App Features

Minutas Teams includes several functionalities that allow you to do the following:

• Create, manage, and share your meeting minutes.
• Create and manage meeting invitations.
• View your subscription details.

Integration with Microsoft Office 365 y Microsoft Teams

The Minutas Teams app can be used exclusively in the context of a Microsoft Office 365 business subscription directly within Microsoft Teams. Currently, Minutas Teams cannot be used as a standalone application from the internet or in some other third-party application platform. Minutas Teams uses existing Microsoft Teams users and teams to make it easier to capture and organize information.

Subscriptions

To use Minutas Teams it is necessary to have a subscription to the online service that supports the operation of the application. The service is offered in the form of annual subscription plans. There are different plans that provide the same functionality to users, the only difference is the number of minutes that can be created in each different plan. Trial subscriptions are available for organizations that need to test the service before formally signing up.

Install Minutas Teams for Personal Use

From the Teams main menu, select "Applications" to open the Microsoft Teams application store. You can search by name or directly in the Productivity applications. Select Minutas Teams and on the application detail screen, click the "Add" button. Click on the image below to see how to do it.

Install Minutas Teams for a Team

From the Teams main menu, select "Applications" to open the Microsoft Teams application store. You can search by name or directly in the Productivity applications. Select Minutas Teams and on the application detail screen, click on the "Add to a team" button that is displayed when the "Add" button is displayed. Select the computer to which you want to add the application and then click on the "Configure a tab" button. Finally click on the "Save" button.

Uninstall the personal app Minutas Teams

In the Teams main menu, click the "More Added Applications" button to display the list of applications you have installed. Right click on the Minutas Teams icon and select "Uninstall". You will be shown a message to confirm that you want to remove the application.

Uninstall Minutas Teams from a Team

On the team where you want to delete Minutas Teams, display the app menu, and select the "Remove" option. On the screen that will appear, click on the "Delete" button.

Main Screen

The Minutas Teams home screen has the following components:

1. Welcome message.
2. Consumption indicator: It shows you the number of minutes you have created in the current group or team. Hover your cursor over the word "Details" to see a summary of your subscription's updated minute usage.
3. Main actions: "Create a new minute" and "Create a new meeting".
4. Main work area: Space where the created minutes will be displayed.
5. Additional actions: The "Search" button allows you to search for minutes. The "Statistics" button shows you progress on the tasks created in the minutes.
6. Application menu: Secondary commands of the application. "Configuration" displays the configuration screen, "Rename" allows you to rename the tab and "Remove" allows you to remove the application from the current computer.
7. Main navigation: Indicates which section of the application you are currently in and allows you to return to the application's home screen.

Minutes and Meeting Invitations

In Minutas Teams you can capture 2 types of content: Minutes and Meeting Invitations. A minute is created during or after the meeting in order to document it. A meeting invitation is created for a meeting that has not yet happened. It will allow you to summon people and introduce the subject to be discussed in the meeting to them.

Minute Details

While you are on the main screen of the application, you can view a list of minutes created in the application. If you click on the "Modify" button of any minute or if you click on the "Create new minute" button to create a new minute, a screen will be shown where you can manage the relevant data of your meeting. This screen has the following sections:

1. General information: General information of the minute.
2. Common Actions: Actions applicable to the minute that allow you to export it or share it by email.
3. Main workspace: It shows you in the form of tabs sections where you can capture the objectives of the meeting, the agenda, the people who attended, the agreements reached, meeting notes, tasks assigned to the attendees and pending issues.

Meeting Invitation Detail

While you are on the main screen of the application, you can view a list of created minutes and meeting invitations. If you click on the "View meeting" button of any element of the list or if you click on the "Create a new meeting" button, a screen will be shown where you can manage the relevant data of your invitation. This screen has the following sections:

1. General information: Details about the meeting invitation.
2. Common actions: In this section there are actions applicable to the meeting invitation that allow you to schedule the meeting or delete it.
3. Main work area: It shows you in the work area sections where you can capture the objectives of the meeting invitation, the agenda, the attendees, and a personalized message that will be included in the email sent to the people summoned.

