Common Components Help

AEF Help

Scheduling a New Meeting

Before you can create a meeting, your company must have a meeting site name and ID, and you must enter a meeting username and password in your user profile. See the MatrixOne Common Components User Guide.

When you schedule a meeting, you become the meeting host. Only the meeting host can start a meeting and mark it as completed. The meeting host cannot leave the meeting unless the person assigns another host (which can be done using the window available when conducting the meeting) or ends the meeting.

To schedule a new meeting

1. Click My Desk > Team > Workspaces.
2. From the Workspaces page, click the Name of the workspace that you want to create the meeting for.
3. From the workspace category list, click Meeting.
4. On the Meetings page, click Create New from the page Actions menu.

If a page appears that says you do not have a WebEx account, click Close and contact your Company Representative. The Representative should define a username and password for you in WebEx and then enter the meeting username and password for your employee profile.

If a page appears that says your organization site name is incorrect, your Company Representative must enter a site name for your company.

If a page appears asking for your meeting username and password:

1. Enter a Meeting User Name and Meeting Password. They can be any set of characters but cannot be the same as an existing username and password set up for your company in WebEx.
2. The pages lists the Email Address entered for your profile. This email address must not be one that is already entered for a user in WebEx.
3. Click Done.
5. Enter details about the meeting, including the following:

Subject--This is the name all attendees will see for the meeting.

Meeting Location--Describe where the meeting will be held. This could be the name of a building, conference room number or name, etc. You could also type "con call" if the meeting will be held over the phone.

Description--Describe the purpose of the meeting. For example, you may want to give a brief description of the agenda, presenters, or items attendees should have available during the meeting. The description is included in the notification that is sent to meeting attendees.

Start Date--Click the Calendar icon to choose a date for the meeting.

Start Time--Choose the time you want the meeting to start for your local time zone. When attendees are notified of the meeting, the meeting start time is converted to their local time.

Duration--Enter the estimated time that the meeting will last in minutes. If the duration exceeds the duration that your company has agreed to with the Web meeting provider, you will receive an error message. Lower the duration.

Conference Call #--For online meetings, type the telephone number that meeting participants will call to join the meeting.

Conference Call Access Code--For online meetings, type the code that meeting participants must enter in order to join the meeting, similar to a password.

Online Meeting Provider--Type the name of the Web-based meeting integration group, for example, Webex.

Online Meeting Instructions--Type details of steps that meeting participants must follow to join the meeting. If a URL link is included, you can click the link to open your default Web browser and access the Web page of the meeting provider.

Language--Choose the language that you want the meeting user interface to appear in for all attendees. For instructions on configuring the system so it shows or hides this option, see the Administrator's Guide.

6. Click Done.

The category list and Properties page for the meeting opens.

Now you should add attendees for the meeting. See Adding or Removing Attendees.