Export Meeting Notes

The Export Meeting Notes plugin generates a formatted PDF and optionally an HTML file containing all of the meeting notes for a project. The plugin is fully cross-platform — it works on Windows, macOS, and Linux and does not require Microsoft Excel or Microsoft Word.

Report File Names and Locations

The plugin looks for a File/Folder Location with a description of "Project Folder" to determine where to save the generated reports. See Project Information Page for information on File/Folder Locations. You can configure a sub-folder name where reports are saved by going to Plugins > Settings > Export Notes. The default sub-folder is Project Management/Meeting Minutes.

If a project folder is not configured, a folder selection dialog will appear when you run the export.

The output files are named using the project number:

  • [Project Number] Meeting Minutes.pdf
  • [Project Number] Meeting Minutes Internal.pdf (when Generate Internal Report is checked)

Report Format

Reports are generated using clean HTML with embedded CSS styling. Each meeting is rendered as a bordered table including:

  • Meeting title and date
  • Attendees list
  • Meeting notes body
  • Action items assigned during the meeting (Item, Assigned To, Status, Due Date)

The PDF is rendered in A4 portrait layout via the embedded Qt WebEngine browser — no external PDF tools are required.

Email Integration

The plugin can send the report by email immediately after generation. Email delivery requires either Office 365 (Graph API, all platforms) or Microsoft Outlook (Windows with COM automation). See Outlook Integration for setup instructions.

Available email options:

Option Description
Email as Inline HTML The report is pasted directly into the body of the email as formatted HTML.
Email as a PDF attachment The generated PDF is attached to the email.
Email as an HTML attachment The generated HTML file is attached to the email.
Do not email The report is saved only — no email is sent.

The email subject is automatically populated with the Project Number, Project Name, and Report Date. The project manager specified in Preferences is never included in the recipient list.

Export Options Dialog

When you run the export, a dialog appears with the following options:

Option Description
Reporting Date The date shown in the report footer. Defaults to today.
Display Report when complete Opens the PDF after it is generated.
Generate Internal Report Includes meeting notes and action items marked as Internal. Internal reports are never emailed.
Generate HTML Report Saves the HTML file to the project folder in addition to the PDF.
Email Options Choose how (or whether) to send the report by email.

To export meeting notes:

  1. Right-click on the project in the Project List Page.
  2. Choose Export > Meeting Notes.
  3. Set the Reporting Date if needed.
  4. Check Generate Internal Report if you want internal items included.
  5. Check Generate HTML Report if you want to keep the HTML source file.
  6. Select an Email Option.
  7. Click OK to generate the report.

Settings

To configure the export sub-folder:

  1. From the Plugins menu, choose Settings > Export Notes.
  2. Enter the sub-folder name relative to the project folder where reports should be saved.
  3. Click OK.