Managing Sync of Meetings

You can sync, create, delete, and update meetings created in 3DEXPERIENCE platform to your Outlook calendar.

Required access roles: Author, Leader, Owner

This task shows you how to:

Sync a Meeting

You can sync meetings created in 3DEXPERIENCE platform to your Outlook calendar.

Required access roles: Author, Leader, Owner

Before you begin: To sync your meetings to Outlook:

Context: This task shows you how to sync a Microsoft Outlook meeting with 3DEXPERIENCE.

  1. In the User Preferences, in the Outlook Sync area specify your preferences for Meetings and Tasks. See Configuring Microsoft Outlook.
  2. Log in to the 3DEXPERIENCE platform using Collaboration for Microsoft's Microsoft Outlook integration.

    Based on the preferences you have specify, if you login as a 3DEXPERIENCE user whose email id is not configured in Outlook, a prompt message appears. The message informs you that all the meetings and tasks associated with the email id will sync to your Outlook calendar. You can choose to sync or stop the syncing of meetings and tasks associated to that email id.

  3. To manually sync the meetings, in the toolbar ribbon, click Sync Meetings.

Based on your preferences, the synchronization of meetings and tasks can be specify to be done automatically or manually. If you choose to sync automatically, the sync operation will be performed periodically after the time interval defined in the settings. The default time interval is 15 minutes for meeting sync. After syncing the meetings, they are automatically added to the calendar folder based on the specify user preferences. If you have chosen to be prompted for any new or modified meeting or task that is received from 3DEXPERIENCE, then you are notified with the list of new or modified items.

A 3DEXPERIENCE user can view other details of the meeting from Microsoft Outlook itself using the functions available on the toolbar ribbon. For more information see, 3DEXPERIENCE Toolbar Ribbon for Microsoft Outlook.

If you are the meeting creator, you can configure the user preferences to automatically send a meeting invite to the attendees using Collaboration for Microsoft's Office integration. You can also modify the attributes of the meeting and save them back to 3DEXPERIENCE by either clicking Save in the toolbar ribbon or modifying the attributes in the attributes panel.

Note: The sync operation synchronizes the meetings created or modified in 3DEXPERIENCE since the last sync. If you have modified start date time, location, subject, and duration fields of the Outlook meeting and not saved them back to 3DEXPERIENCE, they are overwritten by the existing database values if the same meeting is part of the sync response. However, other changes in the Outlook meetings will be preserved. For example, the user may choose to forward the Outlook meeting invite to an attendee, who is not in the list of the attendees on the server. If this particular meeting instance is modified on the server resulting in an update on the Outlook client, the new attendee information is preserved. However, if an attendee was removed in Outlook client but was present in the server, that attendee is added again.

If you forward a 3DEXPERIENCE meeting to an attendee who is not part of the attendees on the server, the new attendee receives the meeting as a normal Outlook meeting. If the new attendee has the Collaboration for Microsoft client installed, other details of the meeting can be viewed based on the attendee privileges. Otherwise, the user can click the hyperlink in the meeting body that directs to the meeting object on the 3DEXPERIENCE server to view the details, but the user must have valid credentials to connect to 3DEXPERIENCE

If a meeting in 3DEXPERIENCE that has been synchronized to Microsoft Outlook is deleted, it is not removed from the Outlook calendar. If you try to access the details of the meeting using the toolbar ribbon, you are notified that the meeting does not exist.

Deleting a 3DEXPERIENCE Meeting

You might receive a prompt to delete a 3DEXPERIENCE meeting during sync in the following cases:

  • If a meeting that exists in Microsoft Outlook is deleted from 3DEXPERIENCE using a browser.
  • The meeting is no longer assigned to you.
  • The meeting corresponds to a different 3DEXPERIENCE server.

In this case, you can select one of the following options:

  • Delete meeting from Microsoft Outlook

    The meeting is deleted from Microsoft Outlook.

  • Categorize meeting to delete manually.

    The meeting category is changed to 3DEXPERIENCE meeting to be manually deleted. The metadata information that identifies a 3DEXPERIENCE meeting is removed. You can review the meeting later and delete it manually. This meeting is no longer considered as a 3DEXPERIENCE meeting and is not displayed in subsequent sync operations.

