Meeting Management - Revision history

Lasnier: /* Chat room */

2013-01-10T07:34:29Z

Chat room

← Older revision		Revision as of 08:34, 10 January 2013
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	A new tab or window will open (depending on your browser settings) with the questionnaire.		A new tab or window will open (depending on your browser settings) with the questionnaire.




	~~===Chat room===~~

	~~The chat room is new feature that will be provided to meeting participants to allow them chat during face-to-face meetings and conference calls. It can be enabled at the meeting creation or later on.~~

	~~'''NOTE: '''The chat is available directly on your web browser '''without any software installation'''.~~


	~~====Enable/Disable the Chat Room feature====~~

	~~Go to the meeting details page and click on “Administration”, then “Update meeting” links~~

	~~[[File: Administrationmeeting_button.png]]~~


	~~In the “Additional meeting options”, tick or untick “Enable usage of chat room for this meeting”.~~

	~~[[File:Meetingcreation_additionalinfo.png\|center]]~~



	~~====Log in the Chat Room====~~

	~~On the meeting details page, click on the '''link “Chat Room” ''':~~

	~~[[File: Meeting_details_menu.png\|center]]~~

	~~A new tab or window will open (depending on your browser settings) with asking you to enter your name and an automated security code.~~


	~~The chat room will load. On the right part of the screen is the list of users connected.~~

	~~[[File: Chatroom_window.png\|center]]~~


	~~====Change the topic in the Chat Room====~~

	~~To change the topic of the discussion, on the top left corner of the screen click on “no topic set” or the current topic name (i.e Agenda, or “Work Item xxxxxx).~~

	~~[[File: Chatroom_new_topic_popup.png\|center]]~~


	~~Enter the new topic in the pop-up window and click OK.~~

	~~[[File: Chatroom_new_topic_inserted.png\|center]]~~


	~~'''NOTE: ''' The number on the top left corner of the top banner is the meeting ID number. (unique identifier number composed of 5 digits)~~.

Lasnier: /* Meeting management */

2013-01-09T15:18:30Z

Meeting management

← Older revision		Revision as of 16:18, 9 January 2013
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	This feature is access restricted (flagged with a [[File:Padlock.png]] icon) to the ETSI staff and Technical Bodies Chairmen only.		This feature is access restricted (flagged with a [[File:Padlock.png]] icon) to the ETSI staff and Technical Bodies Chairmen only.

			The Meeting Management application is accessible here: http://webapp.etsi.org/MeetingManagement/

	=== Create a new meeting ===		=== Create a new meeting ===
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	Otherwise, click on “Save Request”.		Otherwise, click on “Save Request”.



	==Meeting details ==		==Meeting details ==

Lasnier: /* Registration for non ETSI members */

2013-01-09T15:03:06Z

Registration for non ETSI members

← Older revision		Revision as of 16:03, 9 January 2013
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	ETSI meetings are normally restricted to members. On the Technical Body Chairman's discretion, the meeting may be opened to Observers and non-members.		ETSI meetings are normally restricted to members. On the Technical Body Chairman's discretion, the meeting may be opened to Observers and non-members.
	Please refer to clause 1.4 of the Technical Working Procedure of the ETSI Directives http://portal.etsi.org/Directives/home.asp.		Please refer to clause 1.4 of the Technical Working Procedure of the ETSI Directives http://portal.etsi.org/Directives/home.asp.
	The non-members must be recorded in the Guest database. TB Officials are invited to contact the concerned TB support staff with the non-members details.		The non-members must be recorded in the Guest database.
			TB Officials are invited to contact the concerned TB support staff with the non-members details.

	'''External users (see [[Meeting_Management#Types_of_users_and_rights\|Types of users and rights]]) can register themselves to the meeting if the meeting be open to external participants. '''		'''External users (see [[Meeting_Management#Types_of_users_and_rights\|Types of users and rights]]) can register themselves to the meeting if the meeting be open to external participants. '''
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	You may also '''add the meeting to your calendar by clicking on the iCal icon [[File:Ical_icon.png\|20px]] ''' contained in the email.		You may also '''add the meeting to your calendar by clicking on the iCal icon [[File:Ical_icon.png\|20px]] ''' contained in the email.


	===Unregister to a meeting===		===Unregister to a meeting===

Lasnier: /* View the ETSI room allocation */

2013-01-09T15:01:01Z

View the ETSI room allocation

← Older revision		Revision as of 16:01, 9 January 2013
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	You may browse week by week with the buttons "Previous Week" and "Next Week".		You may browse week by week with the buttons "Previous Week" and "Next Week".


	'''The rooms are divided between the two ETSI buildings: the Main and the Einstein buildings. '''		'''The rooms are divided between the two ETSI buildings: the Main and the Einstein buildings. '''
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	:* Select if you want to see the 5 business days only or if you want to see the whole 7 days.		:* Select if you want to see the 5 business days only or if you want to see the whole 7 days.

