¶ Meetings
The PBXware Meetings feature allows its users to view all Meetings that will take place or that have been held. Users may also create, update, and delete Meetings. This allows them to manage appointments easily but it also reminds them of any scheduled Meetings via e-mail.
¶ Create a Meeting
Click this button to create a meeting.
(Button)
NOTE: 'Meeting Name', 'Date and time', and 'Organizer' are three required fields. Not defining those fields will result in the warning messages being shown. Please refer to the screenshots.
¶ Meeting
- Meeting Name
Enter a meeting name.
(E.g. Daily Meeting)
[(a-z)(0-9)]
- Meeting Description
Populate the field with more information regarding the meeting.
(E.g. Revision)
[(a-z)(0-9)]
- Date and time
Choose the meeting's date and time.
NOTE: Date and time cannot be set in the past. Please refer to the screenshot.
(E.g. 06 Sep 2020 12:01:00)
(Option button)
- Organizer
Select the organizer of the meeting from the list of Extensions.
(E.g. Ext 100 (100))
(Select box)
- Duration
Set the meeting's duration. It ranges from minimum of 10 minutes up to the maximum of 2 hours.
(E.g. 15 minutes)
(Select box)
¶ Recurrence
Recurrence options are used to create meetings that are repeated at specific time intervals:
(Check box)
¶ Daily
If 'Daily Recurrence' is selected, meetings can be repeated every 1 to 90 days.
(E.g. If '1' is selected, the meeting will be repeated every day, or if '4' is selected, the meeting will be repeated every four days, and so on.)
(Select box)
Users can select the recurrence's End Type as follows:
- No end: A meeting is held every day with no further time limitations.
(E.g. Time limitation will not affect the meeting's recurrence.)
(Option button)
- End by: A meeting will stop recurring on a specific date.
(E.g. Once 31st of August is reached, the meeting will stop recurring, so in September there will be no meetings.)
(Option button)
- End after: A meeting will stop recurring after a specified number of meetings.
(E.g. If '8' is selected, the meeting will stop recurring after eight conducted meetings.)
(Option button)
NOTE: Only one type of recurrence can be selected at a time.
¶ Weekly
If 'Weekly Recurrence' is selected, meetings can be repeated every 1 to 12 weeks.
(E.g. If '1' is selected together with days from Monday to Friday, the meeting will be repeated every week on the specified days.)
(Select box)
Users can also identify specific days in a week with the range being from Monday to Sunday.
(E.g. Mon, Tue, Wed, Thu, Fri)
(Check box)
Users can select the recurrence's End Type as follows:
- No end: A meeting is held every week with no further time limitations.
(E.g. Time limitation will not affect the meeting's recurrence.)
(Option button)
- End by: A meeting will stop recurring on a specific date.
(E.g. Once 31st of August is reached, the meeting will stop recurring, so in September there will be no meetings.)
(Option button)
- End after: A meeting will stop recurring after a specified number of meetings.
(E.g. If '38' is selected, the meeting will stop recurring after thirty-eight conducted meetings.)
(Option button)
NOTE: Only one type of recurrence can be selected at a time.
¶ Monthly
If 'Monthly Recurrence' is selected, there are two ways that recurrence can be configured.
1.
Meetings can be repeated every 1 to 6 months with the specific date selected ranging from the 1st to the 31st.
(E.g. If '20' is selected for the 'Date' together with '1' for months, the meeting will be repeated every month on the 20th.)
(Select boxes)
2.
Meetings can be repeated from every 1st to 4th and from Mon to Fri within the range of 6 months.
(E.g. If '2' is selected for the date, 'Mon' for days and '1' for months, the meeting will be repeated every second Monday in a month.)
(Select boxes)
Users can select the recurrence's End Type as follows:
- No end: A meeting is held every month with no further time limitations.
(E.g. Time limitation will not affect the meeting's recurrence.)
(Option button)
- End by: A meeting will stop recurring on a specific date.
(E.g. Once 31st of August is reached, the meeting will stop recurring, so in September there will be no meetings.)
(Option button)
- End after: A meeting will stop recurring after a specified number of meetings.
(E.g. If '20' is selected, the meeting will stop recurring after twenty conducted meetings.)
(Option button)
NOTE: Only one type of recurrence can be selected at a time.
¶ No Recurrence
If 'No Recurrence' is selected, meetings are not repeated.
(Check box)
¶ Participants
When creating a meeting, users can add numerous participants. If the meeting is created for the first time, the 'Manage participants' field will be grayed out as shown in the screenshot. To make the field clickable, it is needed for all required fields to be populated as well as additional information regarding 'Recurrence'.
Once done, press the 'Save' button, and the 'Manage participants' button becomes clickable as shown in the screenshot.
