Published at: 2026-09-17

Internal meeting agent

Capture internal meeting outcomes and drive CRM follow-up.
This agent supports opportunity reviews, internal alignment, proposal discussions, and collaborative execution. It connects meeting notes, template setup, and post-meeting follow-up.

Overview

The Internal Meeting Agent addresses three common problems.
  1. Teams do not share a consistent meeting strategy before the meeting.
  2. Meeting notes are fragmented and disconnected from business records.
  3. Action items, decisions, and sales records do not close the loop after the meeting.

Capability overview

Stage Capability Description
Template management Meeting templates Supports meeting summary prompts, related objects, segment summary prompts, and scope constraints.
In-meeting assistance Real-time recording and transcription Converts speech to text in real time and displays related business data during the meeting.
Post-meeting processing Intelligent file analysis Lets users upload audio files or meeting documents and generates a summary automatically.
Post-meeting follow-up Write-back to business records Writes meeting summaries back to Sales Records and creates to-do items.

Before you start

[!IMPORTANT] - You need the Internal Meeting application bundle. - You need permissions for Meeting Records, Meeting Record Details, and Meeting Templates. - If the meeting must link to business data, prepare the Opportunity, Account, or Lead record in advance.

Admin setup

Enable the license

  1. Order the Internal Meeting application bundle.

Configure permissions

  1. Add the create permission for Meeting Records to the target role.
  2. Add the create permission for Meeting Record Details to the target role.
  3. Add the view permission for Meeting Templates to the target role.
  4. In App Management > Menu Item Configuration, add Meeting Records, Meeting Record Details, and Meeting Templates to the menu.
  5. Enable the To-Do permission for Meeting Records.
[!NOTE] If more users need access to meeting templates, confirm that their roles include the required view permission.

Manage meeting templates

  1. Create a new meeting template.
  2. Enter the template name and applicable scenario.
  3. Configure the meeting summary prompt.
  4. Configure related objects.
  5. Configure the segment summary prompt.
  6. Configure scope constraints.
[!NOTE] If you do not configure related objects, the meeting will not create related business records or display insights.
Create a meeting template
Four settings are central to the template.
Setting Purpose
Meeting summary prompt Defines the output structure for the meeting summary.
Related objects Selects the ShareCRM objects that the meeting should reference.
Segment summary prompt Generates segment summaries from the related business records.
Scope constraints Narrows the matching scope when users import files.
Two prompt styles are commonly used in templates.
Prompt Usage
Full opportunity segment prompt Produces a core summary, statement quality review, and insight-based action recommendations.
Concise opportunity segment prompt Produces progress, requests, risks, sales quality, and an action plan.
Meeting template list

User actions

Start a live meeting on mobile

  1. On the home page, click Agent > Live Meeting.
  2. Select Internal Meeting and choose a meeting template.
  3. Select the Opportunity discussed in this meeting.
  4. Start the meeting.

Start a live meeting on PC

  1. On the home page, click Quick Notes.
  2. Select Live Meeting.
  3. Select Internal Meeting and choose a meeting template.
  4. Select the Opportunity discussed in this meeting.
  5. Start the meeting.
In-meeting business context and opportunity insights

Upload a file for analysis on PC

  1. On the PC workspace, open Quick Notes.
  2. Click Upload Meeting File.
  3. Select an analysis template.
  4. Specify the participant scope.
  5. Wait for the file to finish processing.

Review meeting details

  1. Open the meeting details page.
  2. Review the AI-generated segment summaries.
  3. Edit the content if needed.
  4. Click Convert to Sales Record.
Meeting details and summary page

Expected outcome and validation

After setup, users can create templates, start meetings, upload files for analysis, and write meeting summaries back to ShareCRM business records.
Use the following checks to validate the result.
  1. In the Meeting Templates list, confirm that the new template is visible.
  2. Start a test meeting and confirm that it links to an Opportunity and generates a meeting summary.
  3. Open the meeting details page and confirm that segment summaries and to-do items are available.
  4. Click Convert to Sales Record and confirm that the meeting outcome writes back to the related record.

FAQs

How does the system identify participants

The system matches participants by using the related business record and the conversation content. When you upload a file, you must select the participants manually.

Who owns meeting detail records

By default, the owner of a meeting detail record follows the owner of the related business record.

Are meeting records visible to all participants

No. Meeting records are not visible to all participants by default. Add participants to the Related Teams section of the Meeting Record. The owner permission follows the owner permission of the related Opportunity record by default.

How do I share a public meeting template

Meeting templates still follow data permissions. Use sharing or grant View All access to make templates available to other users.

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