Statistics

Minutas Teams includes a module that allows you to check the status of the tasks that were generated when documenting your meetings. The content of the module is informative and will be more useful when the status of the tasks is updated, specifying that they have registered progress or have been concluded.

To access the task statistics module, click on the "Statistics" button on the main screen of the application.

Create New Minute

To create a new minute, on the main screen of the application click on the "Create new minute" button.
The application will then show you a screen where you can capture the data of your meeting:

Meeting details

On this section you will capture the meeting details. All changes you make to this form are automatically saved.
The fields contained in the form are described below:

• Identifier: By default a unique key is automatically generated, however, you can change this information to assign a folio, key or consecutive number that will serve to identify your meeting.
• Title: Free text field to assign a title to your meeting.
• Date: Date your meeting will happen.
• Time: Start time of your meeting.
• Duration: Time reserved for your meeting. It is increased in half hour intervals.
• Tag: This field allows you to classify your meetings, a tag includes a short description accompanied by a color to easily distinguish the subject, area or classification of the meeting. The tags are unique to each team and you can add as many as you need.

Objectives

The objectives of your meeting can be captured in the tab "Objectives" in the detail screen of the meeting. Click the "Add Objective" button to open a form where you can write an objective for your meeting and then click the "Add Objective" button to save the text you have captured. A meeting can have as many objectives as you need.

You can modify any of the objectives you have captured, to do it, click the "Modify" button, to show the form again with the objective you need to modify. Make your changes and to save the changes click the "Save changes" button.

You can also delete any objective in the list, click the "Delete" button and in the dialog box confirm that you want to delete the objective.

Agenda

In the tab "Agenda" you can assign the time to each topic that will be discussed in the meeting. The "Add Agenda Item" button will show you a form where you can enter a description of the agenda item, the start and end time of the period you are destinated to discuss the matter. It is only required to capture the description; the start and end time are optional.

To modify an item on the agenda, click on the button with the pencil icon, this will open the form again with the item on the agenda that we want to modify, make your changes and to save the changes, click on the "Save changes" button.

To delete any item from the agenda, click the button with the dumpster icon and confirm the elimination.

Attendees

You can add a list of meeting attendees to your minutes. Attendees can get them from the list of users in their organization's directory or manually enter their data if they are outside of your organization. Click the "Add Attendee" button to open the form.

Attendees: Add Organization Users

If you know that the person you are looking for exists in your organization's user directory, leave the "Users in my organization" option checked and start typing the name of the person in the "Name (s)" field, a search will be done automatically and users whose names or surnames start with the letters you have written will be shown:

Select the user you want to add as an attendee to the meeting and the field will reflect your selection.

Tip When you are adding people who are registered in your organization's directory, in the "Name (s)" field you can add several at once. Start typing their names, select one by one all the ones you want to add and when you click the "Add Attendee" button they will all be added in one step to the list of meeting attendees.

Attendees: Add external users

If the person you need to add is not registered as a user in your organization's directory, anyway you can add it by capturing manually their name and email. Change the user type selection and choose "External Users" and the screen will display as follows. Capture the person's name and email and click the "Add Attendee" button to add them to your meeting.

Attendees: Modify or Delete attendees

To modify an assistant, click on the button with the "pencil" icon (Update), this will open the form again with the data of the assistant you want to modify. To save your changes, click the "Save Changes" button.

Note: If the person is a user of your organization, the email cannot be changed. The name can be modified, which is convenient in case the name of the person may not be correctly registered in the directory.

In the case of external users, both the name and the email can be modified. To save your changes, click the "Update" button.

To delete an attendee, click on the button with a "dumpster" icon and confirm the elimination.

