Integration with advanced business systems

MinuteMe allows your meetings to be linked and integrated with your advanced business systems such as legal practice management and customer relationship management software.

With these integrations, you can link up your client or customer record with meetings in MinuteMe to record the agenda, minutes, action items, private notes and documents.

MinuteMe allows you to integrate with:

• Smokeball

Smokeball

Smokeball was founded by Australian technology leaders with over 25 years of experience in delivering impactful legal technology products designed to help lawyers focus on what matters.

Smokeball and MinuteMe have teamed together to improve the administration of law firm client Matter and internal (non-client) meetings. MinuteMe provides a solution to manage meetings in a more productive and effortless way, supporting lawyers to keep on top of their workload and reduce stress.

This solution provides:

• The ability to easily manage all client matter meetings from one location in MinuteMe, with all meeting outputs transferring directly to the Smokeball client matter record.

• The ability to easily manage all firm related administrative and management (non-client) meetings in MinuteMe, with the option for all client related meeting outputs transferring directly to the Smokeball client matter record.

• A seamless transfer of open client matter details to easily set up meetings in MinuteMe with the same Smokeball reference and key information.

• The ability to be able to open Smokeball on a linked matter from within MinuteMe.

• For firm internal meetings where the series is not linked with a matter, and where multiple matters may be discussed, the ability to link an individual topic to a matter in Smokeball including any associated actions.

• Two-way synchronisation of MinuteMe meeting actions with Smokeball tasks to continue managing all your tasks in the one location.

• The ability to search Smokeball contacts and staff from MinuteMe to add meeting attendees with ease.

• A professionally formatted agenda and minutes PDF that can be saved in the Smokeball matter automatically once sent.

• The ability to synchronise MinuteMe with Outlook 365 or Google Calendars and to be able to select the matter.

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Connect with Smokeball

Essentially, a Firm in Smokeball is linked with a Workspace in MinuteMe. This workspace may have client meetings (i.e. linked with a matter in Smokeball) as well as any internal administrative meetings (i.e. meetings that are not linked with a matter).

In order to retrieve matter details, perform staff and contact look-ups, manage tasks and save documents to Smokeball, the workspace must be linked with Smokeball. The link is created by a single Smokeball user from the firm using the following steps:

1. Authorize MinuteMe to access your firm’s Smokeball data.

2. Choose the workspace that will house your client and internal meetings.

3. Upload your firm’s logo to your workspace.

Authorize MinuteMe to access Smokeball data

Link up with Smokeball via the Integrations tab on your Profile & settings page accessed via your avatar from the left navigation menu.

MinuteMe will only access the following data in your Smokeball account:

• Summary details of open matters (such as title, reference, contacts and staff)
• Contacts (name and email) and Staff (name and email)
• Tasks that have been saved to Smokeball from MinuteMe
• Files that have been saved to Smokeball from MinuteMe

Connect Smokeball to your workspace

After you have authorized MinuteMe to access your Smokeball data, select the Workspace from the Choose a workspace dropdown and click Save.

Once connected, any series in this workspace can now be assigned a matter.

Upload your firm’s logo to your workspace

Upload your firm’s logo to be displayed in the agenda and minutes PDF that is generated by MinuteMe.

Read how to upload a workspace logo in the Workspaces help guide.

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Assigning a Matter to a meeting

All meetings for a specific matter will be grouped together in a series. Therefore, it is the series that is linked with a matter.

The matter can be assigned to a series when the meeting is created, or at a later stage by editing the meeting details.

Assigning a matter to a series will automatically set the series title based on the matter details - however each meeting in the series can have its own title depending on the nature of the individual meeting being held. If any of the matter details are updated in Smokeball, the series title will be updated automatically.

For information about adding a series, refer to the Add the meeting section of the Quick Start Guide.

For information about editing an existing series, refer to the Editing a series section of the Series help guide.

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Assigning a Matter to a meeting topic

In a series that is not linked with a matter, individual topics can be linked with a matter. This will be useful in a weekly team meeting where multiple matters are discussed.

When a topic is assigned to a matter:

• action items created on that topic will be immediately added to the matter as tasks
• notes for the topic will be saved as a memo on the matter when the minutes are sent.

To link a topic to a matter select the action menu and choose Link topic to matter from the menu:

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Add Smokeball Calendar event to MinuteMe via Outlook

If your calendar is hosted with Microsoft 365 Outlook you can easily add a pre-scheduled meeting to a new or existing series in MinuteMe.

From your Outlook Calendar dashboard select a meeting to import into MinuteMe.

• If there is a matter assigned to this meeting, MinuteMe will recognise it as a match and preselect the matter in the Matter dropdown.
• If the matter is not assigned to this meeting in Outlook, you may choose to add the meeting to an existing series (if the matter already has meetings in MinuteMe), or to a new series.

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Add Smokeball Calendar event to MinuteMe via Google Calendar

If your calendar is hosted with Google Calendar you can easily add a pre-scheduled meeting to a new or existing series in MinuteMe.

From your Google Calendar dashboard select a meeting to import into MinuteMe.

• If there is a matter assigned to this meeting, MinuteMe will recognise it as a match and preselect the matter in the Matter dropdown.
• If the matter is not assigned to this meeting in Outlook, you may choose to add the meeting to an existing series (if the matter already has meetings in MinuteMe), or to a new series.

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Setting the attendees and permissions

In order to accurately reflect the agenda of a meeting it is important to note who was invited to the meeting, and in order to accurately reflect the minutes of a meeting it is important to note who attended.

When adding a meeting to MinuteMe manually or via your Outlook calendar, you will be required to enter the list of invitees and permissions. Any person that is invited to (or attends) the meeting should be added - noting that a person’s email address is required to add them to a meeting.

It is possible, however, to set their access level so that they have no access to the meeting in MinuteMe - in this case choose an Access level of None.

It is also possible to grant access to a meeting for someone who was not invited to attend.

For more information, refer to the Attendees and meeting permissions section in the Meeting details help guide.

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Saving the Topics to Smokeball

After the agenda or minutes are completed, you can generate a professional-looking PDF that can be saved directly to the matter in Smokeball. The PDF will be saved in a folder called Meetings (MinuteMe) on the linked matter in Smokeball.

Choose the option to Save PDF agenda to Smokeball when you send the agenda or Save PDF minutes to Smokeball when you send the minutes.

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Open the Matter in Smokeball from within MinuteMe

Once a series is linked with a matter, the Smokeball matter can be opened directly from within MinuteMe (provided it is installed on your device).

Choose View in Smokeball from the action menu next to the meeting title.

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