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  3. Configuring Intelligent Features

Configuring Notetaker in Sentir

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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

Sentir's Notetaker is an intelligent meeting assistant that transcribes and summarizes your firm's video conferences and suggests relevant follow-up actions. This article guides System Administrators through configuring Notetaker: setting up the Microsoft Outlook integration, adjusting Notetaker settings, customizing the Notetaker bot, and managing topic categories.

For users to access Notetaker, System Administrators must confirm that they're assigned the necessary permissions. If your organization uses Microsoft Outlook, admins can also enable calendar synchronization so Notetaker can automatically join meetings.

Microsoft Outlook Integration

If your firm uses Microsoft Outlook, you can integrate Notetaker with Microsoft, enabling team members to grant Notetaker access to their personal calendars. This allows Notetaker to automatically join, transcribe, and summarize meetings. Before users can connect their calendars, a System Administrator must follow the steps below to grant your organization access to Microsoft.

Please note: If your firm does not use Microsoft Outlook, Notetaker cannot automatically join meetings. Users can invite the Notetaker to join events from the Meetings page in Sentir using the meeting URL.

Prerequisites

To proceed with this enablement, you need the following:

  • Access to Salesforce Setup
  • Microsoft Outlook calendar access and permissions to authenticate
  • A Consumer Key and Consumer Secret from Practifi Support or your Microsoft Administrator

Create an Auth Provider

To create an Auth Provider:

  1. Open Salesforce Setup by clicking the gear icon in the upper right-hand corner and selecting Setup from the drop-down menu.

  2. From Setup, use the Quick Find search to search for and select Auth Providers.

  3. On the Auth Providers page, click the New button.

  4. On the Authentication Provider screen, click the Provider Type drop-down and select RecallMicrosoftOAuthProvider. More fields appear after you make the selection.

  5. Enter the following information:
    • Provider Type: RecallMicrosoftOAuthProvider
    • Name: Practifi Notetaker
    • URL Suffix: Practifi_Notetaker
    • Consumer Key: Check with Practifi Support or Microsoft Admin
    • Consumer Secret: Check with Practifi Support or Microsoft Admin
    • Redirect URL: https://mssyncauthus01.onpractifi.com/api/authentication
    • Tenant Id: common
    • Execute As: Click the magnifying glass icon and select a System Administrator user

  6. Click Save.

Edit the Practifi Notetaker Service Named Credential

Next, you'll edit the Practifi Notetaker Service named credential. If this named credential has not been added to your organization, contact Practifi Support.

  1. From Salesforce Setup, use the Quick Find search to search for and select Named Credentials.

  2. On the Named Credentials page, click the caret to the right of the Practifi Notetaker Service named credential and select Edit.

  3. On the edit screen, confirm the following selections:
    • Label: Practifi Notetaker Service
    • Name: Practifi_Notetaker
    • URL: https://services.practifi.com/v1/recall
    • Identity Type: Per User
    • Authentication Protocol: OAuth 2.0
    • Authentication Provider: Practifi Notetaker
    • Start Authentication Flow on Save: Unchecked

  4. Click Save.

Please note: The Start Authentication Flow box should be unchecked, as authentication will be handled per user during calendar authorization.

Edit the Practifi Notetaker Named Credential Permission Set

Next, enable access to the Practifi Notetaker Service named credential in a local permission set. If the Practifi - Notetaker Named Credential permission set has not been added in your organization, reach out to Practifi Support.

  1. From Salesforce Setup, use the Quick Find box to search for and select Permission Sets.

  2. On the Permission Sets page, click the P shortcut at the top of the list view to filter by name.

  3. Scroll down and select the Practifi Notetaker - Named Credential permission set.

  4. On the Practifi Notetaker - Named Credential screen, click Named Credential Access.

  5. Click the Edit button at the top of the Named Credential Access section.

  6. Select the Practifi_Notetaker named credential in the Available Named Credentials list and click the Add arrow button to add it to the Enabled Named Credentials list.

  7. Click Save.

Schedule Sync Jobs

Scheduled Jobs will run to keep users' calendars up to date. System Administrators can enable these scheduled jobs from the Intelligence Features page in the Settings app. Once scheduled, these jobs run every 10 minutes to ensure timely updates.

  1. Click the App Launcher and select the Settings app.

  2. From the Settings app, click the Navigation Menu and select Intelligence Features.

  3. In the left navigation rail of the Intelligence Features page, click Notetaker.

  4. In the General Settings section, click the Start Scheduler button to automatically enable the scheduled jobs.

  5. A success message appears. The button changes color and displays Stop Scheduler.

Additional User Configuration

Please note: The following steps are required if a user's Salesforce email is different from their Outlook email address.

If a user's Salesforce email differs from their Outlook email, the Notetaker Calendar Account field must be populated with the user's Outlook email address before they can authenticate their account.

