The AI Fills feature in Rocketlane provides a streamlined way to capture and summarize meeting content, helping teams extract critical information effortlessly. This article covers how to enable AI Fills, how it works, and the integration steps with meeting platforms.
Enabling AI Fills
AI fills can be enabled by admin users in Rocketlane.
Rocketlane offers a two-week trial of AI Fills. During the trial, users can experience the full functionality without any charge. Once the trial expires, access to the feature is automatically revoked unless a purchase is made. AI Fills is a separate, add-on product. If you find value in the feature, you can purchase it at any time during or after the trial.
To enable AI Fills, navigate to Settings in your Rocketlane account and enable the feature under AI capabilities -> AI Fills.
Once enabled, AI Fills captures and processes meeting recordings from team members in various ways, allowing for the creation of emails, documents, and summaries. Here’s how it works:
Recording Collection: Rocketlane can capture meeting recordings via:
Automated Bots: Bots can automatically join meetings on platforms like Zoom, Teams, or Google Meet.
Gong Integration: If you’re using Gong, Rocketlane can pull meeting recordings directly from Gong.
Post meeting deliverables: After the recordings are processed, AI can generate essential project documents such as:
Follow up emails
Solution Documents
Pain Points and Goals for internal notes
Choosing the Method for Collecting Meeting Recordings
Upon enabling AI Fills, Rocketlane prompts you to select how meeting recordings will be sourced:
Gong Integration:
If you choose Gong, select Connect to Gong. This allows Rocketlane to pull recorded meetings from your Gong account automatically. To learn more about how to integrate Gong into your Rocketlane account check this article.
Meeting Assistant Bots:
If Gong is not being used, select the Meeting Assistant option. With this option, a bot will join your team member’s calls and record them.
Setting Up Calendar
Rocketlane needs to connect to a calendar to schedule the bots for meetings:
You can Choose between Google Calendar and Outlook. If you’ve already connected a calendar for time tracking, the same calendar will be used. Otherwise, you can choose the calendar used by your organization here. Each team member will need to connect their individual calendar, allowing Rocketlane to access their meeting schedules and know when to send the bots.
Configuring Meeting Platforms and Bot Preferences
After setting up the calendar, configure the bot and meeting platform settings:
Bot Name:
Name your bot as desired; it will join meetings under this name.
Platform Integration:
Connect to platforms like Zoom, Teams, or Google Meet to enable direct access to the video recordings. When connected, the bot joins meetings automatically. If the bot is removed from a meeting, Rocketlane can still capture the recording directly from the platform. Video recordings from Zoom, Teams, or Meet are typically preferred over bot-generated recordings due to higher quality.
By integration with the video conference tools, we can also get the meeting recordings that already exist on these tools and have them ready for your team members to use.
Platform Requirements
For optimal performance and integration, ensure your meeting platform meets these requirements:
Zoom: To connect Zoom to your AI Fills, refer to this document here.
Teams: To connect Teams to your AI Fills, refer to this document
Google Meet: To connect Google Meet to your AI Fills, refer this document
How Rocketlane Captures Meeting Data for AI Fills
Rocketlane provides two methods to capture meeting data for AI Fills: the Rocketlane bot and direct integrations with meeting platforms. Here’s how they work:
Rocketlane bot : The Rocketlane bot automatically joins scheduled calls based on calendar events, records the meeting, and processes the recording through a transcription service to generate a transcript, which is then analyzed by AI Fills to extract insights.
Direct Integrations : Through direct integrations with platforms like Zoom, Microsoft Teams, and Google Meet, Rocketlane retrieves transcripts generated by these tools for use in AI Fills. A key advantage of direct integrations is the ability to capture transcripts from ad-hoc meetings that aren’t scheduled on a calendar, ensuring that no important discussions are missed
Using AI Fills for Project Updates
AI Fills allows you to easily add information from meeting recordings directly into your project updates, ensuring customers receive comprehensive, up-to-date information.
Accessing Project Update Templates with AI Fills
Upon enabling the feature, several project update templates will have AI Fills pre-configured. These templates include AI fills to streamline customer updates. Here’s how to use them:
Select a Project Update Template:
Open any project update template in Rocketlane.
In any section, press / to add an AI Fill.
You’ll see a range of default AI Fill templates, including Meeting Summary, Action Items, Key Takeaways, Next Steps, and Decisions Made.
You can also create custom AI Fill templates to suit your project’s needs. AI Fills can be added to both Project Update template and Document templates.
Creating a Project Update with AI Fills
To generate a customer-facing update using AI Fills:
Initiate a New Update:
Navigate to Project Updates within your project.
Click on New Update
Templates that have AI fills in them will be shown under “Meeting powered templates” section
Connect Your Calendar:
Make sure your calendar is connected. If not, Rocketlane will prompt you or your team members to do so.
After connecting, Rocketlane displays past meetings and available recordings.
If there is an integration with Zoom/Meets/Teams setup, you will be able to instantly access the recorded meetings. Otherwise, you will need to wait for the bots to join the meetings and record them.
Selecting a Meeting Recording:
Choose the relevant meeting for which you’d like to send the update to.
You include any additional details discussed outside of the meeting to be included in the update as well. The AI will take that into account and compose the update.
If the template contains links, text, task sections etc., they will also be automatically added to the update.
In case the meeting you’d like to send a followup to has no recording, you can continue with manually drafting the update.
Generate the Update:
Click Generate to automatically populate the project update with information extracted from the meeting, based on the AI Fill fields you’ve included in your template.
By following these steps, you can save time and ensure that your updates are complete, accurate, and drawn directly from your meetings, providing customers with timely insights and project progress details.
Creating and Using Custom AI Fill Templates
Rocketlane allows you to create custom AI Fill templates, offering flexibility for specific meeting summaries, action items, and more. Here’s how to create and use these templates:
Creating a New AI Fill Template
Navigate to AI Fill Templates: Go to Templates > AI Fill Templates in Rocketlane.
Create a New Template:
Click New AI Fill Template. A side panel will open.
Enter a name for the template in the first line. This name will help users identify and refer to the template.
For example, let’s imagine that we want to extract the minutes of a meeting using AI fills, we name the template as “Minutes of the meeting”
Choose the Template Type:
Under Generate As, select one of the following options:
Summary: Provides a summary of the meeting. When selected, a dialog box will appear which allows you to input what you want the AI to generate (e.g., summary of pain points, next steps, etc.). You can then proceed to select the tone of the generated content (ie, Professional, neutral or casual), as well as the output format (Paragraph or Bullet/Numbered List.)
Action Items: Creates a checklist of action points. Once selected, a new drop down lets you choose the members for whom you wish to create a list of action items (ie, internal team members, customer team members or all the meeting participants). The AI will then generate a list of action points, which are either grouped by participants, company or topic.
Save the Template:
Click Create to finalise the template. It’s now available to add to project updates, documents, and other areas in Rocketlane.
Using AI Fills Directly in Documents and Project Updates
You don’t always need to navigate to templates each time to use AI Fills. Here’s how to quickly apply an AI Fill in various contexts:
In Documents or Project Updates:
Open any document or project update.
Type / to open the AI Fill menu.
Select your desired AI Fill template, choose a relevant meeting, and the AI will generate the requested content.
Immediate Updates After Meetings:
For instant updates, such as summarizing a recent meeting, simply press / and choose an AI Fill template. Select the meeting, and the content will be automatically generated.
Using AI Fills in Chat:
You can even apply AI Fills in the Chat section. Type / to trigger the AI Fill menu and select an AI fill template, making it easy to update team members/clients with insights directly from meeting content.
