After a meeting, Vinyl can file notes and action items to the matching Karbon contact. New Karbon connections start with Automatic sync off, so a meeting won't appear in Karbon until it has been filed. If notes aren't appearing, it's usually because the meeting hasn't been filed yet, or because of a small mismatch that's easy to resolve.
Before contacting support, it's worth checking these things:
1. Has the meeting been filed to Karbon?
Open the meeting in Vinyl and look at the filing control in the meeting header, next to Share. If it says Not filed, Automatic sync is probably off for your firm. Click the filing control, choose Pick where it goes, tick the Karbon records to file to, and click File. If you'd like meetings to go through automatically, a Master Admin can turn on Automatic sync on the Karbon card on the Integrations page.
2. Did filing fail?
If the filing control says Filing failed, open it to see why, then click Try again. If it says the connection has expired, a Master Admin needs to reconnect Karbon.
3. Was it an internal meeting?
Internal meetings aren't filed automatically. Team members aren't counted when Vinyl works out where a meeting goes, so a meeting with only your own team has nowhere to file to.
4. Is the attendee's email on a Karbon contact, and is it the same in both places?
Vinyl files to the external attendees' Karbon contacts, plus their client groups and clients. It matches meeting participants to Karbon contacts using email addresses, so if an attendee isn't a Karbon contact, or the email on the calendar invite is different from the email in Karbon (e.g. a nickname vs. full name), there's nothing to match.
Open the meeting in Vinyl and check the participant email addresses
Open the contact in Karbon and confirm the email matches exactly
5. Has the meeting finished processing?
Notes can only be filed once your meeting has a transcript and a summary. If the meeting doesn't show the filing control yet, it's still processing and the notes are on their way.
If everything looks correct but notes still aren't appearing, reach out to our support team with:
The name of the meeting
The date and time it occurred
The Karbon contact you expected it to appear on
We can investigate the specific meeting for you.