How to install the Minute Taking Toolkit
Below are the detailed step-by-step guidance videos on installing the Minute Taking Toolkit. Before you begin, please follow this link to download the files required to set up the toolkit here: Minute Taking Toolkit Installation Files – NHSmail Support.
Before you get started with setting up the Minute Taking Toolkit, you will need to ensure that your NHSmail user policy permits access to Microsoft Power Automate Flow and that you have a Team in Microsoft Teams. If you are unsure about these pre-requisites, talk to an IT administrator in your organisation.
1. Set up Lists to track responses
In order to use the toolkit, you will need to create 3 Lists:
- ‘List of Meeting Attendees’: This list is used to keep track of attendees’ responses once you have shared the meeting minutes with them. Attendees can choose to make comments on the document or approve the document without making comments. Please add the contact details for all attendees’ to this list. Once they have reviewed and approved the minutes, their response will be captured in this list.
- ‘Final Approval Status’: This list is used to keep track of a document’s final approval status by the Meeting Chair. Please add the Meeting Chair’s email address to this list. This list is used to track the Meeting Chair’s review. When they have completed their review and approved the minutes, the list will be updated to reflect that the minutes have been approved.
- ‘Secretary’: The Meeting Organiser’s email address will be stored in this list. After we set up the list, you will be able to add the Meeting Organiser or Secretary’s email address to the list. Please note that this should be the email address of the person who will upload the document to start the approval flow.
2. Set up Flow Connections
For the next part of the installation process, you need to navigate to flow.microsoft.com and sign in using your NHSmail credentials. If this is your first time using Power Automate, you will need to set up connections in your environment before uploading the flows. If you have used Power Automate before and already have connections set up in your environment (specifically: Approvals, Office 365 Outlook, Office 365 Users, SharePoint, and Microsoft Teams), you can skip to the next section of the guidance.
3. Install the Minute Taking Flow
This flow is triggered when a new meeting transcript document is saved to a folder called ‘Transcriptions’. When the file is saved, the ‘Minute Taking Flow’ is triggered, notifying all meeting attendees (not including the Meeting Chair) that the meeting minutes are ready for their review. The flow also records the attendees’ responses, including any comments.
4. Install the Approval Flow for the Chair
When all meeting attendees have reviewed the meeting minutes, added their comments and approved the minutes, the Secretary or Meeting Organiser will be notified. Then, they can review the attendees’ comments, and upload the latest version of the minutes in a folder called ‘Ready for Review’. When the file is saved, the ‘Approval flow for the chair’ is triggered, notifying the Meeting Chair that the meeting minutes are ready for their review.
5. Install the Today’s Date Flow
This flow is triggered every day to update the TodayDate column in the SharePoint List ‘List of meeting attendees’ we created earlier. We linked this column to the ‘Days to Deadline’ column in the list to enable the list to calculate the days between the current date and the deadline for attendees to review the meeting minutes.
6. Install the Reminder Flow for Attendees
This flow is triggered when a new meeting transcript document is saved to a folder called ‘Transcriptions’. When the file is saved, both the ‘Minute Taking Flow’ and the ‘Reminder for Approval Flow’ are triggered.
However, there is an intentional delay step in the ‘Reminder for Approval Flow’, which gives attendees some time to respond before they are sent a reminder to review the minutes. When setting up this flow, you can instruct it on how long the flow should wait before sending the first reminder, as well as the frequency of subsequent reminders that will be sent until the meeting attendee reviews the meeting minutes.
7. Install the Reminder Flow for the Chair
This flow is triggered when a new meeting transcript document is saved to a folder called ‘Ready for Review’. When the file is saved, both the ‘Approval Flow for the Chair’ and the ‘Reminder Flow for the Chair’ are triggered.
However, there is an intentional delay step in the ‘Reminder Flow for the Chair’, which gives the Meeting Chair some time to respond before they are sent a reminder to review the minutes. When setting up this flow, you can instruct it on how long the flow should wait before sending the first reminder, as well as the frequency of subsequent reminders that will be sent until the Meeting Chair reviews the meeting minutes.
Once you have finished setting up the flows, you are ready to use the Minute Taking Toolkit. For detailed instructions on using the toolkit, please visit this page: Minute Taking Toolkit Introduction and Use.
| Last Reviewed Date | 25/05/2022 |
