App Description¶

Table Structure¶

The module consists of the following tables: Meetings, Meeting Types, Agenda Items, Meeting Agenda Templates, Tasks.

Meetings¶

Key list of meeting records. Here, authorized users (based on permissions set in the Meeting Types list) create their own meetings, to which items are subsequently assigned.

The list may contain attachments for storing, for example, scans of meeting notes, attendance, etc. in any quantity. The entire meeting is also managed and recorded in the meeting view. Users can access the main view by clicking on the meeting name. See below for display and control.

The meeting records do not include the ability to create automatic meeting repeats due to differing concepts of some functionalities (see Meeting Establishment) - each meeting must be created separately.

Here's how the overview of meetings looks like in the user's view, who has permissions to see meetings of specific types (which are set according to the meeting type):

Upon clicking on a specific meeting, the user enters the management mode of that specific meeting. The header contains basic information about the meeting (which meeting and when it takes place), partly filled in automatically:

• Owner - current user
• Meeting Type - based on the type in which the current user is listed as the owner of the preceding meetings
• Responsible - current user
• Previous Meeting - link to the previous meeting of the selected type
• Start Date - filled in by the user
• End Date - filled in by the system based on the start, user can edit as needed
• Topics - agenda of the meeting

Meeting Types¶

In this list, the creator has the option to define groups of users who will have permissions for specific types of meetings, while other users will not see meeting types not assigned to them at all. Permissions are automatically set for these groups or users and are set when the meeting is created. It's important to set these groups before starting to use the meetings, to minimize changes later on if possible.

Meeting Topics¶

List subordinate to meetings. Contains individual agenda items or topics discussed at the meeting. An agenda item is generated in these possible ways: - Manual creation - Copying an item from the previous meeting of the same type, if it's still open - Copying an item from a template (see below)

It may or may not end at the meeting (if it doesn't end, it is automatically copied to the next meeting of the same type).

Meeting Topics Templates¶

Preserve - some standardized agenda items are automatically created when a meeting is established. So, if one or more items are created for a specific meeting type, when a meeting of that type is established, such an item/items are automatically generated in that meeting without the user having to create them manually.

Tasks¶

They are usually assigned following the results of voting or decisions made by the competent user. Tasks are linked to meeting agenda items and, through them, to meetings, and can be integrated with MS Outlook - bidirectionally.

Controls and Logic¶

Meeting Establishment¶

As the first step, the user creates the meeting header in the Meetings list.

Creating a meeting results in:

a) Creating of items from templates and items from past meetings - all items from the previous meeting of the same type (Meeting Type field) that are not completed will also appear on the newly established meeting automatically (links to past meetings will remain in them for traceability of item history). This happens only at the time of meeting establishment; if the status of some items or templates is subsequently updated, this change will not be reflected in already established meetings.

b) Setting permissions for these items and for the meeting itself based on the Meeting Types list. The right to establish a meeting is implicitly given only to users listed in the edit field of the meeting types.

Meeting Discussion¶

Individual agenda items are discussed at the meeting, and depending on the result of their approval, which subsequently dictates the Status field, outputs in the form of tasks may emerge from the meeting. For a specific agenda item, usually after it has been approved, one or more tasks can be established. A task typically appears to the user until it is completed.