Scheduling

Task:	Scheduling
Who receives it:	The user who issued the meeting being scheduled (responsible).
When:	The scheduling of the meeting is saved but not sent to the next step.
Purpose:	Finish the scheduling of a meeting, allowing users to make the necessary adjustments before sending it to the next step.

In the list of pending records, select the desired meeting.

Make sure that the meeting data is properly filled out. To do that, click on the toolbar button and perform the necessary adjustments on the data screen that will be displayed. The detailed description of the data screen of a meeting being scheduled can be found in the Editing a meeting scheduling section. After associating the participants, entering the subject of the meeting and filling out the other required fields, save the record. At this point, the system will ask if you wish to send the meeting to the next configured step.

To finish scheduling the meeting without accessing its data screen, click on the button on the toolbar. At this time, the system will question whether you wish to send the record to the next step. Choose the desired option:

OK: The meeting will continue to one of the following steps:

▪Confirmation: If the "Await scheduling confirmation by mandatory participants" option was checked and the meeting has mandatory participants, the Confirmation task will be generated to all participants.

▪Minutes: If it is not configured to wait for the confirmation from mandatory participants, the Minutes task will be generated to the note taker of the meeting.

Cancel: The meeting will remain pending with the Scheduling status. The meeting scheduling closure can also be performed through the Management Meeting menu.

▪In order to successfully perform this operation, it is necessary for the participants and subjects of the meeting to be duly entered.

▪When closing the scheduling of a meeting, the system will ask if you wish to send the calendar appointments. Click on "OK" for the invitations to be sent by e-mail, in the ICS format, to the participants of the meeting.

▪If it is necessary to return a meeting with the "Scheduling confirmation" status to the scheduling step, simply select it from the list of records and click on the button. To view the meetings with this status, use the "Status" field of the General advanced filter in the search filters panel.