Using Notetaker

Some of the functionality described in this article is available as part of our Fiano release and will not be available if your Practifi instance is not upgraded to this release.

Please note: For Notetaker to successfully join Microsoft Teams meetings, your organization's Teams admin must ensure the Anonymous users can join a meeting setting is enabled. If this policy is disabled, the Notetaker bot will be unable to join or wait in meeting lobbies. Please verify this setting with your IT admin before enabling Notetaker for Teams meetings. For more information, see this Microsoft documentation.

Overview

Practifi's Notetaker is an intelligent meeting assistant that joins video conferences, transcribes conversations, and generates comprehensive summaries with action items. Notetaker can integrate with your Microsoft Outlook calendar to automatically join meetings. All transcripts and summaries are stored directly in Practifi, making them easily accessible for future reference.

This article outlines Notetaker's features and shows you how to sync your Microsoft Outlook calendar.

Please note: Notetaker is a part of our Practifi Intelligence add-on. To request access to this feature, please reach out to your Client Success Manager or Practifi contact. Enabling Notetaker requires signing additional data processing agreements due to our AI provider partnership.

• Understanding Notetaker
• Linking Your Microsoft Outlook Calendar
  • Managing Calendar Connections
• Using the Meetings Page
  • View Options
  • Action Buttons
  • Timeline Controls
  • Meeting Details
• Controlling the Notetaker
  • Automatic Bot Deployment
  • Enabling or Disabling for Future Meetings
  • During Live Meetings
  • Understanding the Recording Indicator
• Manual Meeting Recording
  • Send Notetaker to a Meeting
  • Upload Audio/Video for Processing
• Viewing Meeting Content
  • Reading the Meeting Summary
  • Copying the Meeting Summary
  • Viewing Full Transcripts
  • Meeting Sentiment
  • Meeting Topic Classification
• Working with Smart Notes
  • Creating Smart Notes with Meeting Summaries
  • Automatic Summary Smart Notes
  • Managing Smart Notes
• Using Follow-Up Assistant
  • Automatic Suggestions
  • Reviewing Suggestions
  • Task and Process Creation
• Real-World Scenarios
• Best Practices
  • Meeting Preparation
  • During Meetings
  • After Meetings
  • Privacy and Compliance
  • Maximizing Value
• Troubleshooting
  • Common Issues
• Tips and Tricks

Understanding Notetaker

Practifi's Notetaker has the following capabilities:

• Automatic Meeting Detection: Once you've connected your Microsoft Outlook account in your personal settings, Notetaker monitors your schedule and automatically joins meetings so you don't have to invite it manually.
• Real-Time Recording Controls: During any meeting, you can pause recording for sensitive discussions, resume when appropriate, or remove Notetaker entirely if clients object to being recorded.
• AI-Generated Summaries: Summaries capture the substance of your meetings in a consistent, professional format that integrates with your existing documentation workflow. Summaries are automatically stored as Smart Notes linked to the meeting's related entity, giving them a searchable home alongside your other notes.
• Meeting Sentiment: When enabled by your administrator, each completed meeting receives a sentiment indicator reflecting the emotional tone of the client-advisor conversation, giving you an at-a-glance signal for relationship health.
• Meeting Topic Classification: Meetings are automatically classified into topic categories based on the substance of the conversation, turning your meetings list into a structured, filterable dataset.
• Follow-Up Assistant Integration: Our AI model analyzes meeting content to suggest relevant topics and action items, automatically populating the Complete Follow-up window with recommended topics, processes, and tasks.
• Flexible Deployment Options: For last-minute meetings or situations where Notetaker can't join automatically, you can manually deploy Notetaker or upload audio or video files from phone calls and in-person recordings to generate the transcript and meeting summary.
• Centralized Meetings Page: The Meetings page in Practifi shows all your meetings in a timeline view with status indicators, recording controls, and access to transcripts and summaries.

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Linking Your Microsoft Outlook Calendar

Please note: These instructions apply only if your firm uses Microsoft Outlook and your Practifi Administrator has enabled the integration between Microsoft and Practifi.

