Meetings can be created as single-instance meetings (Simple meetings) or Repeating meetings. The overall workflow for meetings (see figure 1) is the same:
The Chair creates a meeting in the Chair’s calendar.
Default information is gathered from the calendar profile, including alarm options, notification preferences, busytime preferences, etc.
Other information such as start and end date, time, timezone for the meeting, room (if used), and participants is gathered from the Chair input.
The Chair can choose to save the document as a draft up to this point. If the draft option is chosen, the information is saved but no invitations are sent, and busytime information for the chair is not altered.
Once the Chair decides that the meeting is ready for processing, the Save and Send Invitation button is used to send invitations to the participants (invitees, room, resources), and the meeting is saved into the Chair’s calendar.
Rooms and Resources send replies to the Chair after processing at the Reservation database. In Domino 7 and later, the RnRMgr task is involved at this point also.
Invitees choose to respond in any of a number of ways:
o Accept
o Decline
o Tentatively Accept
o Delegate
o Counter
In all cases, when the invitee takes action, the chair is sent a notification describing the action. This notice document is a part of the C&S workflow and is used to track attendee status, among other actions. The document must stay in the calendar as long as the meeting is there. These documents are tied to the parent document by the $Ref field.
Even after a meeting is accepted, it can be further acted on by the invitee, who can request further information, can decline, or can delegate the meeting.
Any action (from the Chair or participants) can include comments.
The Chair has actions that can be taken after a meeting is created and responses returned, among which are Confirm, Send Notice, View invitee status, and Cancel.
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