This article explains how to turn on the ArcPrime notetaker and how outside counsel adds it to a disclosure meeting so the conversation is recorded against the right invention disclosure.
Prerequisites
You have permission to update disclosure settings in ArcPrime.
Your meetings run on Zoom, Google Meet, Microsoft Teams, Webex, or GoTo Meeting.
Steps
Turning On the Notetaker
Open Settings from the sidebar.
Select Disclosures > General from the settings menu.
In the Meeting Notetaker section, turn on Record disclosure meetings with a notetaker. The section shows your workspace's notetaker email address.
Review the Approval email copy. ArcPrime adds this text to the approval email it sends outside counsel, telling them how to invite the notetaker. Click a variable chip to insert the notetaker address or the disclosure reference into your own wording.
Click Save.
Inviting the Notetaker to a Meeting
Once a disclosure is approved, outside counsel receives the instructions in the approval email. Anyone scheduling the disclosure meeting follows two steps:
Add the notetaker address shown in settings as an attendee on the calendar invite. It works whether the address is in the To or Cc line.
Include the disclosure reference in the invite title or description. The email names it as the External ID (outside counsel's own docket) when one exists, and otherwise the Internal ID, such as IDF-1234 or a bracketed docket number.
ArcPrime reads the invite, finds the disclosure that matches the reference, and schedules a bot named ArcPrime Notetaker to join at the meeting time. Meeting links from any of the supported services are detected automatically.
Note: If the reference matches more than one disclosure, or none, the notetaker does not join. Ask the organizer to correct the ID and resend the invite.
After the Meeting
The notetaker records the meeting and ArcPrime transcribes it. The transcript is processed with the disclosure, so counsel can rely on what was discussed when reviewing the draft.
Tip: Keep the default approval copy unless your outside counsel needs different wording. It already lists both steps and the notetaker address.
Related Articles
Configuring Disclosure General Settings -- The page where the notetaker is turned on
How to Approve or Reject a Disclosure -- The approval that sends the instructions
Inventor Interviews Overview -- ArcPrime's other way to capture inventor conversations
Managing Outside Counsel -- The firms that receive the approval email