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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

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  • 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

  • 0 in reply to Andrew Blue

    Hi Andrew,

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

    Best regards, T.

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