If your Practifi Administrator has granted you a Relationship + Meeting Intelligence license, you can connect your Microsoft 365 calendar to Practifi. This allows Notetaker to join your meetings automatically.

To link your Microsoft Outlook calendar to Practifi:

1. Click your avatar in the upper-right corner of the Practifi screen and select Settings.

   

2. On the Personal Information screen, click the Authentication Settings for External Systems tab.

   

3. On the Authentication Settings for External Systems page, click New or select the Edit link next to the existing Practifi Notetaker Service named credential.

   

4. Enter the following information:
   • External System Definition: Named Credential
   • Named Credential: Practifi Notetaker Service
   • User: Current user
   • Authentication Protocol: OAuth 2.0
   • Authentication Provider: Practifi Notetaker
   • Start Authentication Flow on Save: Checked
5. Click Save.

6. Follow the steps to authenticate with your Microsoft account credentials and authorize calendar access.

   

Managing Calendar Connections

If you experience issues with your calendar connection or need to connect a different calendar account, your Practifi Administrator can disconnect your calendar in your organization's Notetaker settings. After your administrator disconnects your calendar, you'll need to follow the steps above to re-authenticate your Microsoft Outlook calendar.

Common situations where you might need administrator assistance include:

• Your calendar events aren't syncing properly to the Meetings page.
• You've changed your email account.
• You need to connect a different calendar.
• Calendar events are appearing incorrectly in your meeting digest.

Practifi Administrators can find more information about Notetaker settings in our Enabling Notetaker article.

Please note: Only administrators with Practifi Intelligence permissions can disconnect calendar connections. If you need your calendar connection reset, contact your Practifi Administrator.

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Using the Meetings Page

The Meetings page in Practifi provides a centralized location to manage your Notetaker recordings and access follow-up suggestions generated from meeting summaries.

To access the Meetings page, click the Navigation menu and select Meetings.

View Options

The Meetings page has the following list views:

• My Meetings: Meetings where you are the organizer.
• Meetings for My Key Entities: Meetings for any Entity where you're either the owner or a member of the Servicing Team.
• My Division's Meetings: All meetings for clients within your division.

Action Buttons

On the right-hand side of the Meetings page, you'll find the following controls:

• Send Notetaker Button: If there's a meeting not in your calendar or you don't have access to the Microsoft Outlook integration, click this button and paste the meeting URL to send the Notetaker bot to capture transcripts and summaries.
• Upload Meeting Button: Use this button to transcribe and summarize meetings the Notetaker bot didn't attend by uploading audio or video files.
• Search Bar: Click here to search for specific meetings by event name.
• Filter by Topic Dropdown: Use this drop-down in the header toolbar to filter the meetings list to show only meetings classified under a specific topic category.
• Week View Toggle: Switch between the following views:
  • Work Week: Monday through Friday
  • Calendar Week: Includes Saturday and Sunday

Timeline Controls

The timeline on the left-hand side of the Meetings page displays your meetings in a scrollable chronological format with intelligent date formatting. This means there are relative dates for context (Today, Yesterday, Tomorrow) and, by default, easy scrolling backward and forward by one week from today. To access past meetings, click Load Earlier. To view more future meetings, click Load Later. If you scroll too far in either direction, click the Today button to jump back to today.

Please note: All-day events will not sync across to the Meetings page.

Meeting Details

Each meeting card in the timeline displays the following information:

• Event name
• Start and end time
• Entity name

After a meeting ends and the AI-generated summary has been processed, a Summary Ready badge appears.

Click on a meeting in the timeline to view the following information:

• Meeting Name: The event name is displayed at the top of the screen.

• Open Button: Click Open to view the meeting details in a new tab within the Entity record. Relevant information appears on the Meeting Digest tab.

  

• Key Details: Shows the event date and time, the organizer's name, and whether the Notetaker is enabled or disabled.
• Meeting Summary: For meetings where Notetaker was enabled, the AI-generated summary appears here. The summary header includes a Copy Summary button and a View Transcript button. A sentiment badge and topic badge also appear in the summary header when available. See the Reading the Meeting Summary section below for details.
• Follow-Up Assistant: For meetings with a summary, view suggested action items.
• Smart Note: Displays any Smart Notes associated with the event. When the Summary Storage setting is configured to create Smart Notes, a summary Smart Note is created automatically when meeting processing completes. You can also click Create Smart Note to manually create a new Smart Note.

