Creating Meetings

Before you begin, click New Meeting. You can now create and track meetings.

  1. In the Properties tab, enter these details:

    Field Description
    Title A descriptive title for the meeting.
    Context Click to find the object tto be the subject of the meeting.

    You can only use change objects for the meeting context.
    Location If the meeting will be in person, enter the physical location, such as a conference room.
    Meeting Date and Start Time Click to enter the date and start time of the meeting.
    Duration in Minutes Enter the estimated time that the meeting will last.

  2. To provide more details about the meeting, click More and enter text for the Description.
  3. If this is an online meeting, click More and enter these details.

    Field Description
    Conference Call Number For online meetings, enter the telephone number that meeting participants will call to join the meeting.
    Conference Call Access Code For online meetings, enter the password or code that meeting participants must enter to join the meeting.
    Online Meeting Instructions Type the steps that attendees must follow to join the meeting. You can include a URL link so that attendees can click the link to open their default Web browser and access the web page of the meeting provider.
    Online Meeting Provider Type the name of the web-based meeting provider.

  4. In the Agenda tab, add agenda items for the meeting. Add the agenda items in the order in which you want to discuss the topics.

    For each agenda item, enter these details:

    Field Description
    Topic The subject of the agenda item.
    Speaker Click to search for and select the person who will conduct the information on this topic. This person is automatically added to the list of attendees.
    Duration in Minutes The scheduled length of time to discuss this topic.
    Topic Items Click to search for and select objects associated with the agenda item. If no specific object is defined for the topic, the Meeting context object is used.

    Click Add Agenda Item to add as many items as required for the meeting.

  5. In the Attendees tab, click to build the list of people to invite to the meeting. Any user defined as the speaker for an agenda item is automatically added to the list. You can add as many people as required.

    You can remove an attendee by clicking X in the tag with their name. You can remove all attendees by clicking > Clear All.

  6. In the Attachments tab, click Add Attachments or Add Attachments to find an existing document to add.

    Note: You cannot upload a new document as an attachment for a meeting. You can use Document Management to create a new document, or upload an exsting document to a collaborative space, and then attach it to a meeting.

  7. Click Save as draft if you need to add additional details to the meeting before sending out invitations, or click Schedule to send out the meeting invitations.

The app opens the agenda items list for the meeting. If you saved the meeting as a draft, you can edit it whenever the information is available and edit the maturity state to set the meeting to scheduled.