Manage meetings

About WorkZone meetings

WorkZone meetings are special appointments and meetings created from Microsoft Outlook. When you create a meeting in your Outlook calendar, you can either create a standard Outlook meeting or a WorkZone meeting.

If you create a WorkZone meeting, the meeting will also be created in WorkZone. The meeting will be synchronized between WorkZone and Microsoft Outlook when updates are made to the meeting from either application.
If you create a standard Microsoft Outlook meeting, the meeting will not be created in WorkZone. The meeting will only exist in your Outlook calendar and will not be synchronized with WorkZone.

You cannot create a WorkZone meeting from within WorkZone. You must create the meeting from Microsoft Outlook.

You can view and organize WorkZone meetings in WorkZone or Outlook, adding, editing or removing agenda items as well as adding or removing documents to the agenda items and re-ordering the agenda items in the meeting. You can only edit the meeting parameters in Microsoft Outlook. For more information regarding WorkZone meetings in Outlook, see the WorkZone Meeting chapter in the online help for WorkZone for Office.

WorkZone meetings are saved on the WorkZone Meeting server with all the meeting details such as the attendees, subject, time, date, and location as well as related agenda items and documents.

Update meeting data

You cannot edit the meeting meta data from WorkZone and must update the meeting from your Outlook calendar.

Meeting cases

WorkZone meetings are WorkZone cases. When a meeting is created, a special WorkZone case is also created to contain the meeting, its agenda and any documents added to the agenda. WorkZone meeting cases are considered a special variant of WorkZone cases and are saved on the SJ-TEMP system case. WorkZone meeting cases are appended with a unique case number in order to identify each meeting.

You can perform many of the same actions on WorkZone meetings as you can on regular cases, for example specifying the default document classification for documents created on the case. You can change the Case group of a meeting case but you cannot change the Primary party (if one has been defined) or the Case category.

Opening WorkZone meeting cases

WorkZone meeting cases can be opened from the case lists (for example the Open cases lists) or from the meeting by clicking the Go to Case button in the Main ribbon.

Agenda items

A meeting can have an agenda which can consist of one or more agenda items. You can create the meeting agenda and add agenda items when creating the meeting in Microsoft Outlook. If you need to add, remove, edit, or re-order agenda items to the meeting agenda, you can do so in Microsoft Outlook or WorkZone.

In WorkZone, you can open the WorkZone meeting from the WorkZone meeting case by clicking the Go to Meeting button in the main ribbon. The WorkZone meeting can also be opened using special meeting lists. Once the meeting is opened in WorkZone, you can edit the meeting agenda. All changes to agenda items made in WorkZone will be synchronized to the Outlook meeting.

You can also edit the agenda in your Outlook calendar and all changes will then be synchronized to the meeting in WorkZone.

If you add documents to the agenda items on the meeting, the documents will also be registered and displayed on the meeting case for ease of reference.

Deleting WorkZone meetings

You can delete WorkZone meetings from your Outlook calendar like any other Outlook meeting, but the meeting will not automatically be deleted in WorkZone.

You can manually delete the canceled meeting from WorkZone but if the WorkZone meeting contains documents, you must either delete the documents or remove the references to the documents before deleting the meeting in WorkZone.

If you delete the meeting in WorkZone meeting, the removal of the meeting will not be synchronized to your Outlook calendar.

View existing meetings as a list

On the Home tab under Cases, you can view the following predefined meeting lists:

Meetings organized by me
Meetings

The Meetings list is automatically filtered to only display active meetings (the Meeting state field equals Active) while the Meetings organized by me displays all meeting states but can manually be filtered to display selected meeting states.