SugarCRM SupportProduct GuidesSugar Versions10.010.0 ProfessionalSugar Professional 10.0 Application GuideMeetings

Meetings

Overview

Sugar's Meetings module is used to track meetings which can be related to other Sugar records that represent the attendees or topic of discussion. You can schedule upcoming meetings that remind you when the scheduled time approaches or log meetings you have already held to keep a record of the discussion. Meeting records can have multiple attendees, both inside and outside Sugar, and include the ability to send invitations as well as reminder emails. When a meeting is repeated on a regular schedule, you can configure it to recur. 

Sugar's Calendar module displays your meetings and allows you to create meetings directly from your calendar. Meetings can also be viewed and created via the Planned Activities dashlet on a contact or other related module record. For example, a contact record's Planned Activities dashlet displays Sugar meeting records that are related to the contact. Creating a meeting from the dashlet creates a relationship between the records automatically. 

This documentation will cover using the Meetings module. For general usage instructions concerning views and actions that are common across most Sugar modules such as creating, editing, and deleting records, please refer to the Working With Sugar Modules section of this page.

Please note that you will only be able to see meeting records as allowed by your team membership, user access type, and assigned roles. For more information on teams and roles, please refer to the Team Management and Role Management documentation in the Administration guide.

Meeting Fields

The Meetings module contains a number of stock fields which come out-of-the-box with Sugar. For information on using and and editing various field types, refer to the User Interface documentation. The following definitions are suggested meanings for the fields, but the fields can be leveraged differently to meet your organization's needs. Users with administrator or developer access can alter, add, or remove fields via Admin > Studio. For more information on configuring fields, please refer to the Studio documentation in the Administration Guide.

Field Description
Assigned To The Sugar user assigned to the meeting

Note: The user in the "Assigned to" field cannot be removed from a meeting's guest list.

Comment Log A shared log of messages, comments, or other text, including the name of the user that added the log entry and the date and time it was added. It is possible to tag other users and link to other Sugar records in Comment Log entries by inserting a clickable pill; see the User Interface documentation for more details.
Created By The Sugar user who created the meeting
Date Created The date the meeting record was created
Date Modified The date the meeting record was last modified
Description A description or other information about the meeting
Display URL

The URL to access the meeting if hosted by an external application (e.g. WebEx, GoToMeeting, etc.)
Note: This is a dependent field that appears when a value other than "Sugar" is selected as the meeting type.

Email Reminder Time Send a reminder email to all meeting guests at a specified duration prior to the meeting's start time
End Date The end date and time of the meeting
Location The meeting location
Meeting Password

The password to access the meeting via WebEx, GoToMeeting, etc.

Note: This is a dependent field that appears when a value other than "Sugar" is selected as the meeting type.
Meeting Type

The application (e.g. Sugar, WebEx, GoToMeeting, etc.) hosting the meeting

Note: External meeting accounts (e.g. WebEx, GoToMeeting) are added to the Meeting Type field when users connect to their account via the External Accounts tab in their user preferences. For more information on connecting to external applications, please refer to the External Accounts Tab section in the Getting Started documentation.

Modified By Name The name of the Sugar user who last modified the meeting record
Popup Reminder Time

Trigger a reminder popup alert to all Sugar user guests at a duration prior to the meeting's start time.

Note: Users must be logged into Sugar in an open browser window in order to receive the popup reminder.

Related To The related module record associated with the meeting
Repeat Type For a recurring series of meetings, the timespan unit (e.g. Every x days = "Daily", Every x weeks = "Weekly") to use for the interval of time between recurrences
Repeat Interval

Shown when Repeat Type does not equal "None", the number of units in the "Repeat Type" field that should pass between recurrences, for example:

  • Every three days : Repeat Type = "Daily"; Repeat Interval = "3"
  • Every other week : Repeat Type = "Weekly"; Repeat Interval = "2"
  • Each year : Repeat Type = Yearly; Repeat Interval = "1"
Repeat Shown when Repeat Type does not equal "None"; Select "Until" to set a hard end date to recurrences or "Occurrences" to specify the number of times to repeat the meeting
Repeat Until Shown when "Repeat" equals "Until", the date of the last occurrence in the series
Repeat Occurrences Shown when "Repeat" equals "Occurrences", the number of meetings in the series
Repeat on Days of Week Shown when "Repeat Type" equals "Weekly", the day(s) of the week that the meetings will occur in the recurring series
Custom Date (monthly) Shown when "Repeat Type" equals "Monthly", select "Each" to specify a certain day(s) of the month or "On the" to set a variable such as the first Monday of each month
Custom Date (yearly) Shown when "Repeat Type" equals "Yearly", select "None" to repeat the meeting on the same day every year or "On the" to set a variable such as the last Friday of each year
Start Date The date and time that the meeting or first meeting in the series of recurring meetings is scheduled to begin
Status The current status (e.g. Scheduled, Held, Canceled) of the meeting record
Subject The subject of the scheduled meeting
Tags User-created keywords that can be used to identify records in filters, dashlets, and reports
Note: For more information on creating and using tags, please refer to the Tags documentation.
Teams The Sugar team(s) assigned to the meeting record