  • Keep meeting as it is.

    The meeting remains in Microsoft Outlook. The meeting is displayed as deleted meeting in subsequent sync operation.

Note: The behavior of delete option differs as below:
  • Meeting Owner:

    If the meeting owner is the current logged in user, there is an option in the Configurations to send the meeting cancellation at the time of delete.

  • Meeting Attendee:

    When a meeting attendee synchronizes a 3DEXPERIENCE meeting, it gets created as a new appointment. In such a case, when the meeting is deleted or the user is no longer an attendee in that meeting, the appointment is deleted from Outlook. The same behavior applies for other attendees.

Create a Meeting

You can create a meeting in 3DEXPERIENCE.

  1. Click New Appointment or New Meeting in the Outlook.
  2. Click Add Attendees to add the attendees to the meeting.

  3. Enter a letter or text in the Name field.

    Note:

    You can view the names in the Results section.
  4. Select one or more attendees from the Results section.
  5. Click Add.
    The attendees are added to the meeting.
    Note:
    • You can also add the attendees by entering their names in the To tab of the meeting.
    • It is not required to add attendees for meeting creation. You can choose to add the attendees even after the meeting is created.
    • You can use the Add Attendees to make sure that the attendees from 3DEXPERIENCE are 3DEXPERIENCE added correctly.
  6. Enter the other fields such as subject, location, start time, and end time for the meeting.
  7. Click Save.
    A Create 3DEXPERIENCE Meeting dialog box is displayed.
  8. Enter the name of the Project or Bookmark Workspace in Context field under which you want to create the meeting.
    You can double-click the context to select it or can clear the context to select another one.

    Enter Description, Conference Call Number, Conference Call Access Code, Online Meeting Provider, Online Meeting Instructions

  9. Click OK.

You have created the meeting under the selected context in 3DEXPERIENCE.

Note: Any attendee in the Outlook meeting whose email address matches with the email address of a 3DEXPERIENCE user is automatically added as an attendee in the 3DEXPERIENCE meeting. The attendees for whom no corresponding 3DEXPERIENCE user can be found are ignored. You receive a prompt informing the same.

Attributes

Click Attributes to view the attributes of a meeting.

The meeting owner can edit the attributes of the meeting and update them to 3DEXPERIENCE. Once the attributes are successfully updated in 3DEXPERIENCE, the current Outlook meeting is also updated.

If you do not have edit access, you see the attributes as read-only.

Agenda Items

Click Agenda Items to view the agenda items associated with the 3DEXPERIENCE meeting.

Attendees

Click Attendees to view the attendees of a 3DEXPERIENCE meeting.

You can add attendees using the above mentioned process or you can remove the attendees by selecting Remove Attendee.

Attachments

Click Attachments to view the attachments of a 3DEXPERIENCE meeting.

You can Open, Update, Download, Lock/Unlock, and see attributes and revisions/versions of the file.

Decisions

Click Decisions to view the decisions of a 3DEXPERIENCE meeting.

You can click Show Discussions to view the associated discussions.

Note: You can update an existing 3DEXPERIENCE meeting by clicking the Save.

The attendees, subject, location, start date, start time, and duration are updated.

The Save is disabled if you do not have access to edit the meeting.

Upload an Attachment to 3DEXPERIENCE Meeting

You can upload local files to 3DEXPERIENCE meeting using Microsoft Outlook integration.

  1. Right-click an attachment, select 3DEXPERIENCE, and do one of the following.

    • Select Upload as 3DEXPERIENCE Meeting attachment or
    • Select Upload all attachments as 3DEXPERIENCE Meeting attachment.
      Note: The Microsoft Outlook meeting with an attachment has only one context menu option that is Upload as 3DEXPERIENCE Meeting attachment. However, if the Microsoft Outlook meeting has multiple attachments, you get an option to Upload all attachments as 3DEXPERIENCE Meeting attachment .

    The 3DEXPERIENCE Upload to New Document(s) dialog box appears.
  2. Click OK.
    The file is uploaded to 3DEXPERIENCE and a success notification is shown.