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:

1. 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.

2. 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:

1. 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

2. 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.

3. Selecting a Meeting Recording:

   • Choose one or more relevant meetings 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.

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4. 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

1. Navigate to AI Fill Templates: Go to Templates > AI Fill Templates in Rocketlane.

2. 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”

3. 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.

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     • Extract Information: Extract specific data points discussed from transcripts. This is ideal for targeted questions like: “What integrations did the customer ask for?”, “What are the client’s timeline expectations?”, etc. You can configure the extraction in two ways:
       • Use Project Fields: Select an existing single-select or multi-select project field (e.g., "Integrations"). Rocketlane pulls the configured value options from the field (e.g., Salesforce, Jira, HubSpot). Optional: Enable “Allow AI to generate new choices” to let AI extract answers beyond the configured value options. 
       • Enter Manual Choices: Manually list expected answers (e.g., “Salesforce”, “NetSuite”, “Slack”). Optional: Let AI add relevant new options it finds in the transcript.
     • Note: This does not update or edit your project fields.

       
       

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4. 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:

1. 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 relevant meeting(s), and the AI will generate the requested content.

2. Immediate Updates After Meetings:

   • For instant updates, such as summarizing a recent meeting (s), simply press / and choose an AI Fill template. Select the meeting, and the content will be automatically generated.
     

3. 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.