is communication within your organisation.
Communication Party: Brevity will automatically set the record to which the meeting communication record relates.
Recipient Phone/ Email: Brevity will automatically set the email address if this value is available, otherwise the field will be blank. This field allows you to input an email address.
Completed: This field allows you to to specify whether the meeting has been completed. Setting this field to YES will make the meeting record non-editable.
Due Date: This field is used to specify the completion date of the meeting communication. The date can be specified as free text or by using the calendar picker.
Reminder Date: This field is used to specify a follow up date in relation to the meeting communication. The date can be specified as free text or by using the calendar picker.
Subject: This field is used to specify the subject of the meeting communication.
Body: This field is used to specify the body of the meeting communication.
Save: This button is used to save the meeting details.
Attachments: This field lists the attachments that have been added to the meeting communication. You have to first save the record before adding the attachment.
Close: This button is used to close the meeting details page.
Templates: This button provides you with access to the Select Template page. Select the appropriate template to update the body of the meeting communication.

Creating a Meeting communication

To create a meeting communication record observe the follow below steps:

Select the Communications icon in the ribbon to open the communication panel.
Select the New Meetings icon to open the meetings panel.
Within the direction field the default is outgoing. To change the default select the the direction of communication from the dropdown list.
Within the Communication Party field either you can accept default record that that the communication relates with, depending upon the record type or you make the appropriate selection from the dropdown list. As an example for the client record you can select the communication party as either the client name, client contact name or client service provider name.
Within the Recipient Email/Phone field input the email address of the recipient if the field has not automatically updated with that information.
Within the Completed field select whether the communication is completed or not. Selecting Yes and saving the form will not allow to make any further changes in the communication record.
Within the Due date field specify the expected date for the completion of the meeting. Specify the date as free text input or selected from the date picker.
Within the Reminder date field specify a reminder date of the meeting. Specify the date as free text input or selected from the date picker.
Within the Subject field enter the subject of the meeting communication.
Within the Body field enter the content of the message.
Save the meeting communication record using save button.
Select the Add Documents button to attach one or more files to the meeting communication.

Editing a meeting communication

To edit a meeting communication record observe below steps:

Open the record against which the meeting communication was registered against.
Select the Communications icon in the ribbon bar to open the communication panel.
Search for the meeting name using the horizontal scroll bar.
Click on view link to open the meeting record.
Edit the particulars of the meeting detail which can include as follows:
✴ Adjusting the due date or reminder date
✴ Updating the recipient phone/email, subject, body or communication party
✴ Upload an attachment
✴ Updating the status to completed
Once done, click on the Save button to update the meeting details.

Delete a meeting communication

To delete a meeting communication record observe below steps:

Observe steps 1 - 4 as outlined under the topic editing a meeting communication.
Click on the Delete button located within the ribbon bar.
Select the ok button on the screen prompt to confirm deletion of the communication record.