Field Definitions: PM Meeting Minutes Form

The following is a list of field descriptions for the PM Meeting Minutes form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.

Project

Specify the project for which to set up this meeting/agenda.

 

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PM Meeting Minutes

Meeting Type (Mtg Type)

Enter a meeting type or press F4 to select one from a list.

The meeting type is a document type set up with a 'Meeting Minutes' category in PM Document Types .

 

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PM Meeting Minutes

Meeting

Create a new meeting

When you create a meeting, you are creating a new meeting of the type selected in the Meeting Type field.

There are several ways to create a new meeting using this field:

  • Enter a "+" and then press TAB to exit the field. The system will automatically select the next available meeting number and create a new meeting of the type selected in the Meeting Type field.

  • While the cursor is in the upper portion of the form, click the New Record icon () and then select a type in the Meeting Type field. The Meetingfield will populate with the next available number. Press TAB to accept the default and create the new meeting.

  • Enter a number that does not exist on the selected meeting type and then press TAB to exit the field. The meeting number can be up to 6 digits long. You can also press F4 to see a list of existing meeting minutes.

Note: Numbers will be generated based on the Auto Generate Meeting Minutes Using option designated in PM Projects (Project or Project/Type). If set to ‘Project’, the system will generate the next sequential number based on all meetings for the project. If set to ‘Project and Type’ the system will generate the next sequential number based on all meetings having the same document type (e.g. all meetings for the project with a document type of ‘OWNER’).

Select an existing meeting

Enter an existing meeting number or press F4 to select a meeting from a list.

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Minutes Type

Enter the minute type.

0 = Agenda

1 = Minutes

 

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Subject

Enter a description, up to 60 characters, that explains the purpose of this meeting.

 

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Time

Enter the meeting time in 24-hour format.

This field defaults based on the following:

  • If no meetings exist for the project or you copied this meeting from an existing meeting, this field defaults as null.

  • If meetings exist for the project and you are manually adding this meeting, this field defaults the time from the highest ‘Next Date’ for the project or project type based on the auto-generate feature set up in the for Meeting Minutes in PM Projects). If using the ‘Project/Type’ auto-generate option and no meeting exists for the project/type, defaults as null.

     

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Meeting Location

Specify the location of this meeting, up to 20 characters. Initially defaults the location as follows:

  • If no meetings exist for the project, defaults as null.

  • If you copied this meeting from an existing meeting, defaults the location from the source meeting.

  • If meetings exist for the project and you are manually adding this meeting, defaults the location from the highest ‘Next Date’ for the project or project type (depending on the auto-generate feature for Meeting Minutes in PM Projects). If using the ‘Project/Type’ auto-generate option and no meeting exists for the project/type, defaults as null.

     

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Date

Enter the date that the meeting will occur. This field Initially defaults based on the following:

  • If you copied this meeting from an existing meeting, defaults the date specified during the copy process.

  • If manually adding this meeting and no meetings exist for the project, defaults as null.

  • If manually adding this meeting and meetings exist for the project, the auto-generate feature set up in PM Projects determines the default.

  • If set to ‘Project’, defaults the highest ‘Next Date’ for the project where the meeting date is less than or equal to the current date.

  • If set to ‘Project/Type’, defaults the highest ‘Next Date’ for the project and meeting type where the meeting date is less than or equal to the current date. If no meeting exists for the project/type, defaults as null.

     

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Preparer

Indicate who prepared the meeting agenda or minutes. If you copied this meeting from an existing meeting, defaults the preparer specified during the copy process. Otherwise, defaults as null.

 

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Next Date

Indicate on what date the next meeting is to occur.

 

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Next Time

Enter the next meeting time using the 24-hour format.

This field defaults as follows:

  • If no meetings exist for the project or you copied this meeting from an existing meeting, this field has not default value.

  • If meetings exist and you are manually entering this meeting, defaults the time from the highest ‘Next Date’ for the project or project type (depending on the auto-generate feature for Meeting Minutes in PM Projects). If using the ‘Project/Type’ auto-generate option and no meeting exists for the project/type, defaults as null.

     

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PM Meeting Minutes

Next Meeting Location

Enter where the meeting will occur. This field can be up to up to 20 characters long.

Initially defaults as follows:

  • If no meetings exist for the project or you copied this meeting from an existing meeting, defaults as null.

  • If meetings exist and you are manually entering this meeting, defaults the next meeting location from the highest ‘Next Date’ for the project or project type (depending on the auto-generate feature for Meeting Minutes in PM Projects). If using the ‘Project/Type’ auto-generate option and no meeting exists for the project/type, defaults as null.

     

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Sequence

Enter the sequence number for this entry or enter ‘N’, ‘New’, or ‘+’ to add a new sequence. The system will automatically assign the next available sequential number.

Tip:

If using the ‘drag and drop’ feature to add contacts, the system will automatically assign the sequence number once the contact has been dropped onto the grid.

 

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Firm

Specify the firm invited to attend this meeting. You can either enter firms/contacts manually or using the ‘drag and drop’ functionality. To ‘drag and drop’ firms/contacts to the distribution grid, double-click the Attendees tab (label), which displays the Project Firm Contacts list. You can then select a firm/contact and drag it to the grid.