Meetings Color Codes

When viewing the Meetings list view and the Meetings dashlet, the start date may be highlighted in blue or red. This allows users to quickly view scheduled meetings that are either overdue or start within the next 24 hours. Please note that the start date will not be highlighted for meetings with a status of "Held" or with a start date in the future (beyond 24 hours from current date and time).

meetingslistview

The start dates in the Meetings list view are highlighted as follows:

  • Blue : The meeting has not been held, and the start date occurs within the next 24 hours.
  • Red : The meeting has not been held, and the start date has passed.

Please note that you can only see meeting records as allowed by your team membership, user access type, and assigned roles. For more information on teams and roles, please refer to the Team Management and Role Management documentation in the Administration Guide.

Working With Sugar Modules

While the Meetings module has some features that only apply to meetings, it also uses the Sidecar user interface that most Sugar modules are based on. In the table below, the left column contains links to the User Interface page covering topics that are applicable to all Sidecar modules. The right column has links to sections of the current page that cover topics specific to meetings.

Meeting Menus

The Meetings module contains various options and functionality which are available via menus in the module tab, list view, and record view. The following sections present each menu and its options with links to more information about each option in the User Interface documentation or, for Meetings-specific functionality, within this page.

Module Tab Menus

The Meetings module tab is typically found by clicking the "More" icon represented by three vertical dots to the right of the module tabs on the navigation bar. The additional modules will appear on the list, and you can click "Meetings" to access the list view. Once the Meetings tab displays on the navigation bar, you can click the triangle on the tab to display the Actions, Recently Viewed, and Favorites menus. The Actions menu allows you to perform certain actions within the module. The Recently Viewed menu displays the list of meetings you most recently viewed. The Favorites menu displays the list of meetings that you most recently marked as favorites.
711-module-tab

The Actions menu allows you to perform the following operations:

Menu Item Description

Schedule Meeting

Opens the record view layout to create a new meeting
View Meetings Opens the list view layout to search and display meetings
Import Meetings Opens the import wizard to create or update meetings using external data

If you do not see the Meetings module tab in Sugar, please check the following:

  • The Meetings module may be marked as hidden in your user preferences which will prevent the module tab from being displayed. Navigate to your user profile (upper right of Sugar), click the Advanced tab, and check the Layout Options section. If you see the Meetings module in the Hide Modules list, simply move it to the Display Modules list. For more information on hiding and displaying modules, please refer to the Layout Options section of the Getting Started documentation.
  • The administrator may have disabled the Meetings module for your entire Sugar instance. Reach out to your Sugar administrator to have the Meetings module displayed. For more information on displaying and hiding modules throughout Sugar, please refer to the Developer Tools documentation in the Administration guide.

List View Menus

The Meetings list view displays all meeting records and allows for searching and filtering to locate specific meetings. You can see the basic details of each record within the field columns of the list view or click a meeting's name to open the record view. To access a module's list view, simply click the module's tab in the navigation bar at the top of any Sugar page.

List View Mass Actions Menu

The Mass Actions menu to the right of the checkbox option in the list header allows you to perform mass actions on all currently selected records. You can use the checkbox on each record's row to select individual meeting records or click the checkbox in the list header to select all records displayed on the current set of list view results.
711-mass-actions

The Mass Actions menu allows you to perform the following operations:

Menu Item Description
Mass Update Mass update one or more meetings at a time
Delete Delete one or more meetings at a time
Export Export one or more meetings to a CSV file

List View Record Actions Menu

The Record Actions menu to the far right of each record's row allows you to perform actions on the individual meeting directly from the list view.
listviewmenu

The list view's Record Actions menu allows you to perform the following operations:

Menu Item Description
Preview (Eye icon) Preview this meeting in the intelligence pane
Edit Edit this meeting
Close Close this meeting
Note: Shown only for meetings that do not have a status of "Held"
Delete Delete this meeting
Delete All Recurrences Delete this meeting and all other meeting records in this meeting's series
Note: Shown only for meetings that are one in a recurring series

