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Meeting report

The automatic minutes are configured in and printed from the 'Meeting Report' tab of meeting settings. Button 'Meeting Report' on the dashboard's Lobby item provides a shortcut for opening this tab.

Configuration falls into two categories: Overall settings that apply to the complete report and settings that apply to specific workspaces.

Overall Meeting Report settings

The settings header of the Meeting Report offers the following controls for the overall look and feel of the report.

  • Use MeetingSphere icons (default: on)
    Controls whether MeetingSphere icons are used to show what is what. For example, if you choose to use MeetingSphere icons, the bullet points for each Brainstorm idea would use the 'idea' icon. Disable if you prefer standard Word bullets.
     
  • Detailed presence info (default: on)
    Controls wether the report will show if participants listed on the cover who have not participated in a given activity - say, a Rating.
    This approximates the remark in traditional minutes, "Ms Miller leaves the meeting at XY:00 hours". If for example, 10 participants are listed as participants who have attended the meeting but only 6 have participated in the vote, then the report will say, participants W, X, Y, Z have not participated in this Rating. Disable 'Detailed presence info' if you want the report to merely say that 6 of the 10 participants have rated.

    The anonymity of contributions is not affected by this setting.

  • Names on cover (default: on)
    Controls whether the names of the participants are given on the cover of the report. Disable if you just want to show the number of participants.
     
  • Upload Logo
    Upload a logo for the cover sheet of your report.

    For best results, upload
    -  an .svg (scalable vector graphics) file (supported on Windows from MS Word 2016)
    -  a high-resolution (300dpi) bitmap (.jpg, .jpeg, .png, .bmp)

    To fit in the overall lay-out, the logo should be
    -  1" - 1.5" (20 - 40mm) high (printed)
    -  No more than 2.5" (650mm) wide (printed)

    Test the result by printing.

  • SAVE / RESTORE AS DEFAULT
    Save changed settings if you want them to apply to future Meeting Reports. Do not do this if, for example, you have uploaded a specific logo for this report but want to keep using your regular logo for other meetings.

    Restore resets changed settings to your defaults as you have last saved them.

  • PRINT
    Generates a Word document (docx) and offers it for download. The subsequent browser dialogue may allow you to open directly in Word or only to download. This depends on your browser settings.

    On opening, depending on the version you use, Word asks you to
    1.  enable editing - please confirm to proceed to step 2
    2.  allow it to update fields in the document - please confirm so that Word can paginate and generate the table of contents

    Follow your organization's operating procedures for filing the minutes of meetings. Please remember that the Meeting center keeps old unused meetings only for a limited time. It is not meant to be an archive of meeting minutes. 

Workspace report settings

Below the overall header of the report, you find all workspaces of the meeting.

  • Deselect workspaces for exclusion from the report (default: selected)
    By default, all workspaces and their content are included in the report. Deselect workspaces you don't want. For instance, you may want to avoid printing the contents of a Brainstorm workspace since all items will be given in the results table of a subsequent Rating.

    If you have structured your agenda into sections, deselection of a section deselects all workspaces in that section.

  • Configure workspaces for 'printing'
    The content of workspaces is generally included as configured in that workspace's settings. Some workspace items offer additional options to configure 'printing' in the report. For instance,
    • Results tables can be configured to only show top- or bottom-scoring items.
    • Switch 'Folder statistics only' on Brainstorm items can limit 'printing' to the Brainstorm question and the number of ideas per folder. This can be useful to record that a Brainstorm has been run, how participants were instructed, how many ideas were generated and in what categories they fall - without listing all ideas as that could fill many pages.