Note:

If the firm/contact you want is not listed in the selection box, you can add it automatically by entering the firm and contact, along with the remaining information, then saving the line. A message will display informing you that the firm and contact do not exist in PM Project Firms, and asking if you want to add it. Click Yes to add or No to cancel.

 

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Contact

Select the contacts that will attend the meeting.

 

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Present

Check this box if this firm/contact attended the meeting.

Leave this box unchecked if this firm contact did not attend this meeting or if you are setting up an Agenda for a proposed meeting.

Note:

If left unchecked for an Agenda, can be checked once the meeting has occurred for those contacts who were actually present at the meeting.

 

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PM Meeting Minutes

Sent To Firm

Enter the firm that should receive the document(s) generated using the Create and Send feature or press F4 to select a firm from a list.

Click here for an overview of the Create and Send feature.

Drag and Drop

To drag and drop firms/contacts to the distribution grid, double-click the Distribution tab (label) or select View > Project Firms List. This displays the Project Firm Contacts list. You can then select a firm/contact and drag it to the grid.

Note:

If you manually add a firm/contact to the grid that is not set up for the project, upon saving the record, the system displays a message indicating the firm/contact does not exist in PM Firms and gives you the option to add the firm/contact. Select Yes to add the firm/contact to the distribution list and to PM Firms. Select No to add the firm/contact to the distribution grid only.

Distribution defaults

When creating a new record, the Distribution tab will automatically populate with any PM firm contact set up as a distribution default.

For example, if a contact at an architecture firm should receive a copy of all drawing logs of document type 'ARCH', you can use the distribution default feature to set up that contact as a default for 'ARCH' documents. When drawing logs of that type are created, that contact will automatically populate on the Distribution tab.

Click here for more information on distribution defaults.

Using the sort name

Tip: The sort name can be used instead of the firm number when selecting firms in PM module forms. Generally the sort name is the first several letters of the firm name. 
For example when creating a subcontract in the PM Subcontracts form for 'Bryan Electrical', you can enter the sort name 'bryan' in the Vendor field instead of the firm number '10042'. The sort name of a firm is set up using the Sort Name field on the PM Firms form.

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PM Meeting Minutes

Sent To Contact

Enter the contact that should receive the document(s) generated using the Create and Send feature, or press F4 to select one from a list. Only contacts associated with the firm selected in the Sent To Firm field can be selected.

Contacts are associated with firms using PM Firm Contacts .

Distribution defaults

When creating a new record, the Distribution tab will automatically populate with any PM firm contact set up as a distribution default.

For example, if a contact at an architecture firm should receive a copy of all drawing logs of document type 'ARCH', you can use the distribution default feature to set up that contact as a default for 'ARCH' documents. When drawing logs of that type are created, that contact will automatically populate on the Distribution tab.

Click here for more information on distribution defaults.

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PM Meeting Minutes

Send

Check this box if the contact should receive communications generated using the Create and Send feature.

When this box is not checked, the contact can be manually added to a Create and Send email but they will not automatically populate in the To, Cc, or Bcc fields on the Message tab of the PM Send Documents form.

Click here for an overview of the Create and Send feature.

If a communication has already been sent

If this contact was added to an email generated using the Create and Send feature, this box will be checked.

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PM Meeting Minutes

Preferred Method

Use this field to select which type of communication should be sent to the contact when using the Create and Send feature. This field defaults based on the preferred method set up using PM Firm Contacts.

  • M -Print — Print a hard copy of the generated PDF document(s). When this option is selected, the contact will not receive a copy of the email body text.

  • E -Email — Send the generated PDF document(s) using email. The email address of the contact is pulled from the Email field on the Info tab of the PM Firm Contacts form. F -Fax — Send the generated PDF document(s) suing fax. The system will use the fax number set up on the PM Firm Contacts form.

    Note:

    This option requires that you have a fax server set up in the Fax Server Name field on the Info tab of PM Company Parameters .

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PM Meeting Minutes

Send Type

Select how the contact should be added to the communication generated from the Create and Send feature: To, Cc, Bcc.

When a communication is created using the Create and Send feature (), the contact will automatically be added using the selection in this field.

Click here for an overview of the Create and Send feature.

If a communication has already been sent

If an email generated using the Create and Send feature has already been sent to the contact, this field will display how the contact was included on the last communication.

For example if the contact was added to an email in the To field on the PM Send Documents form, To will display in this field. When a new email is created using the Create and Send form, the contact will automatically populate in the Tofield.

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PM Meeting Minutes

Date Signed

Enter the date the contact signed the document.

Date field shortcuts

T or t Set the date to the current date.
MMDD

Four digit month and day

Enter a four digit month and date (MMDD) and the system will automatically add the current year.
+ The system will automatically set the date to tomorrow.
+5 The system will automatically set the date to 5 days in the future.

You can actually enter any value after the +, for example you can enter +7 to set the date to next week.

