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How to create and better handle with Sales Meeting`s Minutes in Sugar modul Meetings if users use calendar synchro within add-on Sugar Connect

Tomas Ciba

Dear Sugar folks,

our sales colleagues have been using their Meeting´s minutes (MoMs) in Cloud Sugar module "Meetings", where they basically do 2 things. One, they choose the date and time regarding the customer`s meeting and second, they write down several bullet points regarding the most important conclusions from this customer`s meeting. They save it and then it starts our SugarBPM feature in the background, which sends an automatic notification with these MoMs from Sugar Meetings to Outlook to our sales regional directors as well as top management.

There is one drawback at the moment. If a user uses proactively calendar synchro within add-on Sugar Connect at the same time, then these automatic notifications send out any internal and organizational calendar meetings sales regional directors as well as top management together with MoMs from customer`s meetings. Is there any already running solutions how to set up and handle better with that? I do know -> perhaps to implement any action buttons within Sugar module "Meetings"? What is the best use case for this?

Thank you for your point of view and sharing of your experience,

Tomas

Parents
  • 0 Sugar Employee Badge

    Hi Tomas,

    Best practice is to use the internal notes field to track information like summarizations and conclusions from held meetings. Sugar Connect will consider updates to the following fields as a trigger to sync a Sugar meeting to an external calendar (Outlook in your case):

    • Date
    • Time
    • Subject
    • Status
    • Location
    • Invitation Body

    If you put your meeting notes and minutes in the body field, Sugar Connect will sync that change to Outlook. Outlook will detect a change in the meeting and broadcast a notification of the change to all meeting attendees. We have looked into trying to suppress those notifications from Outlook and cannot find a way to do so. It is Outlook's default behavior on a meeting change. In fact, Outlook will do this if you manually update the meeting.

    I hope this helps you!

    Thanks,

    Andrew Blue

    Sr. Manager, Product Management

Reply
  • 0 Sugar Employee Badge

    Hi Tomas,

    Best practice is to use the internal notes field to track information like summarizations and conclusions from held meetings. Sugar Connect will consider updates to the following fields as a trigger to sync a Sugar meeting to an external calendar (Outlook in your case):

    • Date
    • Time
    • Subject
    • Status
    • Location
    • Invitation Body

    If you put your meeting notes and minutes in the body field, Sugar Connect will sync that change to Outlook. Outlook will detect a change in the meeting and broadcast a notification of the change to all meeting attendees. We have looked into trying to suppress those notifications from Outlook and cannot find a way to do so. It is Outlook's default behavior on a meeting change. In fact, Outlook will do this if you manually update the meeting.

    I hope this helps you!

    Thanks,

    Andrew Blue

    Sr. Manager, Product Management

Children
  • 0 in reply to Andrew Blue

    Hi Andrew,

    thank you very much for your point of view, I appreciate it.

    Best regards, T.

  • 0 in reply to Andrew Blue

    Hi Andrew,

    We are still struggling to handle MoMs efficiently. The sales team's current process is:

    1. They create a meeting in Outlook.
    2. After the meeting was held, they send MoMs via Outlook to the participants.
    3. They add a MoM to SugarCRM by misusing the "Meetings" module as the actual MoM.

    We can push them to use the "Meetings" module as originally intended, but there are two main issues:

    1. The MoMs to the participants, sent via Outlook, are not linked to the meeting record. So, sales team would need to manually copy this information to... the "Internal Notes" field I suppose.
    2. There is no easy way to send an email from SugarCRM to a meeting's participants (e.g. an action button cannot access the participants' email addresses). Even if there was, the email would not be linked to the meeting (or vice versa; I mean you wouldn't see from within the meeting record that there is a related email).

    We see two possibilities to mitigate this:

    1. Somehow sync email replies to a meeting from Outlook to the meeting record in SugarCRM. Then our sales team could just send the MoMs as usual from Outlook.
    2. Add an action button "Send email to participants" to meeting records, and visibly link the resulting email to the meeting record.

    There may very well be something we do not understand about the intended usage. Looking forward to your explanation Slight smile

    Best,
    Christoph