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Controlling the Notetaker

Automatic Bot Deployment

If you have the Microsoft Outlook integration enabled, Notetaker determines which meetings to automatically join based on your organization's settings:

• External (Default): Notetaker joins only meetings that have attendees from outside your organization.
• Internal and External: Notetaker automatically joins all meetings.

Please note: The system classifies meetings as external or internal based on email domains. If meeting attendees have email domains that differ from the organizer's email, the meeting is considered external.

The Notetaker bot automatically deploys two minutes before the scheduled meeting start time, giving it time to join and initialize transcription.

Enabling or Disabling for Future Meetings

You can override the default settings for any future meeting:

1. Click on the meeting card in your Meetings timeline.
2. In the meeting details panel, turn the Notetaker Enabled toggle on to enable transcription, or off to deactivate it.
3. Your preference is saved automatically.

Please note: Once you manually enable or disable the Notetaker for a meeting, your selection persists even if the meeting details or attendees change.

During Live Meetings

When a meeting is actively recording, you have real-time control over the Notetaker bot:

Live Meeting Controls

• Pause Recording: Temporarily stops recording while keeping the bot in the meeting. Use this for sensitive discussions that shouldn't be documented. You can pause and resume as many times as needed.
• Resume Recording: Restarts recording after a pause. The button appears only when the recording is paused.
• Remove Bot: Permanently removes the bot from the meeting. This action cannot be undone. Use this when clients object to recording or for entirely off-the-record discussions.

Please note: Always inform meeting participants that the session is being recorded. If anyone objects, use the pause or remove controls immediately to respect their preferences.

Understanding the Recording Indicator

When the bot is actively recording, you'll see:

• A chatbot icon with a Recording status
• Live pulsing animation on the status badge
• A green color on the status badge
• Pause and Remove buttons in the controls

When the recording is paused:

• A chatbot icon with a Paused status
• An amber orange color on the status badge
• Resume and Remove buttons in the controls

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Manual Meeting Recording

Send Notetaker to a Meeting

For last-minute meetings or situations where the bot wasn't automatically scheduled, you can manually deploy it:

1. Click the Send Notetaker button in the Meetings page header.
2. A pop-up window opens with the following fields:
   • Meeting URL (Required): Paste the Microsoft Teams, Zoom, or Google Meet link.
   • Subject (Optional): Enter a descriptive name for the meeting.
   • Entity (Optional): Search for and select a Client record to associate with the meeting.
   • Description (Optional): Add meeting context or purpose.

3. Click Send.

   

The bot will deploy to the meeting URL within 2 minutes, and a new Event record will be created automatically with the details you provided.

Tip: Use this feature for urgent client calls or when you weren't initially invited to a meeting but need to capture the discussion.

Upload Audio/Video for Processing

If you recorded a meeting outside of Practifi, whether it was a phone call, an in-person conversation, or a meeting on another platform, you can still process it using Notetaker. Once uploaded, Practifi generates a full transcript and AI-generated summary just as it would for a bot-recorded meeting, so your documentation stays consistent regardless of how the conversation was captured.

Most smartphones make this straightforward. On iPhone, the built-in Voice Memos app records audio in .m4a format, which Practifi accepts. Android devices typically export voice recordings in the same format. After recording, transfer the file to your computer and upload it using the steps below.

1. From the Meetings page, click the Upload Meeting button in the top right corner of the screen.

   

2. A pop-up window opens with the following fields:
   • Audio/Video File (Required): Upload your recording (audio or video formats accepted, including .m4a files from iPhone and Android voice recorders).
   • VTT File (Optional): Upload your Video Text Track (VTT) to help with speaker identification.
   • Start Date/Time (Required): When the meeting occurred.
   • End Date/Time (Required): When the meeting ended.
   • Subject (Optional): Name for the meeting record.
   • Entity (Optional): Associated client account.
   • Description (Optional): Meeting context.

