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This section will describe how to edit the data and record the minutes of a meeting that went through the scheduling step, such as those that were added directly to the minutes step. To do that, first locate and select the desired meeting in the main screen list of records. After that, click on the  button on the toolbar.
At this point, the data screen will be opened. The following sections will be available for editing:
This section will display the data entered when adding the meeting, and some of them will be available for editing. If the meeting has gone through the scheduling step, the Meeting held field will be filled out with the scheduled dates and times, but it will be possible to edit them. The following panels will also be displayed:
The following options may be displayed as enabled or disabled by the system, according to the configurations performed in the type that classifies the meeting, when adding the meeting, or even in the scheduling, if the meeting has gone through this step:
Option
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Checked
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Unchecked
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Wait until all participants have signed meeting minutes
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The meeting can only be closed after all participants confirm the signature of the minutes.
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After finishing the creation of the minutes, the meeting will be finished.
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Send meeting minutes signature task only to the participants who have attended the meeting
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This option will only be available if the "Wait until all participants have signed meeting minutes" option has also been enabled. The Signature task will only be generated for the participants who have effectively attended the meeting.
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The "Signature" task will be generated to all users associated as meeting participants, regardless of attendance.
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It is also possible to record the participants of the meeting in the Mandatory participants field. If the meeting has gone through scheduling, the associated participants will be displayed in the corresponding step.
▪Internal: Participants who are SE Suite users. In this case, type the name of the user that must take part in the meeting and press Enter on the keyboard or click on their name. As the users are added, they will be displayed right below the field. Hover the mouse over a user and click on their name to view their data. The user responsible for recording the minutes may be identified by the Note taker icon. To disassociate a user from the meeting, click on the X.
▪Third-party: Participants who do not have access to SE Suite or who are not part of the organization. In this case, enter the e-nail address of the desired participants and press Enter on the keyboard or click on their names. When adding the e-mails of external participants to the record, they will receive the recorded minutes.
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Option
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Enabled
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Disabled
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Restricted meeting
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Only determined users can have access to the meeting. In this case, in the field that will be displayed, type the name of the desired users, teams, departments and/or positions and press Enter on the keyboard or click on their names.
The selected participants will be displayed right below the field.
To disassociate them from the meeting, hover the mouse over the name and click on the X. Note that the user who is scheduling the meeting and the participants will be added to the security list by the system and cannot be deleted.
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The meeting will be considered "Public", that is, all users with access to SE Meeting will be able to access it.
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The Restricted meeting option may be displayed as enabled by the system if the "Set restricted meeting as default" option is enabled in the general parameters or if this option has been enabled during the scheduling (if the meeting has gone through this step), but it is possible to edit it.
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This panel will only be displayed if a type has been associated with the meeting and an attribute is associated on the Attribute tab of its data screen. In that case, enter their values. Those attributes that are required must necessarily, have their values filled in. Blocked attributes will be filled in by the system with the default value defined when they are associated with the meeting type. If the meeting has gone through scheduling, this field may already be enabled, and if the attributes are not blocked, they may be edited. The way to fill in an attribute varies according to the configurations established when creating it.
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Use this section to record the meeting minutes, that is, the subjects discussed, the decisions and actions taken regarding those, and the pauses between subjects. To do that, the following options are available:
On the panel that will be displayed, the following fields are available:
Fields
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Subject
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Enter the subject addressed in the meeting.
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Responsibility
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Fill out this field if the subject had a person responsible for addressing it. In this case, enter the name of the desired user and press Enter on the keyboard or click on their name.
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Duration (hh:mm)
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Enter the time during which the subject was addressed.
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Planned start
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This field is filled out by the system with the time planned for the subject to begin being addressed. If the subject was the first matter in the agenda of the meeting, the meeting start time will be displayed. If this is not the first subject, the time will be displayed according to the duration of the previous subjects.
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Activity
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This field will only be displayed if the meeting being scheduled is a project meeting. Select the project task the meeting was about.
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Comments
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Enter important information about the subject. Use the options at the top of the field to format the text of the comment.
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Decision
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Enter the conclusions reached regarding the subject. If the "Require entering the subject decision" option is checked in the type that classifies the meeting, it will not be possible to finish the minutes record without having entered the decision of all its subjects.
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Action plan
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If an action plan related to the meeting has been added to/associated with the Action plan section, in this field, it is possible to associate the actions of the plan related to the subject. To do so, click on the Action of action plan field and then click on the desired action. Repeat the procedure to select as many actions as necessary. As the actions are added, they will be displayed right below the field. When hovering the mouse over an action, the system will display the options that allow accessing its data and those of the plan to which it belongs. The data of the plan and of the action will only be available for editing if the note taker is the responsible user or is part of the responsible team for the action plan. To disassociate an action from the subject, click on the X.