¶ Add Participants
Upon clicking the 'Manage participants' button, users will be prompted to the 'Add Participants' page. From here, they can see, add, or delete the Extensions.
(E.g. Ext 100)
(Display)
Once the organizer chooses desired Extensions from the drop-down list found at the top of a page, s(he) needs to press the plus sign as shown in the screenshot. The list will display all Extensions for that specified meeting.
(E.g. Ext 100, Ext 721, Ext 103)
(Button)
If everything is done successfully, the message saying “Participants edited successfully” is displayed as shown in the screenshot.
Please note that the participant cannot be added twice. In that case, a warning message will appear saying "The participant is already added". Please refer to the screenshot.
Click this button to delete a participant from the Participants' list.
NOTE: It is not possible to delete the organizer of the meeting.
(Button)
When using the Meetings application, it is possible to see three tabs: 'Scheduled', 'Recent', and 'Data Range'. They all display different information on meetings that are planned to be held or have been held.
¶ Scheduled
The list displays all scheduled meetings with the following details:
Click this button to create a meeting.
(Button)
- Meeting Number:
Unique number with 9 digits.
(E.g. 301027545)
(Display)
- Meeting Name:
Name given by the organizer when creating a Meeting.
(E.g. Daily Meeting)
(Display)
- Date/Time:
Meeting's date and time.
NOTE: It displays the date and time of current and planned meetings.
(28 Jul 2020 09:49:27)
(Display)
- Click this button to see the 'Meeting Details' page.
(Button)
- Click this button to update the meeting.
NOTE: Upon clicking the button, the following warning message will appear: "Do you want to update all or just this instance of recurring meeting?". If 'Update this instance' is clicked, then any changes made to the meeting will be applied only to this recurring meeting. Otherwise, if users click the 'Update all instances' button, then changes will be applied to all meetings on the list.
For more information, please refer to the screenshot.
(Button)
- Click this button to delete the meeting.
NOTE: Upon deleting a single meeting, the warning message will appear saying "Are you sure you want to delete this meeting?". However, if a user deletes a recurrent meeting, the following warning message will appear: "Do you want to delete all or just this instance of recurring meeting?". If 'Delete this instance' is clicked, then only this recurring meeting will be deleted. Otherwise, if users click the 'Delete all instances' button, then all meetings on the list will be removed.
For more information, please refer to the screenshots.
(Button)
¶ Recent
The list displays all recent finished meetings with the following details:
Click this button to create a meeting.
(Button)
- Meeting Number:
Unique on the system with 9 digits.
(E.g. 301027545)
(Display)
- Meeting Name:
Name of a previous Meeting.
(E.g. Daily Meeting)
(Display)
- Date/Time:
Meeting's date and time.
NOTE: It displays the date and time of previous meetings.
(28 Jul 2020 09:49:27)
(Display)
- Click this button to see the 'Meeting Details' page.
(Button)
- Click this button to delete the meeting.
NOTE: Upon deleting a single meeting, the warning message will appear saying "Are you sure you want to delete this meeting?". However, if a user deletes a recurrent meeting, the following warning message will appear: "Do you want to delete all or just this instance of recurring meeting?". If 'Delete this instance' is clicked, then only this recurring meeting will be deleted. Otherwise, if users click the 'Delete all instances' button, then all meetings on the list will be removed.
For more information, please refer to the screenshots.
(Button)
¶ Date Range
The list shows all meetings for the period selected, beginning from the start date and finishing with the end date.
Click this button to create a meeting.
(Button)
- Date Range:
Select the start and end date by using search/filter.
(E.g. Click the 'Date Range' button and select the desired dates.)
(Option button)
After making any changes to the search filter, click the search icon.
NOTE: Lists can be sorted by Date/Time in the ascending or descending order.
- Meeting Number:
Unique on the system with 9 digits.
(E.g. 301027545)
(Display)
- Meeting Name:
Name of a selected Meeting.
(E.g. Daily Meeting)
(Display)
- Date/Time:
Meeting's date and time.
(28 Jul 2020 09:49:27)
(Display)
- Click this button to see the 'Meeting Details' page.
(Button)
- Click this button to update the meeting.
NOTE: Upon clicking the button, the following warning message will appear: "Do you want to update all or just this instance of recurring meeting?". If 'Update this instance' is clicked, then any changes made to the meeting will be applied only to this recurring meeting. Otherwise, if users click the 'Update all instances' button, then changes will be applied to all meetings on the list.
For more information, please refer to the screenshot.
(Button)
- Click this button to delete the meeting.
NOTE: Upon deleting a single meeting, the warning message will appear saying "Are you sure you want to delete this meeting?". However, if a user deletes a recurrent meeting, the following warning message will appear: "Do you want to delete all or just this instance of recurring meeting?". If 'Delete this instance' is clicked, then only this recurring meeting will be deleted. Otherwise, if users click the 'Delete all instances' button, then all meetings on the list will be removed.
