Skip to main content
Question

Best Structure for Meeting and Minutes

  • September 7, 2017
  • 0 replies
  • 174 views
I have a Projects table and I would like to record minutes of meeting in relation to each project as well as allied actions.  What is the best structure to deal with it: 

Projects  1TM Meetings

Meetings 1TM Items (minutes) 

I am stuck here how to deal with Action Items whether I need to link these to the meeting and if so how can this also be linked to the right project.    

My preferred solution is that user adds a new meeting with meeting dates etc and then selects the right project  followed by action  against each project.

Will appreciate some insight.  
      This topic has been closed for replies.

      • MCFNeil
      • Registered
      • September 7, 2017
      I'd recommend having the Action Items = Minutes.

      Basically in your meeting, you will click a button to add a minute, and some of the minutes might have some action to be completed, and assigned to somebody.  Others will not.

      That way you can have the notes and items in once level, and reports and follow-up will be much easier.
      • ArshadKhwaja
      • Author
      • Registered
      • September 7, 2017
      Thanks Matt.  How do I identify action items to the right project?  Would this have an indirect relationship? 
      • MCFNeil
      • Registered
      • September 7, 2017
      You can do it indirectly, or with a direct connection.  I'd recommend direct.  

      You will want to modify the button to "Add Notes" to also write the value for the related project, not just the related meeting.  Saves time and dropdowns when you are in a fast paced meeting.
      • ArshadKhwaja
      • Author
      • Registered
      • September 8, 2017
      Thanks and that change to Add Button will be addition to the script therein? Could you give me an example? 
      Arshad,

      What Matthew means is that you also need to populate the field for say [Related Initiative]

      In this button below from your app, the Action is now connected to both a Minute and an Initiative by two relationships.  So the Add Action button needs to populate both field IDs 11 and 13.

      Like this
      URLRoot() & "db/" & [_DBID_ACTIONS] & "?a=API_GenAddRecordForm&_fid_11=" & URLEncode ([Record ID#])
      & "&_fid_13=" & [Related Initiatives]

      & "&z=" & Rurl()
      Terms & ConditionsAccessibility statement