To make this change to a User record:

  1. Open Salesforce Setup by selecting the gear icon in the upper right-hand corner and selecting Setup from the drop-down menu.

  2. From Salesforce Setup, use the Quick Find search to search for and select Users.

  3. Click the Edit link for the user whose Salesforce email differs from their Microsoft email address.

  4. Scroll down to the Additional Information section and enter the user's Microsoft email address in the Notetaker Calendar Account field.

  5. Click Save.

Calendar Authentication

Once the above steps are complete, users in your organization can authenticate their Outlook calendars in their personal settings. System Administrators cannot perform this step on a user's behalf unless they have the user's login credentials.

For instructions on authenticating a personal calendar, see Understanding and Using Notetaker in Sentir.

Managing Calendar Connections

Please note: The Manage Calendars feature is available only to administrators. If you need to disconnect your own calendar connection, contact your System Administrator.

Administrators can view and manage all Notetaker calendar connections for users in their organization on the Manage Calendars tab within Notetaker settings. This centralized management tool helps troubleshoot calendar connection issues and ensure proper calendar synchronization.

Accessing the Manage Calendars Tab

To access the Manage Calendars interface:

  1. Click the App Launcher and select the Settings app.

  2. Click the Navigation Menu and select Intelligence Features.

  3. In the left navigation rail, click Notetaker.

  4. Click the Manage Calendars tab.

The Manage Calendars interface displays a table with all active calendar connections in your organization, showing:

  • User name
  • Connected calendar account (email address)
  • Calendar ID
  • Disconnect action button

Disconnecting a Calendar Connection

Administrators may need to disconnect a user's calendar connection in the following situations:

  • Troubleshooting calendar connection issues
  • A user changes their email account
  • A user needs to connect a different calendar
  • A user departs from the organization or no longer requires the Notetaker feature

To disconnect a calendar connection:

  1. From the Manage Calendars tab, locate the user's calendar connection in the table.

  2. Click the Disconnect button on the right-hand side of the table.

  3. A warning message appears, explaining that if you proceed, the user will need to re-authenticate their calendar connection to continue using Notetaker.

  4. Click OK to disconnect the calendar.

Please note: Administrators must use the Disconnect button (Intelligence Settings > Notetaker > Manage Calendars) to properly disconnect calendar connections. This ensures the calendar ID is removed from both the User record and the Recall calendar system. Do not manually delete Named Credentials or Notetaker Calendar Accounts, as these methods do not fully disconnect the calendar from Recall and can cause synchronization issues.

 

Disconnecting a calendar removes the Recall Calendar ID from the user's record and prevents it from being reused. After disconnecting, the affected user must re-authenticate their calendar connection by following the steps in Understanding and Using Notetaker in Sentir to continue using Notetaker.

Permissions and Requirements

To access and use the Manage Calendars feature, administrators must have:

  • The Manage Intelligence Settings permission set
  • Access to Notetaker settings

Please note: End users cannot access the Manage Calendars tab. If a user needs their calendar connection disconnected, they should contact their System Administrator.

Notetaker Permissions

Understanding Notetaker Permissions

There are two permission sets for Notetaker: Notetaker and Notetaker — Meetings Digest.

The Notetaker permission set allows a user to access the Notetaker on the Meetings page and invite it to meetings. At least one user in your organization must be assigned the Notetaker feature in Access Management.

The Notetaker — Meetings Digest permission set is intended for users who don't need Notetaker to join their meetings but who still need access to the Meetings page. This might be a team member who isn't meeting with clients but would benefit from seeing meeting summaries and follow-up items.

Users with the Meetings Digest permission can view the Meetings page and see meeting summaries, but cannot access any of the Notetaker Bot controls.

Assigning Notetaker Permissions

Administrators can manage Notetaker permissions on the Access Management page in the Settings app:

  1. Click the App Launcher and select the Settings app.

  2. Click the Navigation Menu and select Access Management.

  3. In the left navigation rail, select Features.

  4. In the Features section, use the search field to search for Notetaker.

  5. Select the Notetaker or Notetaker — Meetings Digest card. 

  6. To assign the permission set to a permission set group, click the plus icon on the Permission Set Groups component.

  7. Select the permission set group(s) you want to assign the permission set to, then click Save at the bottom of the screen.

  8. To assign the permission set to one or more users, click the plus icon in the Users component.

  9. Search for and select the user(s) you want to assign the permission set to. Their names appear as pills in the Users component.

  10. At the bottom of the screen, click Save.

Please note: We recommend managing Notetaker permission sets via the Access Management page in the Settings app, as shown above, rather than manually assigning them in Salesforce Setup.