Record View Actions Menu

The Meetings record view displays a single meeting in full detail including its fields, subpanels of related records, and activity stream. To access a meeting's record view, simply click a hyperlinked meeting name from anywhere within Sugar. The record view's Actions menu appears above the record's details and allows you to perform various operations on the current record.
meetingrecordmenu

The Actions menu allows you to perform the following operations:

Menu Item Description
Edit Edit this meeting
Edit All Recurrences Edit this meeting and all other meeting records in this meeting's series
Note: Shown only for meetings that are one in a recurring series
Share Share a link to this meeting via email
Copy Duplicate this meeting to create a new meeting
Delete Delete this meeting
Delete All Recurrences Delete this meeting and all other meeting records in this meeting's series
Note: Shown only for meetings that are one of a recurring series

Close and Create New

Close this meeting as "Held" and create a new copy of the meeting
Note: Shown only for meetings that do not have a status of "Held"
Close Close this meeting as "Held"
Note: Shown only for meetings that do not have a status of "Held"

Meeting Guests

The following guests are automatically added to a meeting's guest list:

Automatic Guest To Remove the Guest
The lead or contact in the "Related to" field, if any This guest can be removed from the guest list at any time. If a lead or contact record is related to a meeting but is not on the guest list, then you will not see the meeting in the person's Meetings subpanel.
The user who created the meeting This guest can be removed from the guest list after initially saving the meeting. Create and save the meeting, click "Edit", and then click the Remove (-) button next to the created-by user's row in the Guests panel. 
The user in the "Assigned to" field for the meeting record The assigned user cannot be removed from the guest list. If you need to remove the assigned user from the guest list, you must first re-assign the meeting to a different user. Once the meeting record is assigned to a new user, the original user will remain a guest until removed via the Remove (-) button.

Users may add additional guests (e.g. contacts, leads, users) to meetings via the Guests panel in the meeting's record view.

Adding via the Guests Panel

Use the following steps to add attendees via the Guests panel:

  1. Navigate to the Meetings module and create a new record or edit an existing record.
  2. Scroll to the Guests panel and click on the Add (+) button located on the far right.
    calladdguest
  3. To add a guest, type in the name of the lead, contact, or user via the search bar that appears or select "Search for more..." to search the Contacts list view. To remove a guest, click the Remove (-) button to the right of the guest's row.
    Note: The user in the "Assigned to" field on the meeting record cannot be removed from a meeting. To remove the assigned user from the guest list, re-assign the meeting to a different user first.
    callguestsearch2
  4. Click "Save" or "Save and Send Invites" if you would like Sugar to send email invitations to the guests. 
    Note: Confirm that the guests' Sugar records have valid email addresses prior to clicking "Save and Send Invites". If a guest has no email address or their email address is marked as invalid, Sugar cannot email them an invitation to the meeting. A message and icon will alert you when adding the guest and when viewing the meeting's record view. 
    callguestsearch

Once the guest has responded to the email invitation, their acceptance status will appear as a color-coded badge next to their name.
callguestattending

Adding via Create a Guest

Use the following steps to create a new contact and add them as a meeting guest:

  1. Navigate to the Meetings module and create a new record or edit an existing record.
  2. Scroll to the Guests panel, click on the Add (+) button, and then click on "Search for more..." to expand the Contacts list view.
    callguestsearchmore
  3. At the top of the list view, click the Create button and fill out the appropriate fields to create a new contact. Once completed, save the new contact record and Sugar will automatically add the contact to the guest list for the meeting.
  4. Confirm the remaining fields and guests are configured appropriately and then save the meeting.

Recurring Meetings

Meetings can be saved as recurring events so that users do not have to create individual meeting records for regularly occurring events. Recurrences may occur daily, weekly, monthly, or yearly. When a recurring meeting is saved, Sugar creates a series of individual meeting records so that all recurrences appear in the Meetings list view.

Note: If a user creates a recurring meeting but the start date does not match the specified recurrence day(s) of the week, the start date will reset to the first matching day after the meeting's Date Created.

Creating Recurring Meetings

To schedule a series of recurring meetings, follow the instructions below. As an example, we will schedule a 30-minute meeting that recurs every other Thursday until the end of the 2017 calendar year.

