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Sync meeting notes to your CRM

Approve a set of meeting notes and save them to your firm's CRM, against the client's household or against specific contacts.

Syncing sends the notes out of Alcova. They are saved in your CRM against the households or contacts you choose.

Before you start

  • Your organisation must use Salesforce or Dynamics 365 with Alcova. The steps below use Salesforce as the example. For Dynamics 365, the buttons name Dynamics 365 instead.
  • Connect your own CRM account. See Connect your Salesforce account.
  • The meeting needs notes from Operator. See Work with meeting notes.

Sync the notes

  1. Open the meeting and select the tab with the notes you want to sync.

  2. Read the notes and make any changes. Alcova syncs the notes as they appear on screen, including your edits.

  3. Below the notes, select Approve & Sync to Salesforce.

    The end of the Annual Review notes, with the Approve & Sync to Salesforce button and the feedback buttons below

  4. Under Sync to, choose where to save the notes:

    • Client saves them against households. Under Meeting clients, the households linked to the meeting are ticked already. To add another household, select Search to add other clients… under Other clients and choose it.
    • Specific contacts saves them against individual people. Alcova lists the attendees who are contacts in a household. The first one is ticked already.
    The Approve & sync notes to Salesforce dialog with Client selected and the Gallagher Family ticked under Meeting clients
    The same dialog with Specific contacts selected and Grace Gallagher of the Gallagher Family ticked

  5. Select Approve & Sync to Salesforce.

The button shows Syncing… while Alcova saves the notes. When the sync finishes, the dialog closes.

If some records could not be updated, a message says Partial sync completed and names the ones that failed. If none could be updated, it says Sync failed. You can sync again to retry.

If something goes wrong

MessageWhat to do
Connect your Salesforce account to sync meeting notes.Select Connect Salesforce and sign in. See Connect your Salesforce account.
Your Salesforce connection has expired.Select Reconnect Salesforce and sign in again.
You don't have access to the selected clients.Ask your administrator to update your permissions in the CRM.
This meeting has no participants linked to CRM records.Add attendees who are contacts in a household, then try again. See Change who is invited.
Some records are missing CRM identifiers.One of the households or contacts you chose is not in your CRM yet. Choose another, or ask your administrator to sync it with the CRM.
No linked contacts found for this meeting.None of the attendees is a contact in a household. Use Client instead, or add the client as an attendee.
Some clients couldn't be loaded.Select Try again.

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