Meeting Workflow Diagram



An out-of-the-box workflow of a User Action form consists of these steps:

  • Draft                
  • Scheduled
  • Closed


Meeting Sections and Fields

  1. Meeting Information Section




Fields

Field Explanation

 Previous Meeting


Number
  • In read-only and will be automatically populated with the next sequential number of the record in Change Management. 

Title
  • Allow free text entry.

Type
  • Allow selection from these options Coordinating, HSE Committee, Interdepartmental, Management, Planning, Project Team, Staff, Stand-up, Tailgate, Teambuilding, Toolbox.

Location
  • Allow free text entry.

Load Meeting Template
  • Allow selection from all the meeting template in system. 

Start Date and Time
  • Allow selection from a calendar and time clock.

End Date and Time 
  • Allow selection from a calendar and time clock.

Occurence
  • Allow selection from these options Daily, Fornightly, Monthly, Once, Quarterly, Weekly, Yearly

Required Attendees
  • Allow selection from all users in the system.

Chairperson
  • Allow selection from all users in the system.

Minute Taker
  • Allow selection from all users in the system.

External Attendee Name
  • Allow free text entry.

Email Address 
  • Allow free text entry.

Additional Details
  • Allow free text entry.

Related Attachment
  • Allow users to attach a file.

SEND INVITES
  • When clicked allow setting up invitation.
  1. Agenda Section



Field

Field Explanation

Agenda Title
  • Allow free text entry.

Item
  • Allow free text entry.

Minutes
  • Allow free text entry.

Related Attachment
  • Allow users to attach a file.

CREATE ACTION
  • When clicked an action shall appear to allow creating an action. 


  1. Mail Details



Field

Field Explanation

Send To
  • Allow selection from all users in the system.

Send Date/Time

Include External Recipients?
  • Allow user to specify whether external recipients will receive the meeting invitation.

External Email Addresses
  • Allow free text entry.
  • Each external email address shall be separated by a semicolon.

Calendar Invite?
  • Allow user to specify whether a calendar invite is needed.

Start Date/Time
  • Allow selection from a calendar.

End Date/Time
  • Allow selection from a calendar.

Location
  • Allow free text entry.

Mail Template
  • Automatically set to meeting mail and is in read-only.

Attachments
  • Allow user to attach a file.

Subject
  • Allow free text entry.

Body
  • Allow free text entry.