Notetaker Settings

Administrators can configure the following settings in the Notetaker section of the Intelligence Features page. The following settings appear in the General Settings area of the Settings tab:

  • Save Transcripts: When enabled, a copy of the meeting transcript is stored in Sentir for future review. Disable this setting if you don't want to store meeting transcripts for compliance reasons.
  • Summary Storage: Controls where meeting summaries are stored after processing completes. Select from the following options:
    • File Only: The summary is stored as a file on the Event record. No Note is created, and the Event description is not modified.
    • Event Description: The summary plain text is written to the Event description field. No Note is created.
    • Note: A Note is created automatically and contains the formatted summary. The Event description is not modified.
    • Event Description + Note: A Note is created, and the summary plain text is also written to the Event description.
  • Default Join Behavior: Define which meetings the Notetaker Bot automatically joins. You might choose to exclude the bot from internal meetings. Notetaker identifies an internal meeting as one in which every attendee's email domain matches the organizer's. The following options are available:
    • External
    • Internal and External
  • Verbosity: This setting controls the length of the meeting summary. Summaries will naturally vary in length depending on the meeting's duration. Verbosity can be set to Low, Medium, or High. Medium is the default value.
  • Calendar Sync: Calendar events are automatically synced every 10 minutes. This setting applies only to firms that use Microsoft Outlook and have enabled calendar sync. See Schedule Sync Jobs above.
  • Meeting Sentiment: When enabled, each completed meeting is automatically assigned a sentiment indicator: Positive, Neutral, or Negative, which reflects the overall tone of the client-advisor conversation. When the toggle is off, sentiment analysis is not performed on any meetings processed through Notetaker. Meetings processed before the toggle is enabled will not have sentiment data and will need to be reprocessed to generate sentiment analysis.

Please note: The Notetaker bot's display name is configured in the Bot Appearance section; see Bot Appearance below. Making the bot's name clearly identify it as an AI participant supports transparency in recording with clients.

Bot Appearance

When Notetaker is enabled in your organization, no Default Bot is configured. A placeholder bot will be used until a Default or Division Bot is configured. The placeholder bot, called Notetaker Bot, does not have a bot image.

Please note: If you update the Notetaker bot's name or image, these changes are not retroactively applied to meetings that are already scheduled.

Default Bot

The Default Bot is used when the Related Division of the Related Entity for an event does not have a Division Bot configured for that division. For most firms, the Default Bot is sufficient. If you have multiple businesses operating in different divisions, you can enable multiple Division-Specific Bots. See Division-Specific Bots below.

To configure the Default Bot:

  1. Click the App Launcher and select the Settings app.

  2. Click the Navigation Menu and select Intelligence Features.

  3. In the left navigation rail, click Notetaker.

  4. In the Bot Appearance section of the Settings tab, click the Edit Default Bot button.

  5. In the Edit Default Bot Configuration window, enter a name for the Default Bot. This name will be displayed when the bot joins a meeting.

  6. Optionally, click the Upload Files button to add an image for the Default Bot.

    Please note: Images with a 16:9 ratio and a size of 1280px by 720px are recommended. The maximum image size is 1.3 MB. Only JPG files are supported.

  7. Click Save. A success message is displayed.

Division-Specific Bots

Division-Specific Bots always take priority over the Default Bot, provided the Related Entity's Related Division for an event has a Division Bot configured for that division.

To configure a Division Bot:

  1. Click the App Launcher and select the Settings app.

  2. Click the Navigation Menu and select Intelligence Features.

  3. In the left navigation rail, click Notetaker.

  4. In the Division-Specific Bots section, click the + New Division Bot button.

  5. In the New Division Bot Configuration window, select the division for the bot.
  6. Enter a name for the Division Bot.

  7. Optionally, click the Upload Files button to add an image for the Division Bot.

    Please note: Images with a 16:9 ratio and a size of 1280px by 720px are recommended. The maximum image size is 1.3 MB. Only JPG files are supported.

  8. Click Save. A success message appears.

Topic Categories

Each completed meeting is automatically classified into a topic category based on the conversation's substance. A topic badge appears in the meeting detail view, and a Topics filter on the Meetings page lets users narrow their meeting list to a specific category.

Topic classification is always on and requires no configuration to function. There is no toggle to disable it. However, administrators can view, create, and manage classification categories from the Topic Categories tab in Notetaker settings.

Default Categories

Sentir ships with the following default topic categories:

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

Meetings that don't clearly fit a configured category are classified as General Discussion.

Managing Topic Categories

To view and manage topic categories, navigate to the Topic Categories tab in Notetaker settings:

  1. Click the App Launcher and select the Settings app.

  2. Click the Navigation Menu and select Intelligence Features.

  3. In the left navigation rail, click Notetaker.

  4. Click the Topic Categories tab.

The Topic Categories tab displays each category's name and guiding description. From here, you can:

  • Create a new category by clicking the + Add Category button and entering a name and description. The description guides the classification model, so use clear language that reflects the types of conversations the category should capture. There is currently no limit on the number of categories. Click Save Changes at the bottom of the list to save the new category.
  • Edit an existing category by clicking into the Label or Description field and making revisions. Click Save Changes at the bottom of the list to save your edits.
  • Deactivate a category by unchecking the Active checkbox. Click Save Changes at the bottom of the list to apply the change. Deactivated categories are no longer used for classification. Categories cannot be deleted.