For more information, please refer to the screenshots.
(Button)
¶ Meeting Details
To open the 'Meeting Details' page, users can click 'Meeting Name', 'Meeting Number', or the 'Info' button. The 'Meeting Details' page contains the following information:
NOTE: If the meeting is recurrent, the 'View base meeting' button will be accessible.
- Meeting Number:
Unique on the system with 9 digits.
(E.g. 772023903)
(Display)
- Meeting Name:
Name given by the organizer when creating a Meeting.
(E.g. Daily Meeting)
(Display)
- Meeting Description
Additional information regarding the meeting.
(E.g. Revision)
[(a-z)(0-9)]
- Status:
Shows the meeting's status.
Status can be one of the following:
- Not started: A meeting has not been started yet.
- In progress: A meeting has already been started.
- Ended: A meeting has been held.
(Display)
- Date/Time:
Date and time showing if the meeting will take place or it has been held.
(30 Jul 2020 11:01:00)
(Display)
- Duration:
Time duration of a meeting.
(E.g. 10 minutes)
(Display)
- Organizer:
Name of the meeting's organizer and his/her Extension number.
(E.g. Ext 100 (100))
(Display)
The 'Meeting Details' page allows users to see the list of meeting's participants as well as the list of DIDs.
- List of Participants:
Shows the Name and Extension of every participant.
(E.g. M 101 (101))
(Display)
- List of DIDs:
All DIDs in the Meeting.
(E.g. +4420345678)
(Display)
- Click to add participants to the meeting.
(E.g. Once clicked, the page for adding participants is opened. Please note that the same participant cannot be added twice. If added, the warning message will pop up saying "The participant is already added." Please refer to the screenshots.)
NOTE: The button is visible only if a user is an organizer, and if the Meeting has not been already held. If a meeting is recurrent, by adding participants on this page, a meeting becomes an 'Exception'. This means that any changes to the 'Base Meeting' will not affect it. Details for the 'Exception Meeting' can be different from the details for the 'Base Meeting'.
(Button)
- Participant
Select a participant and add him/her to the list.
(E.g. M 101 (101))
(Select box)
- Role
Assign a role to the selected Extension/participant.
(E.g. Participant/Administrator)
(Select box)
- Click to delete participants from the meeting.
(Once clicked, all participants except the organizer will be deleted. Since this is a deletion action, the warning message will pop up saying "Are you sure you want to delete all participants?". After confirmation, the message saying "Participants deleted successfully" should appear. Otherwise, if an error occurred, the message saying "Participant/s could not be deleted" should appear. For more information, please refer to the screenshots.)
NOTE: The button is visible only if a user is an organizer, and if the Meeting has not been already held.
(Button)
- Click this button to delete a specific participant from the list.
NOTE: Since this is a deletion action, the warning message will pop up saying "Are you sure you want to delete this participant?". After confirmation, the message saying "Participant deleted successfully" should appear. Otherwise, if an error occurred, the message saying "Participant/s could not be be deleted" appears. For more information, please refer to the screenshots.)
(Button)
¶ View Base Meeting
- Click to 'View base meeting' details.
(E.g. Once clicked, users will be prompted to a different page. This page shares the same information found on the 'Meeting Details' page, however, from here, a user cannot manage participants.)
NOTE: The 'View base meeting' button is visible only if a Meeting is recurrent.
(Button)
- Click the button to return to the 'Meeting Details' page.
(Button)
¶ Meeting features
The 'Meeting features' page is used to set the time of receiving a reminder in the form of daily e-mails for any scheduled meetings. The standard options page will be accessible after clicking the suggested button.
Click this button to open the 'Meeting Features' page.
(Button)
Use Custom Settings - ON
Use Custom Settings - OFF
- Use custom settings:
Set any personal/custom settings for receiving daily e-mails
(E.g. On/Off)
(Button)
- Disable:
Do not receive any daily e-mails for meetings
(Checkbox)
- Time zone:
Time zone of a user
(E.g. Europe/London)
(Display)
- Week days:
Specifies days in a week in which e-mails will be sent
(E.g. Mon, Thu, Sun)
(Checkbox)
- Time:
Referring to the time of receiving e-mails every day
(E.g. 08:00 AM)
(Multi select)
- System settings:
See settings for 'Daily digest'. These settings will be used in case a user has disabled the 'Use custom settings' button and has not checked the 'Disable' option. After clicking on this button, the read-only page will be shown. These values can be edited only on the system(admin site) and not through OSC.
(Button)
The time for receiving meetings' daily e-mails is saved in UTC (Universal Time Coordinated). A user will be able to see the time set according to his/her time zone. There is also an option to use the system's time zone. When it comes to 'Daily Digest', it will be sent at 8 A.M. every day by default.