3. Click Upload. The AI processes your uploaded file, typically within 10 minutes.

   

Please note: Uploaded recordings don't include automatic speaker identification unless you provide a VTT file. The transcript will still be generated, but speakers won't be labeled as clearly as in bot-recorded meetings.

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Viewing Meeting Content

Reading the Meeting Summary

Once the meeting is complete and processing is finished, the AI-generated summary appears in the meeting details. The summary highlights key information from the conversation, including high-level discussion points, major themes, and key conclusions. Summaries are formatted for easy scanning and can be up to 131,072 characters, supporting comprehensive documentation of even lengthy meetings.

The summary header displays a sentiment badge and a topic badge when available, giving you an immediate read on the meeting's emotional tone and subject matter. The header also includes a View Transcript button and a clipboard icon that allows you to copy the summary text.

Please note: Processing time for transcripts and meeting summaries for shorter meetings is typically around 5 minutes. Meetings that last an hour or more will take longer to process. The quality of speaker identification in the meeting summary may decrease when there are more than 10 attendees.

Copying the Meeting Summary

A clipboard icon appears in the meeting summary header, alongside the View Transcript button. Clicking it copies the meeting summary as plain text to your clipboard. A notification confirms the summary was copied successfully.

This is useful when you need to paste a summary into a follow-up email, share it with a colleague, or include it in other documentation outside of Practifi. A clipboard icon also appears inside the transcript modal, so you can copy the summary while viewing the full transcript. When the meeting summary header is in a narrower view, the clipboard icon collapses into an overflow menu to keep the header uncluttered.

Viewing Full Transcripts

To access the complete meeting transcript:

1. In the Meeting Summary section, click View Transcript.

   

2. A pop-up window opens displaying the complete transcript with full search functionality to help you find specific words or phrases.

Meeting Sentiment

Each completed meeting receives a sentiment indicator reflecting the emotional tone of the client-advisor conversation. This gives you an at-a-glance read on relationship health without having to review the full transcript or summary.

A colored badge appears in the meeting detail view, immediately to the right of the Meeting Summary heading:

• Positive (green): The client showed trust, engagement, or satisfaction.
• Neutral (gray): Routine interaction with no strong emotional signals.
• Negative (red): Frustration, disengagement, or loss of confidence.

Hovering over the badge reveals a brief explanation of what drove the classification. Sentiment badges do not appear on meeting cards in the meetings list; they are visible only in the detail view.

The sentiment analysis is calibrated specifically for wealth management conversations. A constructive discussion about portfolio losses can register as positive if the client feels heard and confident in their advisor. A surface-level conversation where everything seems "fine" may register as neutral or negative if the client appears disengaged. The model evaluates the dynamics of the client-advisor relationship, not the subject matter being discussed.

Sentiment on Entity Records

Each entity record (Household, Organization, or Individual) displays the sentiment from the most recent completed meeting in the field Most Recent Meeting Sentiment. This field is automatically updated whenever a new meeting with sentiment data concludes and is displayed in the Basics tab within the Key Measures section.

Sentiment Reporting

A Negative Meeting Sentiment report is available in the Practifi Intelligence Reports folder. It shows meetings with negative sentiment from the last 90 days, grouped by entity and sorted by date, making it easy to surface exception cases for management review.

Please note: Your Practifi Administrator must enable sentiment analysis in Meeting Intelligence settings. Meetings processed while the toggle is off will not have sentiment data. If sentiment is enabled at a later date, only meetings processed from that point forward will include it. Previously processed meetings will not have sentiment data added retroactively unless they are reprocessed.

Meeting Topic Classification

Each completed meeting is automatically classified into a topic category based on the substance of the conversation. This turns your meeting list from an unstructured timeline into something you can filter, search, and report on, making it easier to track the types of conversations happening across your client base.

A topic badge appears in the meeting detail view, to the right of the sentiment badge (if present). Topic badges do not appear on meeting cards in the meetings list. To filter the list by topic, use the Filter by Topic dropdown in the Meetings page header toolbar.

Meetings are classified into one of the following default categories:

• Annual Review
• Estate Planning
• Financial Planning
• Initial Consultation
• Insurance Review
• Portfolio Review
• Retirement Planning
• Tax Planning

If a meeting doesn't clearly fit any configured category, it's classified as General Discussion. Topic classification runs automatically for every completed meeting and cannot be disabled.

