Entering Meeting Properties

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Property

Description

1

Subject

Subject of the meeting. Enter a short description to convey the purpose of meeting. This is a mandatory field.

2

Meeting Type

Select a meeting type from a drop-down list. Meeting Types configured in the masters will be displayed here.

3

Meeting Sub Type

Select a Meeting Sub Type from a drop-down list. Sub Types defined for the selected type will be displayed in the drop-down list.

4

Meeting Number

Enter a unique number either manually or generate using a template. This is mandatory.

5

Project

Click the browse button to select a Project from the list.

6

Start Date and Time

Enter the start date and time for the meeting. This is mandatory.

7

End Date and Time

Enter the end date and time for the meeting. This is mandatory.

8

Venue

Enter the meeting venue.

9

Status

Status of the meeting is displayed here. Once the meeting is created, status is displayed as CREATED.

10

Accessibility

Sometimes, even listing the meeting details is not desirable for certain extremely confidential meetings. Hence a facility to define accessibility to a meeting will be available.

The following options can be selected from a drop-down list next to the property ACCESSIBILITY.

All: By default, this option is selected. If this option is selected, all WRENCH users will be permitted to access the meeting.

Meeting Participants: If this option is selected, only the Chairperson, Approver, Organiser and Meeting Invitees will have access to the meeting.

Project Resources & Meeting Participants: If this option is selected, project resources and meeting participants will have access to the meeting. This option is applicable only when a project is assigned to the meeting. If user proceeds without selecting a project, a warning message is displayed.

While adding Action On and Notify users, resource addition is permitted based on the selected ACCESSIBILITY. Instead of displaying all the meetings, meetings are displayed  based on the selected accessibility.

11

Add Meeting to MS Outlook calendar

This button can be enabled or disabled. By default, the button is disabled. On enabling this button, meeting details are added to MS Outlook and MS Teams calendar. 

12

Meeting Mode

Select a meeting mode from a drop-down list. Options available are, Online (MS Teams) and Offline. Options Online (MS Teams) can be selected if the setting Add meeting to MS Outlook Calendar is on. Or else only Offline mode can be selected.

If the ‘Outlook Configuration Settings’ in ‘Integration Settings’ is not configured, the ‘Add Meetings to MS Outlook Calendar’ will be off and is disabled.

When the setting ‘Add Meetings to MS Outlook Calendar’ is enabled,  and Meeting Mode’ is selected as Online (MS Teams), when the creator clicks the option Send, meeting details to join the session are added in the Outlook and Teams calendar of the participants.

If the meeting mode selected is Offline, the meeting details will be added to MS Outlook and MS Teams calendar without any link to join.

If the 'Start Date and Time' and 'End Date and Time' are changed in the meeting and 'the meeting is saved, the change is reflected in MS Outlook and Teams.

If a meeting participant is reassigned, the meeting details from the Teams calendar of the previous user will appear as 'Cancelled' and the meeting details will be sent to the Teams calendar of the new user. The same changes take place in Outlook mail also.

If the participant user is removed from the meeting, the meeting details in the user’s Teams calendar and Outlook mail will appear as ‘Cancelled. If a new participant user is added to the meeting, the meeting details are sent to the Teams calendar and Outlook mail of the new user.

13

Meeting Description

This tab is selected by default. Enter a detailed description of the meeting.

14

Attachments

Any documents related to the meeting can be attached here.

To attach files

1.Click Attachments tab.

Attachments window is displayed.

2.Click Select File to select the attachment from the location where it is stored.

3.Enter information about the attachment in the box below.

Click OK to Attach the file.