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Use this guide when you need step-by-step meeting capture and follow-up. CoMeeting turns a discussion into transcript, notes, summary, searchable context, and Sofie follow-up work.

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Start the right meeting type

Choose the capture mode based on the meeting setting.
Follow your organization’s rules for recording, consent, and meeting capture. Tell participants when a meeting is being captured.

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Capture a meeting

1

Open CoMeetings

Click CoMeetings in the sidebar or use Start CoMeeting from the home shortcuts.
2

Name the meeting

Use a title that includes the topic, project, or workstream.
3

Choose in-person or virtual

Select the capture mode that matches the discussion.
4

Check audio

Confirm the microphone or shared audio source is active.
5

Start capture

Begin the meeting capture when participants are ready.
6

Pause or resume when needed

Pause capture for breaks or discussion that should not be captured.
7

End capture

Stop the meeting and wait for the transcript, notes, and summary to process.
Good meeting titles:
  • Deviation DI-2026-014 SME interview
  • PPQ sampling plan review
  • Tech transfer weekly - analytical readiness
  • CAPA effectiveness metrics review

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Improve capture quality

For in-person meetings:
  • Put the device near the main speakers.
  • Reduce background noise.
  • Ask speakers to identify themselves when the meeting has many participants.
  • Repeat key decisions before moving on.
For virtual meetings:
  • Confirm the browser or operating system shares audio.
  • Keep the call volume audible.
  • Avoid multiple open audio sources.
  • Check that capture is still running after screen-share changes.

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Review the transcript

After the meeting, review the CoMeeting before relying on it. Check:
  • Speaker names or speaker references.
  • Technical terms.
  • Product, batch, equipment, and document identifiers.
  • Dates and action owners.
  • Decisions versus discussion.
  • Any transcription errors that change meaning.
Use Sofie to help review:

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Use notes and summary

Use Notes for human-curated meeting notes. Use Summary for the main themes, decisions, and follow-up items. Good follow-up prompts:

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Search meetings

Use meeting search when you need to find a prior discussion. Search by:
  • Meeting title.
  • Product, process, equipment, site, batch, lot, deviation, CAPA, or protocol identifier.
  • Owner name.
  • Decision text.
  • Phrases such as root cause, release assay, sampling rationale, acceptance criteria, or follow-up.
When you find the meeting, open it or add it to chat as context.

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Use a CoMeeting in chat

1

Open chat

Start a new chat or continue the chat connected to the project.
2

Add context

Click +, choose Add context, and select the CoMeeting.
3

Add related context

Add the Workspace, CoDraft, CoSheet, or files that should be compared with the meeting.
4

Ask for a structured output

Request a table, action list, memo, or CoDraft section.
Example:

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Create follow-up artifacts

Move meeting output into the right surface:
Use a CoSheet for action items when owners, due dates, and status will change over time. Use a CoDraft when the output needs narrative context.

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Share a meeting

Before sharing:
  • Review the transcript and summary.
  • Confirm the meeting belongs in the selected Workspace.
  • Check whether sensitive discussion should be summarized instead of shared directly.
  • Add notes that clarify decisions or unresolved questions.
  • Confirm recipients need access.
A CoMeeting can contain draft thinking, disagreement, or sensitive discussion. Share it with the same care you would use for source files.