5.1.1 Creating a Meeting

Due to the wealth of extra functionality that a Meeting object provides, creating one involves specifying some information needed to plan and organize the actual meeting:

• Click    on the top button bar of a Folder page or Meeting page

to bring up the 'New meeting' form. In this form

• Enter the name of the Meeting object.
• Select Date & Time from the menu.
• Select Face-to-Face meeting and enter its location or select Synchronous Tool and pick the communication tool you plan to use (if necessary, enter the IP-Address, e. g. of a server used by all partners.
• Select prospective participants from the list of Workspace members or enter the email addresses of additional people you want to invite to the meeting.
• checkmark 'Send email notification ...' if you want to send an email with the vital information about the actual meeting to all prospective participants.
• In the 'Notes' field, enter a text explaining your plans for the meeting.
  This text is displayed in the header of Meeting page and in the Meeting's Info page.
  The text in the 'Notes' field is also included in the email notification. When the 'Notes' text is edited, the prospective participants in the meeting are informed about the modification.
• Click

to create the Meeting object.

Note:

The invitation to a meeting is not also an invitation to the shared Workspace that contains the Meeting object. The email address that you enter to specify an external participant is used only within the Meeting object. Therefore external participants (i. e. participants who are not members of the Workspace that the Meeting object belongs to) do not automatically have access to the information contained in the Meeting object. If you wish to make access possible for them:

• Create the Meeting object without letting BSCW send an invitation email to the prospective participants.
• Modify the access rights to permit anonymous access to the Meeting object and its contents (see section 4.7).
• Open the Meeting's    page.
• Select all prospective participants as recipients and
•   an email informing them about the anonymous access allowed and about the URL to use for accessing the Meeting object (see section 4.7.6).