- The system will automatically set the date to the previous day.
-5 The system will automatically set the date to 5 days in the past.

Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week.

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PM Meeting Minutes

Notes

Enter any notes that relate to this contact. You can double click in the field if you need more space to enter information.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

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PM Meeting Minutes

Notes

Use this tab to enter any miscellaneous notes about this item. The space allowance is virtually unlimited.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

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Item

Enter the number for this item (0-99999), or enter + to have the system assign the next available sequential number.

If items were copied from an existing meeting using PM Copy Meeting, this field defaults the item numbers that were copied.

 

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PM Meeting Minutes

Original Item

Enter an item number if this meeting item is related to a previous meeting item.

This field will default to the source item if it was copied from an existing meeting.

 

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PM Meeting Minutes

Detail Exists

Display only checkbox, indicating whether or not item detail (lines) exists.

If checked, detail exists for this item on the Lines tab (of PM Meeting Minutes).

If not checked, no detail exists for this meeting minute item.

 

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Description

Enter the description of the meeting item. The description can be up to 60 characters long.

 

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PM Meeting Minutes

Minutes

Use this tab to enter any miscellaneous notes about this item. The space allowance is virtually unlimited.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

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PM Meeting Minutes

Initiator Firm

Enter the firm that initiated this item or press F4 to select it from a list. The firm must be set up using PM Firms.

Tip: The sort name can be used instead of the firm number when selecting firms in PM module forms. Generally the sort name is the first several letters of the firm name. 
For example when creating a subcontract in the PM Subcontracts form for 'Bryan Electrical', you can enter the sort name 'bryan' in the Vendorfield instead of the firm number '10042'. The sort name of a firm is set up using the Sort Name field on the PM Firms form.

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PM Meeting Minutes

Initiator

Enter the individual that initiated this item.

This must be a valid contact associated with the firm selected in the Initiating Firm field. Contacts are created and maintained using PM Firm Contacts.

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Responsible Firm

Enter the firm that is responsible for the item. Firms are created and maintained using PM Firms.

Tip: The sort name can be used instead of the firm number when selecting firms in PM module forms. Generally the sort name is the first several letters of the firm name. 
For example when creating a subcontract in the PM Subcontracts form for 'Bryan Electrical', you can enter the sort name 'bryan' in the Vendor field instead of the firm number '10042'. The sort name of a firm is set up using the Sort Name field on the PM Firms form.

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PM Meeting Minutes

Responsible Person

Enter the individual responsible for this item. The selected contact must be set up in PM Firm Contacts.

 

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Initial Date

Enter the date the item was initiated.

If the item was copied from an existing meeting using PM Copy Meeting or PM Meeting Minutes Copy , this field defaults the initial date from the source meeting item.

 

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Due Date

Enter the date of the meeting minute item.

If the meeting item was copied using PM Meeting Minutes Copy , this field defaults to the due date of the item that was copied.

 

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Finish Date

Enter the date the item was completed.

If the item was copied using PM Meeting Minutes Copy , this field defaults the finish date from the source meeting item.

 

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PM Meeting Minutes

Status

Enter the status of the item or press F4 to select it from a list. Statuses are created and maintained using PM Status IDs.

If you copied this item from an existing meeting using PM Copy Meeting or PM Meeting Minutes Copy , this field defaults the status from the source line.

 

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PM Meeting Minutes

Item Line

To create a new item detail, enter an ‘N’, ‘New’, or ‘+’ and the system will automatically create a new item line and assign it the next available number.

If this line was copied from an existing meeting using PM Copy Meeting, this field defaults the line number from the source line.

 

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PM Meeting Minutes

Description

Enter a description of the meeting line. The description can be up to 255 characters long.

If the line was copied from an existing meeting using PM Copy Meeting or PM Meeting Minutes Copy , this field defaults the description from the source line.

 

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PM Meeting Minutes

Responsible Firm

Enter the firm that is responsible for the line. Firms are created and maintained using PM Firms.

Tip: The sort name can be used instead of the firm number when selecting firms in PM module forms. Generally the sort name is the first several letters of the firm name. 
For example when creating a subcontract in the PM Subcontracts form for 'Bryan Electrical', you can enter the sort name 'bryan' in the Vendor field instead of the firm number '10042'. The sort name of a firm is set up using the Sort Name field on the PM Firms form.

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PM Meeting Minutes

Responsible Person

Enter the individual responsible for this line. The selected contact must be set up in PM Firm Contacts.

 

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Initial Date

Enter the date the item line was created.

If the line was copied from an existing meeting using PM Copy Meeting or PM Meeting Minutes Copy , this field will default from the copied line.

 

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Due Date

Enter the due date of the meeting item line.

 

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Finish Date

Enter the date this item was completed.

If line was copied from a previous meeting using PM Meeting Minutes Copy , the field defaults the finish date from the source line.

 

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Status

Enter the status of the line or press F4 to select it from a list.

Statuses are created and maintained using PM Status IDs.

 

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PM Meeting Minutes

Notes

Use this tab to enter notes about the item. The space allowance is virtually unlimited.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

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PM Meeting Minutes