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To edit the data of a meeting being scheduled, first locate it and select it in the main screen list of records. After that, click on the  button on the toolbar.
At this point, the data screen will be opened. The following sections will be available for editing:
This section displays the data entered when adding the meeting, but it is possible to edit them. The following panels will also be displayed:
In addition to the data entered when adding the meeting: ID #, Name, Type, Location, and Dates, the following fields will also be displayed:
Association type
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Time control
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Nonproject task: Select, in the Object field, the nonproject task (SE Time Control) the meeting will be about.
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Performance
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Indicator: Select, in the Object field, the indicator (SE Performance) the meeting will be about.
Scorecard: Select, in the Object field, the scorecard (SE Performance) the meeting will be about.
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Incident
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Incident: Select, in the Object field, the incident (SE Incident) the meeting will be about.
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Action plan
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Action of action plan: Select, in the Object field, the action of an action plan (SE Action Plan) the meeting will be about.
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Problem
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Problem: Select, in the Object field, the problem (SE Problem) the meeting will be about.
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Project
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Project: Select, in the Object field, the project (SE Project) the meeting will be about.
Program: Select, in the Object field, the program (SE Project) the meeting will be about.
Project task: Select, in the Object field, the project task (SE Project) the meeting will be about.
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Request
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Request: Select, in the Object field, the request (SE Request) the meeting will be about.
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Workflow
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Workflow: Select, in the Object field, the workflow (SE Workflow) the meeting will be about.
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It is possible to associate multiple objects with the meeting. After saving the association type and its respective object, new fields will be added to be filled out according to the number of objects you wish to associate with the meeting.
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The following options may be displayed as enabled or disabled by the system, according to the configurations performed in the type that classifies the meeting or when adding the meeting, but it is possible to edit them:
Option
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Checked
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Unchecked
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Await scheduling confirmation by mandatory participants
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The meeting can only take place after all participants defined as mandatory confirm the scheduling.
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After closing the meeting scheduling, it will be sent to the Minutes step, without need for confirmation.
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Wait until all participants have signed meeting minutes
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The meeting can only be closed after all participants confirm the signature of the minutes.
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After finishing the creation of the minutes, the meeting will be finished.
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Send meeting minutes signature task only to the participants who have attended the meeting
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This option will only be available if the "Wait until all participants have signed meeting minutes" option has also been enabled. The Signature task will only be generated for the participants who have effectively attended the meeting.
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The "Signature" task will be generated to all users associated as meeting participants, regardless of attendance.
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The meeting participants must also be associated. The participants can be associated in the Add item option, in the Mandatory attendance and Optional attendance fields, according to the respective attendance needs.
▪Internal: Participants who are SE Suite users. In this case, type the name of the user that must take part in the meeting and press Enter on the keyboard or click on their name. If the same participant is allocated to two meetings that will take place at the same time, the system will issue an alert informing of the conflicted schedule. As the users are added, they will be displayed right below the field. Mandatory participants will be indicated. Hover the mouse over a user and click on their name to view their data. If the meeting has gone through scheduling confirmation and the user did not agree with the scheduling, it will be possible to view the explanation they entered.
When hovering the mouse over a user, it is also possible to view the Become note taker option. Click on this option for the user to be responsible for recording the meeting minutes. To disassociate a user from the meeting, click on the X.
▪Third-party: Participants who do not have access to SE Suite or who are not part of the organization. In this case, enter the e-nail address of the desired participants and press Enter on the keyboard or click on their names. When adding the e-mails of external participants to the meetings, they will receive the scheduled meeting notification and the recorded minutes. |
Option
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Enabled
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Disabled
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Restricted meeting
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Only determined users can have access to the meeting. In this case, in the field that will be displayed, type the name of the desired users, teams, departments and/or positions and press Enter on the keyboard or click on their names.
As the users, teams, departments and/or positions are added, they will be displayed right below the field.
To disassociate them from the meeting, hover the mouse over the desired record and click on the X. Note that the user who is scheduling the meeting and the participants will be added to the security list by the system and cannot be deleted.
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The meeting will be considered "Public", that is, all users with access to SE Meeting will be able to access it.
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The Restricted meeting option may be displayed as enabled by the system if the "Set restricted meeting as default" option is enabled in the general parameters, but it is possible to edit it.
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This panel will only be displayed if a type has been associated with the meeting and an attribute is associated on the Attribute tab of its data screen. In that case, enter their values. Those attributes that are required must necessarily, have their values filled in. Blocked attributes will be filled in by the system with the default value defined when they are associated with the meeting type. The way to fill in an attribute varies according to the configurations established when creating it.
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This section must be used to define the structure of the meeting: the subjects being discussed and the necessary breaks between meeting subjects. To do that, the following options are available:
On the panel that will be displayed, the following fields are available:
Fields
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Subject
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Enter the subject that will be addressed in the meeting.
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Responsibility
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Fill out this field if the subject has a person responsible for addressing it. In this case, enter the name of the desired user and press Enter on the keyboard or click on their name.
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Duration (hh:mm)
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Enter the time during which the subject will be addressed.