  1. Navigate to the Meetings module and create a new record.
  2. In the Start Date field, enter the date and time that the first Thursday meeting will occur and set the End Date for the same day but 30 minutes later.
    createrecurring
    Note: If a recurring meeting's start date does not match the meeting's recurrence day(s) of the week, the start date will reset to the first matching day-of-week after the meeting's Date Created.
  3. To create a series of meetings, expand the field labeled "Repeat Type" and select an interval from the dropdown list. Our use case requires an interval of weeks (e.g. every two weeks), so we will select "Weekly" and specify our interval number in the next step.
    meetingrepeattype
  4. Upon choosing a Repeat Type value, a new row of fields will appear on the form to gather the series information.
    meetingrepeattype2
    The fields displayed are dependent upon the values you select as you go. Please refer to the Meeting Fields section for complete details on the available options. To schedule a meeting that recurs every other Monday until the end of the 2020 calendar year, set the following values:
    • Repeat Interval : 2
    • Repeat on Days of Week : Mon
    • Repeat : Until
    • Repeat Until : 2020-12-31
  5. Confirm that the remaining fields and guests are configured appropriately.
  6. Save the record and confirm that all recurrences appear as separate records in the Meetings module's list view.

Editing All Recurrences via Record View

Recurring activities will display the option to edit all occurrences of the activity in the record's actions menu. This option will affect all of the meeting records in a series, even if some of the meetings have been closed and set to "Held". Use the following steps to edit all recurrences in a series of meetings via the record view:

  1. Navigate to the record view of any meeting in the series of recurring meetings.
  2. Select "Edit All Recurrences" from the Actions menu.
    meetingeditrecurr
  3. Edit the meeting record as needed.
  4. Then click on "Save" or "Save and Send Invites" to apply the changes to all held and unheld meetings in the series.
    meetingsavesendinvite

Deleting All Recurrences via Record View

Recurring activities will display the option to delete all occurrences of the activity in the record's actions menu. This option will affect all of the meeting records in a series, even if some of the meetings have been closed and set to "Held". Use the following steps to delete all recurrences in a series of meetings via the record view:

  1. Navigate to the record view of any meeting in the series of recurring meetings.
  2. Select "Delete All Recurrences" from the Actions menu.
    meetingdeleterecurr
  3. A pop-up message will display asking for confirmation. Click "Confirm" to delete all held and unheld meetings in the series.

Deleting All Recurrences via List View

Recurring activities will display the option to delete all occurrences of the activity in the record's actions menu in the list view. This option will affect all of the meeting records in a series, even if some of the meetings have been closed and set to "Held". Use the following steps to delete all recurrences in a series of meetings via the list view:

  1. Navigate to the Meetings list view by clicking the Meetings module tab.
  2. Use the Module Search to find the meeting in the series of recurring meetings that you wish to delete.
  3. Click the Record Actions Menu to the far right of the record's row and select "Delete All Recurrences".
    deleterecurrlistview
  4. A pop-up message will display asking for confirmation. Click "Confirm" to delete all held and unheld meetings in the series.

Meeting Reminders

Sugar can remind guests when a meeting is scheduled to begin soon. Reminders can be sent via email to all of the guests or via pop-up to all user guests prior to the meeting's scheduled start date and time. By default, a user must set reminders when creating or editing the activity, but users can configure default reminders via their User Preferences, which will automatically set a default reminder time for meetings they create in Sugar.

Note: The instance's outbound mail server must be configured via Admin > System Email Settings in order for email reminders to be sent out. For more information on setting up the system email settings, please refer to the Email documentation in the Administration Guide.

Email Reminders

Email reminders can be set for any meeting record relative to its start date and time. The reminders are emailed to all guests with valid email addresses including non-Sugar users.

To schedule email reminders, select a time interval from the meeting's Email Reminder Time field:
meetremindertime

Popup reminders can be set for any meeting record relative to its start date and time. Popup reminders appear for Sugar users on the meeting's guest list who are logged into Sugar in an open browser window at the time the reminder pops up.

To schedule popup reminders, select a time interval from the meeting's Popup Reminder Time field:
meetingpopuptime

Closing Meetings

Once a meeting has taken place, a user can close the meeting record, which changes the meeting's status to "Held". The "Close" option only appears for meetings that are considered open, or not "Held". Open meetings are shown in the Planned Activities dashlet on the record view of related records and guests (e.g. Contacts, Leads, etc.). After closing a meeting, Sugar will move it from the Planned Activities dashlet to the History dashlet and the meeting record's status will display "Held" wherever it is viewed.

Closing via Record View

An open meeting's record view allows you to simply close the current meeting record or use "Close and Create New" to close the meeting and create a new meeting with the same details simultaneously. "Close and Create New" is often used when a user wants to log a completed meeting and easily schedule a follow-up meeting with the same people about the same topic.

