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How-to — task-oriented recipe.
Affinity Notetaker is your AI-driven meeting companion that joins your virtual meetings to take notes, produce transcripts, and add them automatically to Salesforce.

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Overview

  • Why use Affinity Notetaker and not other note-taking tools?
  • Does Affinity Notetaker support multiple languages?
  • Prerequisites for Zoom users
  • How to set up Affinity Notetaker
  • How to sync Meeting Notes to Salesforce
  • How to use Affinity Notetaker
  • Why is Affinity Notetaker inactive on the meeting or unable to join the meeting?
  • How to remove Affinity Notetaker from a meeting
  • How does Affinity Notetaker treat internal meetings?
  • Important Callouts
  • Frequently Asked Questions

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Why use Affinity Notetaker and not other note-taking tools?

  • Affinity’s Notetaker has been optimized for private capital and dealmaking, while other notetaking tools tend to be focused more on sales workflows.
  • Affinity’s Notetaker integrates directly with Salesforce, which will help streamline your team’s workflows and ensure that Salesforce remains the source of truth and a repository for your meeting notes.
  • Affinity has contracts in place to ensure that customer data will not be used to train AI models.

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Does Affinity Notetaker support multiple languages?

  • Yes. However, please note the differences when it comes to transcripts versus meeting notes:
    • Transcripts: Affinity Notetaker will generate the transcripts in English, French, German, Japanese, Portuguese, or Spanish.
      • The language used the most during the meeting will be the language used to generate the transcript.
      • If multiple languages are spoken during the meeting, the less frequently used language(s) will not be transcribed.
    • Meeting notes: Affinity Notetaker will only generate the meeting notes in English at this time, even for calls where the spoken language is French, German, Japanese, Portuguese, or Spanish.

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Prerequisites for Zoom users

  1. Your organization’s Zoom admin must first approve of the Affinity app in the Zoom App Marketplace.
  1. Otherwise, you will come across this message: You cannot authorize Affinity Notetaker
  1. Once your Zoom admin approves of the Affinity app, Zoom will require the following setting to be enabled for each person using Affinity Notetaker to allow meeting bots to transcribe calls:
    1. Go to your Zoom Settings on the web app, not the desktop app.
    2. Then, click the Recording tab.
    3. Turn on the toggle next to Record to computer files.
    4. Last but not least, click the on relevant checkboxes under Who can request host permission to record? based on your preferences.

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How to set up Affinity Notetaker

  1. Affinity Notetaker is only compatible with the following platforms:
    1. Zoom (both web app and desktop app) - The meeting host is required to join the meeting in order for Affinity Notetaker to record/transcribe.
    2. Microsoft Teams - The meeting host does not need to join the meeting in order for Affinity Notetaker to record/transcribe.
    3. Google Meet - The meeting host does not need to join the meeting in order for Affinity Notetaker to record/transcribe.
  2. Login to your Affinity Instance, click on Settings to access your Notetaker settings.
    1. Connect with Zoom - For Zoom users only, you can connect Affinity with your Zoom account to make sure that your Affinity Notetaker (or any of your colleague’s Affinity Notetakers) can join, transcribe, and summarize Zoom meetings that you’re the host of, even if you do not join.
  1. Appearance - Customize your Notetaker’s name and decide whether to display an Active Avatar or No Avatar when your Notetaker is in a meeting.
  1. Join Automatically - Set up automatic scheduling so that your Notetaker joins your meetings by default - whether it’s for all meetings, only internal meetings, or only external meetings.
  1. Finally, click Save to save any changes you made.

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How to sync Meeting Notes to Salesforce

  1. Login to your Affinity Instance as an Admin and navigate to your Salesforce settings
  2. Edit the Account and Contact Enrichment section
  1. Enable the Push Meeting Notes to Salesforce Notes Option Meeting notes that are pushed to Salesforce:
  • Will only be visible to meeting participants. Sharing settings can be changed on individual notes once in Salesforce
  • Will contain the Meeting Summary and Transcript
  • Will be linked to any Account present on the call and be visible in each Account’s Note section
  • Will be visible in the user’s Notes section
  • Changes made to the note in Salesforce or in Affinity will not affect each other.
  • Internal Meeting Notes will not be pushed to Salesforce

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How to use Affinity Notetaker

  1. Now that you’ve set up Affinity Notetaker, it will join the meeting based on your settings selection
  2. If multiple users have an Affinity Notetaker join the same meeting, Affinity will randomly select one of the users’ notetakers and consider that user to be the author of the meeting note that gets generated.
  3. Affinity Notetaker will join the call at the scheduled start time (or instantly if the meeting has already started).
  4. On the call, you will see a participant under your Notetaker name transcribing and summarizing the meeting for you. This participant is a bot and will not interact with the other participants.
  5. Once your meeting ends, you and your team members will receive an email with a detailed meeting summarization which includes the following: Agenda, Key Highlights, Next Steps, and Summary.
  6. The meeting note can be found on in the Affinity Chrome Extension or Email Extensions Note: Transcripts generated by Affinity Notetaker cannot be edited/deleted at this time.

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Important Callouts

  • Affinity Notetaker will only transcribe external meetings that go on for 5 minutes or longer.
  • Affinity Notetaker will not be able to join meetings where a meeting room (e.g. Zoom Rooms) is set to be the meeting host.

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Frequently Asked Questions

1. Where can I expect to see the transcript and meeting notes?
  • The meeting notes and transcript can be found on the Affinity Activity timeline in Salesforce and in inbox and browser extensions on company and participant profiles. If being synced to Salesforce as well, it can be found in the Notes section of the Account Page. 2. My meeting started later than scheduled, will this affect the Notetaker?
  • The Notetaker will attempt to join the call at the scheduled start time. If the meeting starts late, the Notetaker waits for 15 minutes before leaving the meeting if no one has joined yet. 3. My meeting started earlier than scheduled. Can I get the Notetaker to join?
  • No 4. Can I edit the meeting notes generated by the Notetaker?
  • Yes, the generated meeting note is editable like any other note in Affinity. However, only the user who added the Notetaker can edit the note. 5. How long will it take to have the transcript and summary available after my meeting ends?
  • You should expect to receive an email with a summary and transcript available within a few minutes after the end of your meeting. 6. What permissions are applied on the meeting note?
  • In Salesforce, only meeting participants can see the meeting note 7. What happens when multiple participants in a meeting all invite their own Notetakers?
  • Only one Affinity Notetaker (per organization) will join any given meeting. 8. What happens when there are 2 or more meeting links in the calendar invite? Which one will the Affinity Notetaker to join?
  • Affinity Notetaker will join the meeting link found in the Location field of the calendar invite. 9. If Affinity Notetaker was initially kicked out of the meeting, is it possible to bring it back into the same meeting?
  • No 10. Is there a meeting time limit for Affinity Notetaker?
  • No, Affinity Notetaker will stay on for the meeting’s intended duration. 11. Will Affinity Notetaker join meetings/waiting rooms even if no one has joined?
  • If there is no waiting room: 15 minutes
  • If there is a waiting room: Google Meet 10 minutes, Zoom 20 minutes, Microsoft Teams 20 minutes

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Screenshots