Riva Insight Meeting Notes: Admin Guide

Creating, updating, and sharing Meeting Notes from Riva Insight requires configuration in three places:

1. Ensure that your reporting structure in Windows AD is up to date.
2. Configuration in Salesforce.
3. Configuration in Riva.

Step 1: Ensure That Your Reporting Structure in Windows AD is up to Date

Windows AD needs to be up to date because Riva reads the manager information from Windows AD and not from the CRM.

Step 2: Configure One or Two Items in Salesforce Before Enabling Meeting Notes in Riva

1. Enable shared activities. (The link opens a page in Salesforce.com.)
2. Enable notes.

Step 2a: Enable Shared Activities

See the Salesforce help topic Enable shared activities.

Step 2b: Enable Notes in Salesforce Lightning

1. Log in to Salesforce as an administrator.

2. On the top-right menu, select Setup.

3. Near the top left, search for Notes Settings, and select Notes Settings.

4. On the right pane, select Enable Notes and select Save

5. If the Salesforce Notes Settings page displays this message: "After enabling Notes, you'll need to complete a few additional steps. See Set Up Notes in the Salesforce Help.", then follow the link in Salesforce, and complete the additional steps.

6. Near the top left, search for Object Manager, and select Object Manager.

7. On the Object Manager page, in the left column, scroll down, and select Event.

8. On the Event page, in the left column, select Page Layouts. On the right pane, select Event Layout.

9. In the top left of the layout pane, select Related Lists.

10. Select and drag the Notes item into the Related List section at the bottom of the page layout.

11. Save the layout.

12. For the Account and Opportunity modules, repeat steps 6–11, but replace "Event" with "Account" or "Opportunity".

Step 3: Enable and Configure Meeting Notes in Riva

Select the link that applies to your platform of Riva:

• Configuration in Riva Cloud.
  — or —
• Configuration in Riva On-Premise.

Enable and configure Meeting Notes in Riva Cloud

1. Log in to Riva Cloud.

2. On the Dashboard, select Edit policy.

   

3. On the Synchronization Policy Settings page that appears, select the Riva Insight tab.

   

4. To the right of Meeting Notes, click the Disabled toggle to enable Meeting Notes.

   

5. Under Options, configure the following:

   

   • Enable the Share Meeting Notes feature? Selecting Yes enables any of the internal participants to share their Meeting Notes with the other internal participants, the account team, and the organizer's manager. If no account team has been enabled for an organization, the Meeting Notes are sent only to the other internal participants and the manager.
   • Enable the Share Meeting Notes Reminder feature? Selecting Yes causes reminders to be sent to an internal participant who has written Meeting Notes and hasn't shared them yet. The reminders are also sent to the participant's manager. Reminders are sent daily, starting on the business day that is configured in the next option.
     • Remind users of an unshared meeting note [...] days after they created it. Specify the number of business days after the meeting took place that the first daily reminder is sent. Default: 1 day; that is, the reminders begin on the first business day after the meeting

6. Save the policy.

   Result: When a participant chooses to share a Meeting Note, the Note is shared during the next sync cycle.

Enable and configure Meeting Notes in Riva On-Premise

1. Open the Riva Manager application.

2. On the right-pane, double-click the policy that synchronizes internal meeting participants and organizers who need to share Meeting Notes, as well as their managers and account teams.

3. In the Edit CRM Synchronization Policy window that appears, click the Riva Insight tab.

   

4. Select the Enable Meeting Notes feature check box.

   

   • Enable the ability to Share Meeting Notes: Selecting this check box enables any of the internal participants to share their Meeting Notes with the other internal participants, the account team, and the organizer's manager. If no account team has been enabled for an organization, the Meeting Notes are sent only to the other internal participants and the manager.
   • Enable the ability to Share Meeting Notes Reminder feature: Selecting this check box causes reminders to be sent to an internal participant who has written Meeting Notes and hasn't shared them yet. The reminders are also sent to the participant's manager. Reminders are sent daily, starting on the business day that is configured in the next option.
     • Remind users of an unshared meeting note [...] day(s) after they created it. Specify the number of business days after the meeting took place that the first daily reminder is sent. Default: 1 day; that is, the reminders begin on the first business day after the meeting.

   At the bottom of the window, click OK.

5. Save the policy.

   Result: When a participant chooses to share a Meeting Note, the Note is shared during the next sync cycle.