Organizing Series of 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 series of meetings (with calendar synchronization) are suitable of planning and handling series of meetings. The meeting appointments are synchronized in the groupware calendars of the meeting participants (room members) – for example, Microsoft Outlook. In a room, at least the current meeting is displayed. Only when you close the current meeting does the system display the next meeting.

The system uses the planned meeting date to determine the next meeting. Therefore, you can create one-off meetings in addition to the series, if necessary. These are displayed in the meeting room in chronological order.

Prerequisites

The following prerequisites must be met:

●      Your portal is implemented with groupware integration.

The SAP room template SAP_MEETING_ROOM synchronizes the meeting appointments in the groupware calendars of the meeting participants (room members) – for example, Microsoft Outlook. Some functions, for example, deleting responsibility for a meeting, require that you can send e-mails.

These options are only available if your enterprise portal is integrated with the groupware (calendar, e-mail).

●      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 template or a company-specific copy of this template. If you are using a company-specific variant of the SAP room template, your system administrator provides an appropriately modified copy of the SAP room 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:

○       Meeting Management with the option for creating series of meetings

○       Room Administration with the option for adding new room parts and member administration

Procedure

You can perform the following tasks:

Create series of meetings.

See: Creating Series of Meetings

Change series of meetings.

To change the attributes of a meeting, proceed as follows:

...

       1.      In the Next Meeting iView, click Edit.

The dialog box for planning the meeting appears.

       2.      You change the list of participants, the attributes (subject, location, start, end, and so on), or the series attributes for the meeting.

       3.      To change the series properties, click Recurrence and make the necessary changes. When you choose OK to confirm the changes, the meeting attributes appear again.

       4.      Save the meeting attributes.

       5.      Send the changes by e-mail to the selected participants.

The system then closes this dialog box automatically.

Delegate series of meetings.

See: Delegating Series of Meetings

Close series of 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.

Assign online tools.

As the room owner, organizer, or presenter, you can assign an online tool to a meeting on the Meeting Management 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 access permission to session records.

The session records are located on the public page of the room and can be accessed by all portal users. Therefore, you (as the room owner or organizer) should check the access permission for session records and, if necessary, modify them.

Manage the meeting room.

As the owner of the meeting room, you have access to the room attributes and the member list. For more information, see Managing and Changing Rooms.