Please note: Your Practifi Administrator can create additional categories, rename existing ones, or deactivate categories your firm doesn't use. For information on configuring topic categories, see the Enabling Notetaker article.

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Working with Smart Notes

Creating Smart Notes with Meeting Summaries

You can create comprehensive meeting notes that combine your pre-meeting preparation, the AI summary, and post-meeting thoughts:

1. Before or after a meeting, create a new Smart Note.
2. Add your pre-meeting preparation or context.
3. When ready to insert the AI summary, place your cursor where you want it to appear.

4. From the Smart Notes floating menu, select + Add Meeting Summary.

   

5. The placeholder shows "Meeting summary will appear here" with an Event relationship indicator.
6. Once processing completes, the placeholder automatically updates with formatted summary content.
7. Add your post-meeting notes, observations, or follow-up plans below the summary.

Best Practice: Create a Smart Note template with sections for pre-meeting prep, a placeholder for the meeting summary, and post-meeting action items. This creates consistent, comprehensive meeting documentation.

Automatic Summary Smart Notes

When your organization's Summary Storage setting is configured to create Smart Notes, a summary Smart Note is created automatically when each meeting finishes processing. You don't need to create a summary placeholder manually; the Smart Note will automatically appear in the entity's Smart Notes list once it's ready.

The Smart Note contains the meeting summary as formatted content, preserving the original section headings and structure. It is connected to the meeting's related entity, which can be a Household, Organization, or Individual associated with the Event. This allows it to sit alongside that entity's other notes and be fully searchable.

Summary Smart Notes are fully editable. You can add annotations above or below the summary content, restructure sections, and use the note as a working document after the meeting. The Event record retains its own copy of the summary regardless of any edits you make in the Smart Note.

Please note: If your organization already uses the Meeting Summary component on the Event page layout, summaries will appear in both the component and as a Smart Note when the Smart Note storage option is selected. Contact your Practifi Administrator if you're unsure how your organization's Summary Storage is configured.

Managing Smart Notes

The Smart Note component on Meeting records displays differently from other record types:

• Full Content Display: Notes show complete content by default (not just list view).

• Multiple Notes Support: Toggle between all Smart Notes associated with the meeting.

  

• Create Note Button: Click the plus icon at the top of the Smart Note section to add another Smart Note for the meeting. A Create Smart Note button appears when no Smart Notes exist for the meeting.

  

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Using Follow-Up Assistant

Automatic Suggestions

After the meeting processing completes, the Follow-Up Assistant analyzes the summary to suggest action items, tasks, and processes.

What the Assistant Identifies:

• Topics: Existing tags in your Practifi organization that can be applied to the Client record.
• Tasks: Action items that need to be completed.
• Processes: Multi-step workflows that should be initiated.
• Assignments: Who should handle each item.
• Due Dates: When items should be completed.
• Reasoning: Why each suggestion was made.

Reviewing Suggestions

Follow-up suggestions appear in a dedicated section of the meeting interface:

1. Open the meeting details after processing completes.
2. Scroll to the Follow-Up Suggestions section.
3. Review each suggested item individually:
   • Read the item description.
   • Check the suggested assignee (user or queue).
   • Verify the proposed due date.
   • Hover over the info icon to review the AI's reasoning for the suggestion.
4. Click the Complete button at the top of the Follow-up Assistant area to open the Complete Follow-up window.
5. For each suggestion, you can:
   • Accept: Create the item as suggested.
   • Reject: Click the trash can or X icon to dismiss the suggestion.

Task and Process Creation

When you accept suggestions, the system creates proper Practifi records:

• Tasks: Created with the meeting-related Entity or Contact.
• Processes: Initiated with appropriate context and assignments.

Please note: Process names are automatically generated in accordance with Practifi's naming conventions based on the process type and context. You can edit these before finalizing.

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Real-World Scenarios

Scenario 1: Client Portfolio Review Meeting

Before the Meeting:

• The meeting appears in the My Meetings timeline.
• Create a Smart Note with pre-meeting preparation using an AI template.
• Insert the Meeting Summary placeholder for automatic population later.

