Meeting minutes keep an official account of what was done or
talked about at formal meetings, including any decisions made or actions taken.
In Argenta, you can save all of your meeting minutes and assign them to a specific Chapter, Division, Department, District and Precinct as well as classifying them by category.
To get started, choose Workflow & Productivity > Meeting Minutes - from the Argenta main menu on the left-hand side of the screen:
This opens a list of all the meeting minutes that have been posted for your organization. From here, click the "Add New" button:
This opens the Meeting
Minutes Workspace window:
You will notice that this workspace has five tabs of information. Lets go tab-by-tab and field by field:
1. Meeting Minutes Details tab:
On this tab you will enter the details about your meeting minutes. From here you can enter:
- Record Level Permissions - Set As View Only - Placing a checkmark in this box restricts this
record to view-only access unless the user is the user who created the record,
the user is a master admin, or the user is given specific permission to modify
this record on the Record Permissions tab of this
record. Permissions also work by assigning a department, district and/or
precinct. If you have users in your system who are restricted by these
permissions, they will only be able to see records in the
departments/districts/precincts you have granted them access to.
- Record Level Permissions - Lock This Record - Placing a checkmark in this box locks this
record so that users cannot view or update the record unless the user is the
user who created the record, the user is a master admin, or the user is given
specific permission to access this record on the Record Permissions tab
of this record. Permissions also work by assigning a department, district
and/or precinct. If you have users in your system who are restricted by these
permissions, they will only be able to see records in the
departments/districts/precincts you have granted them access to.
- Meeting Date - Enter the date for your meeting minutes here. You can manually type in a date or use the date selector. This is a required field.
- Category - Select a category from the drop-down menu. If an appropriate category is not listed, you can add a new one by clicking the Add New
icon. - Associated Client/Customer - If these minutes are related to a specific client or customer you can choose that client/customer here. Select the Lookup
icon to search for and select the client/customer. - Title of Meeting Minutes - Enter a name or title for your meeting minutes. This is a required field.
- Short Description -You can enter a description of your meeting minutes here.
- Chapter - If these minutes belong to a specific chapter within
your organization or you wish to restrict users by chapter, select the
appropriate chapter from the drop-down list. If you have users in your
system who are restricted by chapter, they will only be able to see records in
the chapters you have granted them access to.
- Division - If these minutes belong to a specific division
within your organization or you wish to restrict users by division, select the
appropriate division from the drop-down list. If you have users in your
system who are restricted by division, they will only be able to see records in
the divisions you have granted them access to.
- Department - If these minutes belong to a specific department
within your organization or you wish to restrict users by department, select
the appropriate department from the drop-down list. If you have users in your
system who are restricted by department, they will only be able to see records
in the departments you have granted them access to.
- District - If these minutes belong to a specific district
within your organization or you wish to restrict users by district, select the
appropriate district from the drop-down list. If you have users in your system
who are restricted by district, they will only be able to see records in the
districts you have granted them access to.
- Precinct - If these minutes belong to a specific precinct
within our organization or you wish to restrict users by precinct, select the
appropriate precinct from the drop-down list. If you have users in your system
who are restricted by precinct, they will only be able to see records in the
precincts you have granted them access to.
- Notes - If you would like to add any notes to the meeting minutes you do so in the Notes section. If you need help adding notes please see our other KB Article - Add A Note to the Notes Section. To add a note, click the "Add Note" button. This will open the "Add A New Note" screen where you can type a note. Click the "Save & Add This Note" button to save the note and be returned to your Meeting Minutes.
Before moving on you should save your changes. You can do this by clicking the Save Icon at the top or by clicking the "Save All Changes & Continue" button.
2. Meeting Minutes (Text) tab:
This tab allows you to take minutes in a freeform text box. To get started, click the "Edit Meeting Minutes" button, and the freeform textbox will open. Click into the box and begin typing your meeting minutes. Use the Word features you need to transform your text as needed. If you are unfamiliar with what each feature does, hover your mouse over it and the title/explanation will show. For your convenience some of the important icons you may use are:
Use
this icon to add an image to your minutes. By clicking this icon, it
opens the Image Manager where you will upload your image and select it
to add it to your email. To upload an image, click the "Upload" button
which allows you to search for and select the image from your host
computer. With an image selected, click the "Upload" button to upload
the image to your manager. Once the image is in your manager, you will
select the image and click "Insert" to insert your image into your minutes.
Use
this icon to add a document to your minutes. By clicking this icon, it
opens the Document Manager where you will upload your document and
select it to add to your email. To upload a document, click the "Upload"
button which allows you to search for and select a document from your
host computer. With a document uploaded, click the "Upload" button to
upload the document to your manager. Once the image is in your manager,
you will select the document and click "Insert" to insert your document
into the email.
Use
this icon to add a hyperlink to your email. By clicking this icon, it
opens the Hyperlink Manager where you will add the details of your
hyperlink. On the Hyperlink Manager window you will enter the URL for
your link, the link text you wish to have displayed for the link, if you
wish to have the link open in the same or a new window, a tooltip and
you can even apply a special color class to your link.
Use this icon to spell check your email. By clicking this icon, your email body will be checked for spelling errors.
Use this icon to add a table to your email. By clicking this icon, you can add a table to your email.
Once you are done typing your minutes, click the "Save All Changes & Continue" button to save your minutes and continue using the Meeting Minute Workspace.
3. Meeting Minutes (File(s)) tab:
If you have taken your notes in another program and have them in file format, you can attach the file here.
You can drag and drop your file(s) or use the "Browse" button to search your computer and attach them. Make sure to click the "Save The Selected File" button to save your file to this tab.
4. Meeting Checklists tab:
Use this tab to build meeting checklists for your meetings. This can be anything from items you want to discuss, to the order of business, to actions items created from your meeting. It is up to you and your organization how you would like to use meeting checklists. Once you add a checklist and checklist items make sure and save your changes before moving on. For more help using checklists, please see our other KB Article -
Add Checklists.
5. Record Permissions tab:
This tab controls the record permissions for the minutes.
5. A. View Only Access:
Sometimes you want users to be able to view a record but block them from modifying that record. Individual records can be set to View Only so only master admins and users who are listed here, can edit them. To grant users permission to modify this record simply add them here. Select a user from the "Select A User To Add" drop-down menu then click the "Add Selected User" button to add the user to the view-only access permissions.
5. B. Locked Record Access:
Individual records can be locked so only master admins and users who are listed here can view or edit them. To grant users permission for this record simply add them here. Select a user from the "Select A User To Add" drop-down menu, then click the "Add Selected User" button to add a user to the locked record access permissions.