Agreements

You can document the agreements reached at the meeting. In the tab "Agreements" you can create a list with all those you need to register. Click on the "Add Agreement" button and in the form that will be shown write the content of the agreement reached in the meeting. To save it, click the "Add Agreement" button.

To modify an agreement, click on the button with the icon in shape of a pencil (Update) to display the form with the details of the agreement you want to modify, make your changes, and click on the "Save changes" button to save the changes.

To delete an agreement, click on the button with the icon of a "dumpster" and confirm the elimination of the agreement.

Notes

In the "Notes" tab you can create a list of relevant notes from your meeting. Register meeting notes in the "Notes" tab you can create a list of relevant notes from your meeting. Recording meeting notes can help participants remember or clarify issues that have been discussed.

Click on the "Add note" button to display the form where you can register the content of your note. Click the "Add Note" button to save the content.

To modify a note, click the "Update" button to display the form with the content of the note you want to modify. To save the changes made, click the "Save changes" button.

To delete a note, click the "Delete" button and confirm the elimination.

Tasks

Derived from the agreements and topics discussed in the meeting, it is possible that commitments have been made where one or more people will carry out a specific task and it may be necessary to document such assignments.

Minutas Teams allows you to do the register of the tasks that have been assigned to each meeting attendee.

The "Add Task" button will show you a form where you can capture the task detail. Capture the data and click the "Add" button to save the task.

Copy Tasks to Microsoft Planner

Minutes Teams has a functionality that allows you to send a copy of each task created in the application to Microsoft Planner so that it can be followed up there if you already use Microsoft Planner to control your tasks and those of your team.

Important: The task can only be sent to Microsoft Planner if the person responsible for it is a user who is already registered in the organization's directory. The person responsible for the task can be a member or guest of the Team.

In order to send tasks to Microsoft Planner, on the same Microsoft Teams team from where you are using Minutas Teams, a Microsoft Planner tab must have been previously added so that you can select the Plan and Bucket where the task should be saved. Learn how to add a Planner tab to your Teams team at this web page.

To send the task to Microsoft Planner activate the option "Save task in Microsoft Planner", the "Plan" and "Bucket" fields will be enabled, in these fields you can select the precise location where the task should appear when you go to Microsoft Planner.

Tasks List

Once you have created a task, the list will be updated in the "Tasks" tab.

Important: Every time you create a task, an email is sent to the manager informing him that a task has been assigned. If the person is a member or guest of the Teams team, they can go to review it at any time and on the contrary, if the person is external to your organization, they will not be able to access Teams and will need someone from the team with sufficient permissions to update the task after has completed it.

Modify task submitted to Microsoft Planner

If you created or modified a task and specified that it should be sent to Microsoft Planner, when you click on the "Update" button of the task, the following screen will be shown where you can modify the general data of the task, but it will not allow you to change the location of the task in Microsoft Planner (Plan and Bucket fields).

In case Minutas Teams does not locate the task previously sent to Microsoft Planner, it will show you the following message indicating that the current status of that task could not be recovered.

Modify a task that has not previously been submitted to Microsoft Planner

If you modify a task that had not previously been sent to Microsoft Planner, the capture form will be displayed, and you can modify all the fields of the task and you will be allowed to add the task to Microsoft Planner if you wish.

Modify task assigned to a person outside your organization

When you edit a task assigned to someone outside of your organization, all the fields are shown to you, and you can edit them without restriction.

Delete tasks

To delete a task from the list, click the delete button and confirm the elimination.

Pending Topics

In the case that your meeting has pending topics to be discussed or new ones have arisen that should be reviewed in a subsequent meeting, in the "Pending topics" tab you can document them for the record, and they can be taken up again later.

Click on the "Add pending topic" button, a form will open where you can write the description of the pending topic and if you consider it necessary you can set a later date when the topic will be reviewed.

To modify a pending topic, we press the pencil icon (Update), this will open the form again with the pending topic that we want to modify, to save the changes, we select the "Save changes" button.

