WorkZone meetings

You can create WorkZone meetings from new or existing appointments and meetings in your Outlook calendar to share and discuss more information on them.

You can add agenda items to your WorkZone meetings and attach documents from WorkZone or from your file system.

You can view and edit some information for an already created WorkZone meeting either from Outlook or from WorkZone Client. For example, you can add, edit, or remove agenda items or documents saved on them.

Create a new WorkZone meeting

When you create a meeting, a new WorkZone case is created. You cannot save meetings on already existing cases.

  1. Open a new or an existing Outlook appointment or meeting for which you want to create a WorkZone meeting.
  2. In the WorkZone group, click WorkZone Meeting button.
  3. If needed, edit the meeting details.
  4. If needed, add one or more agenda items to the meeting. See Manage agenda items.
  5. Click Send if you want to create a WorkZone meeting for a new Outlook meeting.

    6. -Or-

    Click Send update if want to you create a WorkZone meeting for an existing Outlook appointment or meeting.

Manage agenda items

When you create a meeting, or when you open an existing WorkZone meeting, you can add one or more agenda items with additional information to it. You can attach one or more documents from the WorkZone server or from you file system to agenda items.

Add an agenda item

  1. In the bottom part of a meeting, click Add item under Agenda.
  2. Enter the title of your agenda item and, if needed, provide a description.
  3. If needed, attach one or more documents to your agenda item:
    • Click the Documents field or start typing to select a document from the WorkZone server.

      • -Or-

    • Click in the right corner of the Documents field to select a document from the file system.
      Note: To view the attached documents, users must have access rights to the documents and to the case (meeting).
  4. Repeat step 3 until you have added all needed documents.
  5. Click Save.
  6. Repeat steps 1-5 until you have added all needed agenda items.
    Tip: Drag and drop the agenda items to re-order them.

Edit an agenda item

You can edit agenda items on your WorkZone meeting at any time.

  1. Open a meeting for which you want to edit an agenda item.
  2. Click next to the title of an agenda item to expand its details.
  3. Click Edit item.
  4. Make your changes.
  5. Click Save.

Remove an agenda item

  1. Open a meeting for which you want to edit an agenda item.
  2. Click next to the title of an agenda item to expand its details.
  3. Click Delete item, and then click Yes in the confirmation dialog.

Create a meeting report

Prerequisite: WorkZone PDF Engine must be installed on the server.

To have all information about the meeting in a PDF file, you can generate a report. The report will contain general information about the meeting (time, participants, etc.), agenda items, and attached documents.

Note: You can only generate a report, when the WorkZone meeting is saved or sent to the recipients.
  1. Open a meeting for which you want to generate a report.
  2. Click the Create Report button in the WorkZone group on the main ribbon.
  3. Enter title, document type, classification, and other information relating to the report.
  4. Click OK.

The report is generated and attached to the meeting. Optionally, you can send it to other meeting participants. To do this, click Send Update.

Open a meeting in WorkZone Client

You can open a detail page of a meeting in WorkZone Client and view all information on this meeting. You can also add, edit, or remove agenda items and the documents saved on them.

  1. Click View on the WorkZone meeting ribbon. The detail page of the selected meeting opens in WorkZone Client.

See also:

WorkZone meetings.