Session Record Creation Scenarios 

Purpose

Lists of session records are provided in two iViews available under Collaboration in the portal:

●      My Sessions

●      Meeting Records

Session records preserve key information that describes collaboration sessions conducted on the portal.   The following session data is stored:

·        Subject

·        Host

·        Start date and time

·        End date and time

·        Description

·        Participants

·        Attachments

·        Room identifier, if session record is related to a collaboration room

 

Process Flow

You create session records to support a variety of business scenarios.  The following are example process flows.

 

Immediate Meeting Using Collaboration Launchpad (CLP)

To run an immediate online session for colleagues in which you can display a slide presentation, and give a demo by running an application, do the following.

...

       1.      Choose the Collaboration Launchpad. 

       2.      Add the business contacts to the list of contacts, and then select any of the collaboration services, such as Share Application.  

       3.      Conduct the session. 

When the session is finished, you are prompted with a Save Session iView. 

       4.      Specify the subject and description of the session, and then select Save. 

       5.      The session record is then available for you and all participants in the My Sessions iView, listed by subject.

Scheduled Collaboration Meeting Using CLP

To schedule an online session for colleagues in which you can run an application, and chat by online text, do the following.

...

       1.      Choose the Collaboration Launchpad.

       2.      Select a list of contacts to participate in the meeting.

       3.      Select Create Appointment from the Collaboration context menu.

The Create Session iView appears.

       4.      Define the session data, including the collaboration service provider, time and date. 

       5.      Save it. Email is sent to all the participants to invite them to join the session.

       6.      The appointment is placed on your calendar.

       7.      When the time comes for the scheduled meeting, start and conduct the session.

       8.      Participants join the meeting.

       9.      Conduct the session. 

When the session is finished, you are prompted with a Save Session iView, which is prefilled with the scheduled session information. 

   10.      Modify the session information, if required, and then select Save. 

   11.      The session record is then available for you and all participants in the My Sessions iView, listed by subject.

 

Offline Session Record Creation Using CLP

To create a session record of an offline meeting, such as one held at a water cooler away from the computer,  do the following.

...

       1.      Choose the Collaboration Launchpad.

       2.      Select a list of contacts to participate in the meeting.

       3.      Add more contacts, as required.

       4.      Select Create Session from the Collaboration context menu. The Create SessioniView appears.

       5.      Define the session data, including time and date, and add attachments, such as a scanned envelope with new formulae. 

       6.      Save the session.

       7.      The session record is then available for you and all participants in the My Sessions iView, listed by subject.

 

Immediate Meeting Initiated within a Collaboration Room

To run an immediate online session for all members of a Project Room or Team Room, in which you can display a slide presentation, and give a demo by running an application, do the following.

...

       1.      Enter the collaboration room. 

       2.      Under Detailed Navigation, select Project Members.

       3.      Start the collaboration session from the Collaboration context menu.  

       4.      Conduct the session.  When the session is finished, you are prompted with a Save Session iView. 

       5.      Specify the subject and description of the session, and then select Save. 

       6.      The session record is then available for you and all members of the collaboration room under Session History, and also under Meeting Records in the Past Meetings iView of the room.

       7.      The session record is also available for you and all members in the My Sessions iView, listed by subject.

 

Scheduled Collaboration Meeting Initiated within a Collaboration Room

To schedule an online session for all members of a Project Room or Team Room, do the following.

...

       1.      Enter the collaboration room. 

       2.      Under Detailed Navigation, select Calendar and Sessions.

The Calendar is displayed.

       3.      Highlight the date on the calendar, and then select the Create Appointment button.  The Create Session iView appears.

       4.      Define the session data, including the collaboration service provider, time and date. 

       5.      Save it. Email is sent to all the room members to invite them to join the session.

       6.      The appointment is placed on your calendar, and the calendars of the participants.

       7.      When the time comes for the scheduled meeting, start the online meeting.

       8.      Participants join the meeting.

       9.      Conduct the meeting session.  When the session finished, you are prompted with a Save Session iView. 

The iView is prefilled with the scheduled information. 

   10.      Modify the session information, as required, and then select Save. 

   11.      The session record is then available for you and all members of the collaboration room under Session iView, and also under Meeting Records in the Past Meetings iView of the room.

   12.      The session record is also available for you and all members in the My Sessions iView, listed by subject.

 

Offline Session Record Creation Using the My Sessions iView

To create a session record of an offline meeting, such as one held over dinner away from the computer,  do the following.

...

       1.      Choose the Collaboration tab on the top level navigation of the portal

       2.      Select the My Sessions option.

       3.      Under the My Sessions iView, select the New Session button. 

The New Session iView is displayed.

       4.      Define the session data, including participants, host, time and date, and add attachments, such as a digital audio file of the key decisions.

       5.      Save the session.

       6.      The session record is then available for you and all participants in the My Sessions iView, listed by subject.

 

Offline Session Record Creation Using the Session iView in a Collaboration Room

To create a session record in a Project Room of an offline meeting, such as one held on the Pebble Beach golf course, do the following.

...

       1.      Enter the collaboration room. 

       2.      Under Detailed Navigation, select Calendar and Sessions.

The calendar is displayed.  Underneath the Calendar is displayed the Session History associated with the room.

       3.      Under Session History select the New Session button.  The New Session iView is displayed.

       4.      Define the session data, including participants, host, time and date, and add attachments, such as a digital video file of the office building to be bought.

       5.      Save the session.

       6.      The session record is then available for you and all members of the collaboration room under Session History, and also under Meeting Records in the Past Meetings iView of the room.

       7.      The session record is also available for you and all members in the My Sessions iView, listed by subject.