The following example shows how to add a table in the minutes template. The table shows the data of the Action Items list.
The table will have a row for the headers and for every Action Item it’ll show the following information:
- Person who is assigned to
- Status of the action item
- Due Date
First of all we have to define the placeholders to reference the Action Items list and fields in the minutes template. The first placeholder we need is the placeholder to define that the Action Items list should be presented as a table in the minutes. The placeholder may looks like the following:
[table; Action Items; 1]
Table references that the Items of the Action Items list (in the Meeting Manager Workspace) should be presented as a table in the generated minutes. Action Items is the display name of the list in the Meeting Manager Workspace. The 1 is an ID (please note that the ID have to be unique for the placeholders to define list and libraries) to provide the link to the other placeholder we’ll need to show the information of the Action Items. The ID could be another number, essential it is unique.
For more information about placeholders go to FAQ – What are placeholders and how to use.
Next we’ll have to insert a table in the minutes template document below the definition of the placeholder. To insert a table click “Insert” -> “table” -> and pick six rows and two columns. If you want to have a row for the column headings you have to select two columns. If you need not to have the headings you have to select one column. You have to select six rows because we want show the six several information per Action Item described above.
First of all we’ll insert the column heading commonly in Microsoft Office.
Afterwards we have to define the placeholders to define the information to show (for an item). The placeholders must have the following design:
The 1 is the same ID as the ID in the placeholder above. If you used another ID for the placeholder to define the Action Items table, you have to use this ID in the placeholder for the fields. The field has to be replaced with the name of the field that should be shown in a particular column in the table. The first column in the table will show the Title of an item of the Action Items list, thus the placeholder looks like the following:
For the other information the placeholders are:
- Description : [1;Description]
- Person who is assigned to: [1;#AssignedTo]
- Status of the action item: [1;Status]
- Priority: [1;Priority]
- Due Date: [1;Due Date]
Every placeholder except the placeholder for indicating the person who is assigned to the Action Item we used the display name. For the other placeholder we used the internal field name (that indicates the # in front of the field name). The placeholders have now to be placed in the second row in the relative column.