During the Meeting:

• The bot joins 2 minutes early, and the status is updated to Recording.
• The client asks a sensitive question about estate planning.
• Click Pause Recording to discuss off-record.
• After a sensitive discussion, click Resume Recording.
• The meeting then continues with full documentation.

After the Meeting:

• The status changes to Complete.
• Within 10 minutes, the transcript and summary are generated.
• The Smart Note placeholder then automatically populates with a formatted summary.
• A sentiment badge appears in the meeting detail view, giving you an at-a-glance read on the client's emotional tone during the conversation.
• The meeting is automatically labeled with a topic badge, such as Portfolio Review, making it easier to locate similar meetings in the future.
• The Follow-Up Assistant then makes any relevant suggestions.
• Review and accept the appropriate suggestions.
• Approved tasks and processes are automatically created and assigned.

Scenario 2: Last-Minute Client Call

Situation: Client calls requesting an urgent meeting; no calendar event exists.

Quick Response:

1. Start the web meeting and share the URL with the client.
2. Navigate to the Meetings page.
3. Click Send Notetaker.
4. Paste the meeting's URL.
5. Enter the client's name as the meeting title.
6. Select the related Entity.
7. Click Send, and the bot will join within 2 minutes.
8. The rest of the meeting will then be documented.

Scenario 3: Internal Team Meeting Documentation

Situation: An Operations team meeting requires documentation for internal process improvement.

Workflow:

1. The meeting displays Notetaker Disabled (an external meeting default).
2. The team lead toggles Notetaker Enabled to ON.
3. This setting persists, so future meetings will keep transcription enabled.
4. The bot joins the meeting and records the full discussion.
5. After the meeting, the transcript can be used for process documentation.

Scenario 4: Phone Call Processing

Situation: You have a vital client discussion via your phone (no video conference).

Solution:

1. Record a call on a mobile device with the client's permission.
2. After the call, transfer the recording (usually in .m4a format) to your computer.
3. Navigate to the Meetings menu and click Upload Meeting.
4. Upload the phone recording.
5. Enter call start/end times.
6. Select the related Entity.
7. Click Upload.
8. A transcript and a summary will then be generated from the recorded phone audio.

Best Practices

Meeting Preparation

• Review Upcoming Meetings: Check your Meetings timeline each morning to confirm which meetings will be recorded.
• Enable for Important Internal Meetings: Don't limit recording to only external meetings — enable it for strategy sessions and process discussions where documentation adds value.
• Prepare Smart Notes in Advance: Create pre-meeting notes with context, and insert the Meeting Summary placeholder to populate it automatically.
• Verify Contact Email Addresses: Ensure client email addresses in Practifi match their calendar emails for proper meeting association.

During Meetings

• Focus on the Conversation: Let the AI handle note-taking so you can be fully present with clients.
• Monitor Status: Keep an eye on the recording indicator to ensure documentation is working correctly.

After Meetings

• Review Summaries Promptly: Check AI-generated summaries within 24 hours while details are fresh.
• Add Personal Context: Supplement AI summaries with your observations, client reactions, or important nuances.
• Process Follow-Up Items Quickly: Review and accept or reject Follow-Up Assistant suggestions the same day to maintain momentum.
• Search Transcripts: Use the transcript search to find specific discussions or commitments quickly.
• Check Sentiment Signals: Review the sentiment badge on completed meetings to catch potential relationship concerns before your next interaction. The Negative Meeting Sentiment report in the Notetaker Reports folder surfaces exception cases at a glance.

Privacy and Compliance

• Respect Client Preferences: If a client objects to recording, immediately remove the bot and make manual notes.
• Know Your Regulations: Understand recording consent laws in your jurisdiction — some require all-party consent.
• Use Pausing Strategically: Pause when discussing highly personal information, even if the client hasn't explicitly requested it.
• Secure Sharing: Limit access to the transcript and summary to team members with legitimate business needs.