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Association type
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Select the meeting minutes association type: Nonproject task (SE Time Control), Indicator (SE Performance), Scorecard (SE Performance), Incident (SE Incident), Action of action plan (SE Action Plan), Problem (SE Problem), Project (SE Project), Program (SE Project), Project task (SE Project), Workflow (SE Workflow), and Request (SE Request). Select the respective subject in the Object field.
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▪Use the arrows on the right side of the panel to edit the order of the subject in the meeting structure upwards or downwards. ▪Use the button on the right side of the panel to delete the subject from the meeting structure. |
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On the panel that will be displayed, the following fields are available:
Duration (hh:mm): Enter the time the pause will last.
Planned start: This field is filled out by the system with the time planned for the pause according to the duration of the subject prior to it.
▪Use the arrows on the right side of the panel to edit the order of the pause in the meeting structure upwards or downwards. ▪Use the button on the right side of the panel to delete the pause from the meeting structure. |
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Assemble the meeting structure, adding all desired subjects and necessary pauses. If the sum of the duration of the subjects and pauses of the meeting exceeds the amount of actual meeting time, the system will ask if you wish to update the end time of the meeting according to the total duration of the subjects. Click on OK to confirm.
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In this section, it is possible to associate the documentation related to the meeting being recorded. The following subsections are available:
Options
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Attachment
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Add the attachments related to the meeting. Refer to the Adding attachments section for further details on how to add attachments.
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Document
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Associate the documents related to the meeting. Refer to the Adding documents section for further details on how to associate documents from SE Document.
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Requirement
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This section displays the requirements added to the meeting type. The requirements must be completed in order to be able to record the meeting successfully. Filling out the Attachment/Document columns of the list of records will vary according to the requirement type:
▪Attachment: Use the buttons next to the field to: select an attachment already associated with the meeting to the requirement, add an attachment and associate it directly with the requirement, view the data screen of the selected attachment and clear the value from the field. ▪Document: Use the buttons next to this field to: select a document already associated with the meeting to the requirement, add a document from a file and associate it directly with the requirement, view the data screen of the selected document and clear the field. |
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This section will be filled out with the data of the timesheet performed by the participants in the meeting. In the Total time field at the lower part of the screen, the system displays the straight time, overtime and total time entered. In order for this feature to function properly, it is necessary for SE Time Control to be part of the solutions acquired by your organization.
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In this section, the system displays a timeline with the main events that occurred in the meeting, up to present. Use the Comment option, located under each event, to add comments related to it. On the field that will be enabled, record the desired comment and press Enter on the keyboard. If desired, it is possible to notify a user on a determined event by mentioning them through "@user". The comment will be displayed in the timeline. The user who wrote the comment may edit it or delete it through the options that will be displayed.
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In this section it is possible to add and associate all action plans related to the meeting and its subjects. In order for this feature to work correctly, it is necessary for the SE Action plan component to be part of the solutions acquired by your organization. The following options are available:
Fields
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Add
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Click on this option and after that, select the desired option:
▪Action plan: On the screen that will be displayed, select the category that will classify the action plan you wish to add. Save the selection. At this point, the data screen of the action plan structure will be presented, making it possible to configure. ▪Action plan from a template: On the screen that will be displayed, locate and select the template from which you will create the action plan you wish to add. Save the selection. At this point, the data screen of the action plan structure will be presented, making it possible to configure. |
Associate
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On the screen that will be displayed, locate and select the previously created action plan you wish to associate with the meeting.
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After adding/associating the action plan in this section, the system will present the plan structure in question and its actions, allowing to visualize its information. When positioning your mouse over the action plan card, you will be presented with the options that allow you to access its data and disassociate it from the meeting. When positioning your mouse over the card of an action from the action plan, you will be presented with the option that allows you to access its data. The data of the plan and of the action will only be available for editing if the note taker is the responsible user or is part of the responsible team for the action plan.
Refer to the SE Action Plan component specific documentation for more details on plans and their actions.
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Use this option to generate a report of the meeting in question or to configure a new report. On the screen that will open, define the information that must be displayed. After that, click on the arrow located next to the  button and select the desired option.
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After recording the meeting minutes and filling out the other required fields, save the record. By using the Save and exit option, the system will request the confirmation from the participants who have attended the meeting and it will ask if you wish to send it to the next configured step. See further details in the Finishing minutes section.
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