	Click on "View" to run your query.		Click on "View" to run your query.



	===Reserve an ETSI meeting room ===		===Reserve an ETSI meeting room ===

Lasnier: /* Meeting options fields */

2013-01-09T15:00:22Z

Meeting options fields

← Older revision		Revision as of 16:00, 9 January 2013
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	A screen will show the Meeting name with a link and the Meeting Identifier.		A screen will show the Meeting name with a link and the Meeting Identifier.

	[[File:Meetingoutsideetsi_confirm.png]]		[[File:Meetingoutsideetsi_confirm.png\|center]]


	From this screen, you may go back into the modification of the meeting, or go back to the Meeting Management menu.		From this screen, you may go back into the modification of the meeting, or go back to the Meeting Management menu.


	===Modify/Update a meeting ===		===Modify/Update a meeting ===

Lasnier: /* Meeting information fields */

2013-01-09T14:58:03Z

Meeting information fields

← Older revision		Revision as of 15:58, 9 January 2013
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	:* '''Presence type allowed:''' Select from the drop down list between the 3 types of presence:		:* '''Presence type allowed:''' Select from the drop down list between the 3 types of presence:
	::: Face to Face only		::: - Face to Face only
	::: Online only		::: - Online only
	::: Face to Face and Online		::: - Face to Face and Online

	:* '''Estimated number of participants:''' free text. This information is important for our Meeting Support team in order for them to size the need and provide the best options available.		:* '''Estimated number of participants:''' free text. This information is important for our Meeting Support team in order for them to size the need and provide the best options available.

Lasnier: /* Meeting information fields */

2013-01-09T14:57:49Z

Meeting information fields

← Older revision		Revision as of 15:57, 9 January 2013
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	:* '''Presence type allowed:''' Select from the drop down list between the 3 types of presence:		:* '''Presence type allowed:''' Select from the drop down list between the 3 types of presence:
	: Face to Face only		::: Face to Face only
	: Online only		::: Online only
	: Face to Face and Online		::: Face to Face and Online

	:* '''Estimated number of participants:''' free text. This information is important for our Meeting Support team in order for them to size the need and provide the best options available.		:* '''Estimated number of participants:''' free text. This information is important for our Meeting Support team in order for them to size the need and provide the best options available.

Lasnier: /* Search a meeting using the Advanced query */

2013-01-09T14:56:40Z

Search a meeting using the Advanced query

← Older revision		Revision as of 15:56, 9 January 2013
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	=== Search a meeting using the Advanced query ===		=== Search a meeting using the Advanced query ===

	From the Meeting calendar portlet, click on the Advanced query link on the top left corner.		From the Meeting calendar portlet, click on the '''Advanced query''' link on the top left corner.
	[[File:Topbanner_meetingportlet.png\|400px\|center]]		[[File:Topbanner_meetingportlet.png\|400px\|center]]

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	This view contains more details such as the meeting category, the meeting duration and more information on the location.		This view contains more details such as the meeting category, the meeting duration and more information on the location.

	'''Note: ''' These view modes display up to 10 meeting on the screen. Click on the "Next page" button to display the rest of your query.		'''Note: ''' These view modes display up to 10 meeting on the screen. Click on the "Next page" button to display the rest of your query.


	=== Export results of the query ===		=== Export results of the query ===

Lasnier: /* Presences types */

2013-01-09T14:56:15Z

Presences types

← Older revision		Revision as of 15:56, 9 January 2013
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	=== Presences types ===		=== Presences types ===
	The presence of a participant can be either:		The presence of a participant can be either:
	:* Present, with remote participation if the person is connected via an online conference call tool (for example GoToMeeting).		:* Present with remote participation if the person is connected via an online conference call tool (for example GoToMeeting).
	:* Present with face to face participation if the person is ~~physiCally~~ attending the meeting.		:* Present with face to face participation if the person is physically attending the meeting.
	:* Absent		:* Absent
	:* Unknown		:* Unknown


	==Meeting search/browsing ==		==Meeting search/browsing ==

Lasnier: /* Types of users and rights */

2013-01-09T14:53:53Z

Types of users and rights

← Older revision		Revision as of 15:53, 9 January 2013
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	The meeting contact is the person defined at the meeting creation (for example: Contact person in the Host company, Support Co-ordinator or Secretary of the concerned TB). This person must have an EOL account. The person shall receive notifications when actions are performed on presence recording (see Participants presence and status).		The meeting contact is the person defined at the meeting creation (for example: Contact person in the Host company, Support Co-ordinator or Secretary of the concerned TB). This person must have an EOL account. The person shall receive notifications when actions are performed on presence recording (see Participants presence and status).
	The meeting contact can be changed anytime before, during and after the meeting.		The meeting contact can be changed anytime before, during and after the meeting.
	~~'''Note 1''': There can be more than one meeting contact per meeting.~~

			'''Note''': There can be more than one meeting contact per meeting.

	===EOL account===		===EOL account===