Maximizing Value

• Build a Meeting Documentation System: Create consistent Smart Note templates that combine preparation, AI summary, and follow-up.
• Train on Transcripts: Use meeting transcripts to identify coaching opportunities for team members.
• Analyze Patterns: Review summaries across multiple client meetings to identify recurring themes or concerns.
• Improve Meeting Quality: Use recordings to assess your own meeting facilitation and communication effectiveness.
• Share Selectively: Send summary highlights to clients as follow-up documentation (after removing any internal discussions).
• Use Topic Filters: Use the Filter by Topic dropdown on the Meetings page to quickly pull up all meetings of a specific type — useful when preparing for client reviews or identifying the most common conversation types across your book of business.

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Troubleshooting

Common Issues

Issue: The Bot Didn't Join My Meeting

Possible Causes:

• The meeting doesn't have a valid meeting URL.
• Your calendar wasn't properly authenticated.
• The meeting was classified as internal (check the attendees).
• The Notetaker was manually disabled for this meeting.

Solution: Use the Send Notetaker button to deploy the bot with the meeting URL manually.

Issue: The Summary Isn't Appearing

Steps to Solve:

• Wait at least 10 minutes after the meeting ends for processing to complete.
• Verify the bot successfully recorded (status should show Summary Ready).
• Refresh the page to see if there is any updated content.
• Check if there are any error messages in the meeting details.

Issue: A Meeting is Not Syncing from My Calendar

Steps to Solve:

1. Re-authenticate your Outlook calendar.
2. Wait 10 minutes for the next automatic sync.
3. Verify the meeting has a valid video conference link.
4. Check that you're listed as an attendee or organizer.

Please note: All-day events will not sync across to the Meetings page.

Issue: I moved a meeting up, and the Notetaker bot did not join.

Possible Cause: The new start time occurred before the next scheduled calendar sync.

Solution: When you move a meeting forward, there must be a 15-minute gap between when you update the calendar and the event start time. Otherwise, the Notetaker bot won't join, and you'll need to deploy it manually by clicking the Send Notetaker button and providing the meeting URL.

Please note: The 15-minute lead time allows 10 minutes for the scheduled job to run and a 5-minute buffer for the bot to join the newly scheduled meeting.

Issue: Calendar events are appearing in the wrong user's Meeting Digest.

Possible Cause: A calendar connection was removed without properly clearing the Recall Calendar ID, causing the system to reuse the Calendar ID when a different user authenticated.

Solution: Contact your Practifi Administrator to disconnect and reconnect the affected calendar connections using the Manage Calendars tab in Notetaker settings. This ensures each user has a unique Calendar ID and prevents calendar events from syncing to the wrong user.

Issue: Meeting summary disappeared after the recording expired.

What Changed: Meeting summaries now remain accessible even after the associated recording reaches Media Expired status or is removed.

Solution: Meeting summaries are preserved independently of the underlying media. If you previously experienced missing summaries after recordings expired, this issue has been resolved. Summaries generated by Notetaker will remain available for reference even after the recording is no longer accessible.

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Tips and Tricks

• External vs Internal Classification: If the system incorrectly classifies a meeting, it's usually because an external attendee is in your Salesforce Users. You can manually toggle the Notetaker on or off regardless of classification.
• Transcript Search: When reviewing long meetings, use the transcript search function to jump directly to discussions about specific topics, clients, or products.
• Smart Note Templates: Create reusable Smart Note templates with sections for agenda, meeting summary placeholder, decisions, and next steps. This ensures consistent documentation across all meetings.
• Follow-Up Efficiency: Don't feel obligated to accept every suggestion from the Follow-Up Assistant. It's designed to be comprehensive, but you know your workflow best. Focus on the action items that genuinely add value.
• Upload Old Recordings: If you have important recorded calls from before Notetaker was enabled, you can upload them using the Upload Meeting feature to get transcripts and summaries added to your meeting history.
• Copy Summary Shortcut: Use the Copy Summary button in the meeting summary header to quickly paste a summary into follow-up emails or other documentation without manually selecting text.
• Sentiment as a Check-In Prompt: If a meeting comes back with a negative sentiment, use it as a prompt to reach out to the client before your next scheduled meeting — a brief check-in can go a long way toward rebuilding confidence.