Please note: Meetings processed before a new category is created will not be retroactively reclassified. Only meetings processed after the category is added will be eligible for that classification.

Follow-up Items

After Notetaker processes a meeting, it analyzes the summary to suggest follow-up items — tasks, processes, and topics relevant to the client record based on what was discussed. The settings on the Follow-up Items section of the Intelligence Features page control how suggestions are generated.

Navigating to Follow-up Items Settings

To access Follow-up Items settings:

  1. Click the App Launcher and select the Settings app.

  2. Click the Navigation Menu and select Intelligence Features.

  3. In the left navigation rail, click Follow-up Items.

Threshold

The Threshold setting is a confidence slider (0–100%) that sets the minimum confidence level required before follow-up items are suggested. A higher threshold produces fewer, more accurate suggestions; a lower threshold produces more suggestions, potentially with less relevance. The recommended range for most firms is 70–80%.

Topics Management

The Topics Management section lets administrators view and manage the topics that can be suggested as part of follow-up items. You can click the Add Topics button to add custom topics, tailoring suggestions to your team's specific needs and workflows.

System Notifications

When the System Notifications toggle is enabled, users receive a system notification when a follow-up suggestion is created for them after a meeting is processed.

Click the Save Changes button at the bottom of the screen to save your changes.

Compliance and Transcript Storage

Sentir's notetaking capability is designed to support compliance requirements for wealth management firms while giving your firm control over data retention.

Firm-level controls: Administrators can configure:

  • Transcript storage: Whether full transcripts are retained or only summaries are kept. This is controlled by the Save Transcripts setting described in Notetaker Settings above.
  • Access permissions: Which users can view meeting summaries and transcripts. This is controlled by the Notetaker — Meetings Digest permission set. See Notetaker Permissions above.

Please note: Recording and retention requirements vary by jurisdiction and regulatory body. Consult with your compliance team and legal counsel to ensure your use of Meeting Intelligence complies with all applicable regulations, including state recording consent laws, SEC recordkeeping requirements, and FINRA rules.

Best Practices

For Team Adoption

  • Start with a pilot group of advisors who are comfortable with AI tools.
  • Gather feedback and refine your meeting recording practices before a wider rollout.
  • Create templates for client communication about AI note-taking.
  • Train support staff on how to access and use meeting summaries for follow-up.
  • Monitor adoption metrics to ensure consistent usage across the team.

For Compliance

  • Document your firm's meeting recording policy in writing.
  • Include consent language in meeting invitations when required.
  • Train advisors on proper recording notification procedures.
  • Review stored meeting data periodically to ensure it aligns with retention policies.
  • Work with your compliance team to validate that recording practices meet regulatory requirements.

Troubleshooting

Unauthenticated Credentials

If you've set up the Microsoft Outlook integration and a user reports seeing a warning message at the top of the Meetings page, this means they haven't been authenticated with the named credential, or the named credential authentication flow failed.

The warning message reads: "You need to perform an extra step before your meetings appear here. Go to this page, select Practifi Notetaker from the list, click Authenticate, and follow the prompts."

When the user clicks the hyperlink in the warning message, it should take them to the Authentication Settings for External Systems page in their personal settings.

If the link takes them to this page, verify that the user has been authenticated with the Practifi Notetaker Service named credential and that the named credential shows a status of Authenticated.

If the link doesn't take the user to the Authentication Settings for External Systems page, this means they either aren't assigned the Practifi Notetaker Named Credential permission set or the named credential hasn't been added to it. Verify that you followed the steps in the Edit the Practifi Notetaker Named Credential Permission Set section.

Once you've verified these steps, the user should wait up to five minutes for the warning message to disappear, then refresh the page.

Calendar Not Syncing

If a user's calendar events are not syncing to the Meetings page, do the following:

  • Verify that the user has authenticated on the Authentication Settings for External Systems page in their personal settings, as described above.
  • Check that scheduled jobs are running successfully.
  • Review debug logs for RecallCalendarSyncQueueable errors.
  • Verify that the Recall_Calendar_Last_Sync__c timestamp is updating on the User record.

Authentication Failures

If authentication is failing, do the following:

  • Verify that the Auth Provider configuration matches the environment (Development vs. Production).
  • Check that the Redirect URL matches the middleware endpoint.
  • Confirm the Consumer Key and Consumer Secret are correct for the environment.
  • Test the Microsoft authentication flow manually in Authentication Settings.
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