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Planned start
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This field is filled out by the system with the time planned for the subject to begin being addressed. If the subject is the first matter in the agenda of the meeting, the meeting start time will be displayed. If this is not the first subject, the time will be displayed according to the duration of the previous subjects.
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Activity
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This field will only be displayed if the meeting being scheduled is a project meeting. Select the project task the meeting will be about.
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Comments
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Enter important information about the subject. Use the options at the top of the field to format the text of the comment.
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▪Use the arrows on the right side of the panel to edit the order of the subject in the meeting structure upwards or downwards. ▪Use the button on the right side of the panel to delete the subject from the meeting structure. |
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On the panel that will be displayed, the following fields are available:
Fields
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Duration (hh:mm)
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Enter the time the pause will last.
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Planned start
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This field is filled out by the system with the time planned for the pause according to the duration of the subject prior to it.
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▪Use the arrows on the right side of the panel to edit the order of the pause in the meeting structure upwards or downwards. ▪Use the button on the right side of the panel to delete the pause from the meeting structure. |
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Assemble the meeting structure, adding all desired subjects and necessary pauses. If the sum of the duration of the subjects and pauses of the meeting exceeds the amount of time planned for the meeting, the system will ask if you wish to update the end time of the meeting according to the total duration of the subjects. Click on OK to confirm.
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In this section, it is possible to associate the documentation related to the meeting being scheduled. The following subsections are available:
Options
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Attachment
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Add the attachments related to the meeting. Refer to the Adding attachments section for further details on how to add attachments.
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Document
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Associate the documents related to the meeting. Refer to the Adding documents section for further details on how to associate documents from SE Document.
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Requirement
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This section displays the requirements added to the meeting type. The requirements must be completed in order to be able to finish the scheduling successfully. Filling out the Attachment/Document columns of the list of records will vary according to the requirement type:
▪Attachment: Use the buttons next to the field to: select an attachment already associated with the meeting to the requirement, add an attachment and associate it directly with the requirement, view the data screen of the selected attachment and clear the value from the field. ▪Document: Use the buttons next to this field to: select a document already associated with the meeting to the requirement, add a document from a file and associate it directly with the requirement, view the data screen of the selected document and clear the field. |
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This section will be completed when creating the minutes of the meeting with the data from the timesheet performed by the participants.
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In this section, the system displays a timeline with the main events that occurred in the meeting, up to present. Use the Comment option, located under each event, to add comments related to it. On the field that will be enabled, record the desired comment and press Enter on the keyboard. If desired, it is possible to notify a user on a determined event by mentioning them through "@user". The comment will be displayed in the timeline. The user who wrote the comment may edit it or delete it through the options that will be displayed.
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Through this section, it will be possible to configure the recurrence of the meetings, facilitating the scheduling and the creation of periodic meetings.
Recurrence pattern
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Daily
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The meeting recurrence will occur after the entered number of days. For example, every 2 days.
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Weekly
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The meeting recurrence will occur once after the entered number of weeks, on specific days of the week. In the Every ___ week(s) on field, enter the number of desired weeks and, after that, check the days of the week desired for the meeting. For example: every single week, every Monday, Wednesday, and Friday.
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Monthly
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The meeting recurrence will take place on a specific day of the month. To do that, select one of the following options:
▪Day __ every __ month(months): Select this option for the recurrent meeting to occur on a determined day every determined number of months. For example: Day 15 every 1 month. ▪The ____ of each __ month(months): Select this option for the recurrent meeting to occur on a determined day every determined number of months. For example: The last Wednesday of each month. |
Yearly
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The recurrent meeting will occur on a specific day of the year. To do that, select one of the following options:
▪On ____: Select this option for the recurrent meeting to occur on a specific date of the year. For example: On June 29th. ▪The ____ of __: Select this option for the recurrent meeting to occur on a determined day of the month in the year. For example: The last Wednesday in June. |
In this section, define the period during which the meeting recurrence will be applied:
Range of recurrence
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Starts on
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This field is filled out with the date of the first meeting, but it is possible to edit it. In this case, select the date on which the meeting recurrence will start.
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Ends after __ occurrences
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Recurrences of the meetings of this type will be finished when reaching a certain number of occurrences. Then, determine this amount.
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Ends on __
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Enter a date for the meeting recurrences to end.
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Click on the Ok option to manage the recurrences of the meetings. Otherwise, click on the Delete recurrence option.
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Use this option to generate a report of the meeting in question or to configure a new report. On the screen that will open, define the information that must be displayed. After that, click on the arrow located next to the  button and select the desired option.
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After associating the participants, entering the subject of the meeting and filling out the other required fields, use the options below:
Options
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Save
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Saves the changes performed to the record, but the data screen remains open.
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Save and exit
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The system will ask whether you wish to send the action plan to the next step. Click on the desired option:
▪Ok: The record data will be saved and the data screen will be closed. The scheduling will be sent to the next configured step. ▪Cancel: The record data will be saved and the data screen will be closed. The scheduling will remain pending in the "Planning" step. |
Save and new
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Saves the performed changes and opens a new screen to create a new scheduling.
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