To delete the pending topic, just press the dumpster icon and confirm the elimination, this will remove the pending topic from the list.

Tags

Tags are used to classify your minutes and to be able to associate them with a specific topic. The tags are exclusive for each Teams team where they are created, in this way each team decides which tags they want to use. To manage the tags, position your cursor over the value of the "Tags" field and you will be shown a menu where you can select a tags if you already have some created or the "Manage tags" button to open a screen where you can add the tags you need.

After adding some tags, we can assign some to the meeting and later on the main screen of the application they will be highlighted with the selected tags color.

Advanced Options

On the minute detail screen, the "Advanced Options" button will allow you to view additional minute details:

• Creator: Name of the person who created the minute. Is the person with full permissions to manage the content.
• Administrator: The minutes can also have a second person with full permissions to modify their content, this person can be designated using this field.
• Protect Minutes: By default, when a minute is created, all the people who are members of the team can make modifications to them. It is possible to protect the content of a minute so only the person who created it or the person designated as "Administrator" of the minute can make changes to it.
• Final Version: If you need to avoid making changes to the minute, you can activate the "Final Version" button so that no one can modify or delete the minute.

Download minute

In the detail screen of each minute, the "Download PDF" button allows you to download the printable version of the same.

Click on the "Download PDF" button to download a file in PDF format with the complete content of the minutes.

If you access Minutas Teams from the internet version of Microsoft Teams through an internet browser, the browser will send you the download like any normal file. Conversely, if you are using the desktop version of Microsoft Teams, the downloaded file can be found in the "Files" section of the Teams main menu.

Share by email

The "Send minute" button found in the lower left part of the minute detail screen allows you to send the PDF version of the minute to the email of the person requesting it and if you wish you can add additional recipients.

In the "Users in my organization" field you can start typing a person name and Minutas Teams will show you the users in the organization that match your search. You can select one or more users in this field.

If you want to share the minutes with people outside your organization whose e-mail has not been registered in your organization's user directory, you will have to enter the complete e-mail address in the "Additional recipients" field. You can add more than one email, and, in that case, you must separate them by semicolons (;).

Modify minute

While you are on the main screen of the application, each minute has a button with the text "Modify". Click on this button to go to the minute detail screen where you can make the changes you need or access additional actions on the minute.

Delete minute

Each minute also has a button with the text "Delete". Click on that button to delete the minute. You will be asked for a confirmation before the minute is actually deleted. Be careful because it is an irreversible action, and the entire content of the minute will be deleted.

Search Minutes

In the home screen of the application, you can search and apply filters to the list of minutes.

• Click the "Search" button to display the dialog box with the search options.
• Select the filters you want to apply. You can search for words in meeting titles, specify a time interval to locate by the date the meeting happened, or by meeting tag if you have assigned some to your meetings. Once the search parameters have been defined, click on the "Search" button.
• When you want to remove the applied filter, click the "Remove filters" button on the main screen.
• You can also remove the applied filter by clicking the "Remove filters" button in the dialog box where you previously defined the parameters of your search.

Create a new meeting invitation

To create a new meeting invitation, on the main screen of the application click the "Create a new meeting" button. The application will then show you a screen where you can capture the relevant data of your invitation:

General data:

In this section the general data of the meeting invitation is captured. All changes you make to this form are automatically saved. The fields contained in the form are described below:

• Title: Free text to assign a title to your meeting invitation.
• Date: Date when your meeting will happen.
• Start time: Start time of your meeting.
• Duration (hours): Time reserved for your meeting. It is increased in half hour intervals.

Objectives:

The objectives of the meeting can be captured in the work area. Click the "Add Objective" button to open the edit to the "Description" field where you can write a meeting objective and then click the "Add Objective" button to save the text you have captured. A meeting invitation can have as many objectives as you need.

You can modify any of the objectives you have captured, to do so, click the "Modify" button, to edit the "Description" field again with the objective you need to modify. Make your changes and to save them click the "Save changes" button.