To close a meeting record via its record view, click on the meeting to open its record view. Expand the record's Actions menu and select "Close" or "Close and Create New".
closemeetingrecordview

Depending on your selection, you will experience different results:

  • Close : Instantly changes the meeting's status to "Held" and displays a Success message.
  • Close and Create New : Instantly changes the meeting's status to "Held", displays a Success message, and opens a quick-create drawer for a new meeting record with the same values, guests, relationships. and other field values as the held meeting. The only field that is not copied from the original record is the status field, which will revert to "Scheduled" for the new meeting. Simply adjust the dates, times, and other information as needed, and save the new meeting as usual.

Once a meeting is closed, the closing options will no longer appear in the Actions menu.

Closing via List View

Use the following steps to close a meeting record via the list view:

  1. Click the Meetings tab to navigate to the Meetings module's list view.
  2. Use the Module Search to find the Meeting record(s) you wish to close.
  3. Click the Record Actions Menu to the far right of the record's row and select "Close".
    closelistview

Sugar instantly changes the meeting's status to "Held" and displays a Success message.

Closing via Dashlet

The Planned Activities dashlet is available for home page dashboards and on the record view's intelligence pane for Sidecar modules. From the home page dashboard, the Planned Activities dashlet displays all upcoming calls and meetings assigned to you or your team depending on your chosen filters. When viewing the Planned Activities dashlet from a record's intelligence pane, the calls and meetings shown are only those that are related to the record you are viewing. For example, when viewing the contact record for Joe Smith, the Planned Activities dashlet in the intelligence pane will show only the upcoming calls and meetings with Joe Smith on the guest list. For more information about the Planned Activities dashlet, please refer to the Intelligence Pane documentation.

Use the following steps to close a meeting record via the Planned Activities dashlet:

  1. Navigate to your home page's dashboard or the record view that contains the Planned Activities dashlet showing the meeting you would like to close.
  2. If necessary, click the Meetings tab on the Planned Activities dashlet to find the meeting.
  3. Click the Held (x) button to the right of the meeting's row in the dashlet.
    held-meeting-781
  4. A pop-up message will display asking for confirmation. Click "Confirm" to move the meeting to the record's History dashlet with the status "Held".

Calendar Module and Meetings

The Calendar module displays a user's calendar including their Sugar activity records. You can view, schedule, and manage calls, meetings, and tasks directly within the calendar, allowing you to plan your time with full access to other scheduling commitments.

Viewing via Calendar

The Calendar module allows users to schedule, view, and manage activities (calls, meetings, tasks) in Sugar. Meeting records are displayed in blue on the calendar and you can click the corresponding cell to view the meeting's details. You can also click the Info (i) icon in the meeting's cell for a quick view of additional details (e.g. Subject, Start Date & Time, etc.) of the meeting without navigating away from the calendar.
Meeting7.6_calendar_view

For more information on viewing and managing meetings on the calendar, please refer to the Calendar documentation. Users also have the ability to view other user's scheduled activities via the shared calendar option. For more information on viewing the shared calendar, please refer to the Calendar documentation.

Please note that you can only see meeting records as allowed by your team membership, user access type, and assigned roles. For more information on teams and roles, please refer to the Team Management and Role Management documentation.

Creating via Calendar

There are two ways to create meetings from the Calendar module. The first method is via the Schedule Meeting option in the Calendar's module tab. This will open the meeting's record view in edit mode so that you can create a new meeting record. For more information on creating meeting records, please refer to the User Interface documentation and the various meeting-specific sections above.
schedulefromcalendar

The second method is to create the meeting directly within the Sugar calendar. For more information on navigating and viewing the calendar, please refer to the Calendar documentation. Use the following basic steps to create a meeting via the Calendar module:

  1. Navigate to the calendar in Sugar by clicking on the Calendar module tab.
  2. On the calendar grid, click directly on the cell corresponding to the date and time you wish to schedule the meeting.
    click-calendar
  3. An alert will appear asking if you would prefer to create a task or call record. To continue creating a meeting, click on the Close (x) icon on the alert.
    meetingalert
  4. You will now see the meeting's record view in edit mode so that you can create a new meeting record. Complete the meeting's fields as described in the User Interface documentation and the various meeting-specific sections above.

Editing via Calendar

Once meetings are scheduled in Sugar, they appear in the assigned user's calendar based on the specified due date and time. You can click the Info (i) icon on the meeting's calendar cell to view additional information about the meeting.
Calendar ViewingCell

The Additional Details popup window displays a Pencil icon on the upper right, which opens up the meeting's full record view for users to make any changes as necessary.
Calendar EditingRecords

Click "Save" to preserve any changes made to the meeting record.

Last modified: 2020-03-31 23:22:10