Ideas for how to automate distributing Meeting Agendas and Minutes ?

Jocelyn Bailey

Hi, I am trying to create a meeting minutes template which both facilitates taking minutes against an agenda and also automates distribution of minutes to 'Attendees' when ready.

I am using multiple rows to list Agenda topics (under a parent Meeting Title line) and then logging the minutes for each topic in a neighboring column. The Attendees contact list is in child row #1.

Would anyone have an idea for how to send a chunk of rows to list of Attendees per meeting in an automated fashion? The idea being have a checkbox column for "Distribute Minutes" and send the correct rows to attendees when checked. The challenge is there isn't a way to group rows or for the automation to know which set of rows to send to same list of attendees...

Andrée Starå

Hi Jocelyn,

Maybe you could use an automated recurring report.

Would that work?

I hope that helps!

Have a fantastic weekend & Happy Holidays!

Best,

Andrée Starå

Workflow Consultant / CEO @ WORK BOLD

Andrée Starå

@Jocelyn Bailey To add: Two other options could be to copy the rows to the Attendees sheets or use automated actions combined with so-called helper columns.

Can you describe your process in more detail and maybe share the sheet(s)/copies of the sheet(s) or some screenshots? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, andree@getdone.se)

Jocelyn Bailey

Here is what I have so far -- I want to be able to figure out how to set a trigger to send the block of rows related to 1 meeting to the contacts in attendees column

Andrée Starå

Thanks!

We could use the Distribute Agenda? column and check the box in the parent and then have a formula in the children rows: =PARENT() so when you check the box in the parent, the children will get checked.

We'll then use an Automated Action to send the rows to the Attendees.

Would that work?

Andrée Starå

@Jocelyn Bailey

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Jocelyn Bailey

Hi, yes this helps solve choosing the rows and sending with automation, thanks!

The next challenge I'm looking at is automation of sending to the list of Attendees in column B. The problem is the attendees are only in 1 row. So when you 'Send to contacts in cell: Attendees' it only sends the 1 row that lists the attendees.

We could use the PARENT() trick but it would look a little messy -- any other ideas? Thanks!

Andrée Starå

Ok.

Unfortunately, as far as I know, it's not possible at the moment to collect the contacts together, but it's an excellent idea!

Please submit an Enhancement Request when you have a moment to have your vote added

✅Remember! Did my post help answer your question or solve your problem? Please help the Community by marking it as the accepted answer. It will make it easier for others to find a solution or help to answer!