You can also delete any objective in the list, click the "Delete" button and in the dialog, box confirm that you want to delete the objective.

Agenda:

To assign time to each topic that will be discussed at the meeting. In the work area. Click on the "Add Agenda Item" button to open the editing of the "Description", "Start time" and "End time" fields where you can capture the description of the agenda item with its start and end time. destination to discuss the case, then click the "Add Item" button to save the data you have captured. A meeting invitation can have one or more items on its agenda as you like.

To modify an item on the agenda, click on the "Update" button, this will open an edit space for the fields: "Description", "Start time" and "End time" with the data of the item from the agenda that you need to modify. Make your changes and to save them click the "Save changes" button.

To delete any item from the agenda, click the "Delete" button and in the dialog box confirm that you want to delete the objective.

Attendees:

You can add a list of attendees to your meeting invitation. Attendees can retrieve them from the list of users in your organization's directory or manually capture their data if they are external to your organization. In the workspace, click the "Add assistant" button to open the edit space.

Attendees: Add Organization Users

If you know that the person you are looking for exists in your organization's user directory, leave the "Users in my organization" option checked and start typing the name of the person in the "Name (s)" field, a search will be done automatically and users whose names or surnames start with the letters you have written will be shown:

Select the user you want to add as an attendee to the meeting invitation and the field will reflect your selection.

Tip When you are adding people who are registered in your organization's directory, in the "Name (s)" field you can add several at once. Start typing their names, select one by one all the ones you want to add and when you click the "Add attendee" button they will all be added in one step to the list of attendees to the meeting invitation.

Attendees: Add external users

If the person you need to add is not registered as a user in your organization's directory, you can still add them by manually entering their name and email. Change the user type selection and choose "External Users" and the screen will display as follows. Capture the person's name and email and click the "Add Attendee" button to add them to the meeting invitation.

Attendees: Modify attendees

To modify a assistant, click on the "Update" button, this will open the editing space in the work area again with the data of the assistants you want to modify. To save your changes, click the "Save Changes" button.

Note: If the person is a user of your organization, the email cannot be changed. The name can be modified, which is convenient in the meeting invitation that the name of the person may not be correctly registered in the directory.

In the case of external users, both the name and the email can be modified. To save your changes, click the "Update" button.

Attendees: Delete attendees

To delete an attendee, click the "Delete" button and confirm the elimination.

Message:

You can add a custom message to the body of the email that will be sent to the people that is being required. This message will be saved automatically.

Schedule meeting

While you are on the main screen of the application, each meeting invitation has a "View event" button. Click on that button to go to the detail screen where you will find the "Schedule meeting" button. Click again to send your meeting invitation. You will be asked for a confirmation to send the meeting invitation by email.

Modify meeting invitation

While you are on the main screen of the application, each meeting invitation has a button with the text "View event". Click on that button to go to the detail screen where you can make the changes you need or Schedule the meeting invitation if you have not already done.

Delete meeting invitation

While you are on the main screen of the application, each meeting invitation has a button with the text "View meeting". Click on that button to go to the detail screen where you will find the "Delete meeting" button. Click again to delete the meeting invitation. You will be ask for a confirmation before the meeting invitation is actually deleted. Be careful because it is an irreversible action and the entire content of the meeting invitation will be removed.

Statistics

In this module you can check the status of the tasks that were generated when documenting your meetings. The content of the module is informative and will be more useful when the status of the tasks are updated, specifying that they have registered progress or have been concluded. To access the module, click on the "Statistics" button on the main screen of the application.

You will then be shown graphs that summarize the status of the tasks on the Teams team where you are currently.

The graphs are interactive and if you click on the legends (status of the tasks) of the graph, you can hide or show the tasks that have the status you want to consult.

Mobile device support

You can use Minutas Teams on your mobile devices. The main sections of the application are correctly displayed on smartphones, tablets and personal computers, adjusting to the available space.