Introduction

The Meeting report feature lets you create a structured meeting report directly from the action list in Interaxo Project. The report brings together:

• meeting information such as Meeting date, Title, Type, Reporter and Participants
• selected action points with Due date and Responsible
• details for each action point, including description, status, comments and any attachments.

The report is generated as a PDF (for example MeetingReport.pdf) and stored as an attachment on a dedicated Meeting report entry in a chosen folder.

Below is a short guide on how to create a Meeting report from the action list.

User guide

Prerequisites

Before you can use Meeting report, an administrator must:

1. Enable Meeting report in Folder settings for the folder that contains the action list, and select a target folder for Meeting reports.
2. Decide which members are allowed to create Meeting reports.
3. Ensure that the action list has at least one date field with the Due date option enabled
   – when Due date is enabled on a date field, a linked Responsible field is created automatically and used in the report.

Select action points for the Meeting report

1. Go to the room and folder that contains the action list.
2. Tick the checkboxes to the left of the action points that were discussed in the meeting.
3. Click Meeting report in the toolbar.

A form for a new Meeting report opens, with the selected action points listed as linked entries.

Enter meeting information

1. Fill in the fields that are configured for meeting information – for example Meeting date, Title, Type, Reporter and Participants.
2. Verify that the correct action points are shown as linked entries.
3. Click Create to save the Meeting report entry in the target folder.
4. When the dialog “Meeting report ready” appears, choose:
   • Open now – to open the new Meeting report entry immediately and continue to generate the PDF.
   • Open later – if you prefer to go to the Meeting reports folder and open the entry from there at a later time.

Generate the Meeting report (PDF)

1. Go to the Meeting reports folder and open the new entry (or open it directly via Open now in the dialog).
2. Click Generate Meeting report.

The system generates a PDF (for example MeetingReport.pdf) and adds it as an attachment.
The PDF includes, among other things:

• a Meeting Information section with fields such as Meeting date, Title, Type, Reporter and Participants
• a table of Action Point, Due Date and Responsible for each action
• detailed pages for each action point, including description, due date, comments and any attachments.

Links and traceability

• From the Meeting report entry you can click an action point to open it directly in the Interaxo Project action list.
• Each action point automatically gets links back to all Meeting reports it is included in.
• In the generated PDF, the listed action points are also clickable links, so you can navigate straight from the Meeting report to the corresponding action in Interaxo Project.

This provides clear, two‑way traceability between meetings and follow‑up actions – both which actions belong to a given meeting, and which meetings a given action has been part of.

Summary

• Meeting reports are created directly from the action list, based on selected action points.
• The action list must have at least one date field with Due date enabled; the linked Responsible field is created automatically and used in the report.
• The Meeting report is generated as a PDF and stored as an attachment on its own entry in a dedicated folder.
• Links are created both from the Meeting report to the action points and from each action point back to the relevant Meeting reports, and the action points listed in the PDF are also clickable. This ensures transparent and auditable traceability between meetings and follow‑up.