Once you have documented the entire conversation content with iPROT, the third and final step is sending the meeting minutes. This can be done in iPROT with just one click on the Finalize meeting link in the top right menu. In any case, it is recommended to briefly review the meeting minutes using the Meeting Minutes (Preview, PDF) function before sending them.
When you click on the Meeting Minutes (Preview, PDF) link, the current status of the meeting minutes being processed will either open in a new browser tab as a PDF file for review, or be downloaded to your computer, depending on your browser settings, allowing you to review the meeting minutes in a PDF viewer (e.g., Adobe Acrobat).
In particular, check whether the information in the participants and mailing list is correct and complete. If necessary, you can correct the participants and mailing list as well as other key data of the meeting minutes directly in the user interface using the pen-shaped edit icon in the column with the meeting minutes. To complete the personal data, it is best to use the user administration, which you can access via the menu at the top right.
Also, ensure that you have not forgotten any topics or entries, because as already mentioned, meeting minutes that have already been sent cannot subsequently be extended with topics or entries (see also iPROT is audit-proof).
In the last and final step, you can now send the meeting minutes to the persons listed in the mailing list by simply clicking on the Send Meeting Minutes link.
Each person listed in the mailing list will receive an email with a link through which the meeting minutes can be downloaded as a PDF file. The text of this distribution email can be defined in the system or project settings under Email Subject and Email Text.
The author of the meeting minutes also receives a second email with the delivery report. This delivery report indicates to which email addresses the meeting minutes were sent and whether any errors occurred during delivery. If errors occurred, you will also find a few tips for troubleshooting at the end of this email.
Once meeting minutes have been sent, iPROT records in the background who has already downloaded (and thus presumably read) the meeting minutes. You can track this by clicking on the small envelope icon in the far left column next to the respective meeting minutes, which is created as soon as the meeting minutes have been sent.
The Send Meeting Minutes dialog will then be expanded with a list of the email addresses specified in the mailing list. In this list, a checkmark will be displayed in the Meeting Minutes Downloaded column for those email addresses from which the download link has already been activated; otherwise, a red X will appear.
Finally, we recommend our blog articles on the topic of Sending meeting minutes made easy with iPROT and Minutes Distribution: Spam Issues and Invalid Email Addresses.
