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For each meeting, Proliance can send two types of notices: one to attendees and cc's and one to responsible contacts. Notices are only sent to contacts with Proliance accounts.
Attendee and CC Notices
An FYI notice can be sent to attendees and CC's when the Meeting document moves to the Approved state. This notice informs the contact that the meeting has finished and the record of the meeting has been approved. The contact can review the Meeting document to ensure that the content correctly reflects what occurred in the meeting.
To send notices to attendees and CC's, select the option on the Attendees and CC's page for Notify On Approval. Note that if the document is in the Approved state, moves out of this state and then back to the Approved state, a notice is sent again. A notice is sent each time the document moves to the Approved state. This ensures that all Attendees and CC's are aware of the changes being made to the meeting.
Responsible Contact Notices
A Read and Review notice can be sent to responsible contacts when the Meeting document moves to the Approved state. This notice informs the responsible contacts that they are responsible for addressing certain meeting items. The contacts can review the Meeting document for the items they are responsible for and report back on any progress at the next meeting.
To send notices to responsible contacts, select the option on the Main page under Settings. Once a notice is sent for the meeting item, the Meeting Items page records that the notice was sent. Creating the next meeting does not carry forward the Notice Sent and Sent On information. Once the next meeting moves to the Approved state, notices are sent again to the responsible contacts.
If the meeting moves out of the Approved state, the option for sending notices to responsible contacts is cleared to ensure that duplicate notices are not sent. You can select this option again if you want to send notices again when you move the document back to the Approved state.