Organizing One-Off Meetings
Use
Meeting rooms provide virtual working environments for managing and handling meetings. Meetings rooms are special rooms that you can create based on specific SAP room templates (or copies of these room templates). Meeting rooms contain specific functions (in the form of pages and iViews) that are tailored to the specific purpose of holding meetings.
Rooms for one-off meetings (with calendar synchronization) are suitable of planning and handling single meetings. You can handle any number of individual meetings in parallel in rooms of this type. You can start the meetings created at any time, irrespective of the planned meeting date. When planning meetings, you can manage topics that are copied to meetings as required.
As a power user within these specific meeting rooms, you can create and edit meetings, for example. When planning meetings, you can manage topics that are copied to meetings as required.
Prerequisites
The following prerequisites must be met:
- The portal role for creating rooms is assigned to your user.
Your system administrator has assigned the portal role for creating rooms to your portal user. For information about how to create rooms, see Creating Rooms .
When creating a room for one-off meetings, choose the SAP_MEETING_ROOM_EXTENDED template or a company-specific copy of this template. The name of this copy may be different to the name of the original.
- The Organizer room role is assigned to your user or you are the room owner.
You can perform the tasks of a power user in meeting rooms if you are the owner of the room and/or the Organizer role for the room is assigned to your user. When creating the room, you can assign the Organizer role to your own user or to one or more room members.
If you have this role, you can see the following entries (pages) in the detailed navigation of the room. You need these pages for your tasks as a power user:
- Topic pool with the Permanent Topics and One Time Topics iViews
- Meeting Organization with the option for creating meetings
- Room Administration with the option for adding new room parts and member administration
Procedure
Create meetings.
See: Creating Meetings
Change meetings.
- In the detailed navigation for the meeting room, choose the Meeting Organization entry.
To call up the meeting attributes, click the subject in the list, which appears as a link.
- Change the attributes as required.
- Save the meeting.
Delete meeting.
To delete a meeting, choose Delete in the context menu for the meeting.
Delegate meetings.
See: Delegating Meetings
Close meetings.
As the room owner or organizer, you can close the meetings that have been held and save their contents. To close a meeting, call up the meeting for editing and choose Close.
You can now save the meeting data as a session record. Afterwards, the system returns to the list of meetings. The closed meeting is no longer contained in the list.
On the Past Meetings page, you can display the records of previous meetings. These records are saved automatically when a meeting is closed (if so required).
Assign online tools.
As the room owner, organizer, or presenter, you can assign an online tool to a meeting on the Meeting Organization page: WebEx or application sharing.
In the text field of the Online Tools iView, you can enter the dial-in numbers required - for information purposes.
At the start of a meeting with online tools, each participant is asked to enter the online session (using a link). You can also enter a currently running online session from the room.
Change and modify room.
As the owner of the meeting room, you have access to the room attributes and the member list. See Changing and Modifying Rooms .
Change access permission to session records.
You can define the access permissions in the same way as for the permissions for access to folders and documents .