{"id":152559,"date":"2023-09-28T18:06:47","date_gmt":"2023-09-28T09:06:47","guid":{"rendered":"https:\/\/support.questetra.com\/?p=152559"},"modified":"2023-09-28T18:06:49","modified_gmt":"2023-09-28T09:06:49","slug":"web-meeting-management-by-outlook-calendar-20220826","status":"publish","type":"post","link":"https:\/\/support.questetra.com\/en\/templates\/web-meeting-management-by-outlook-calendar-20220826\/","title":{"rendered":"Meeting Organization Process, Outlook Calendar Appointment Registration"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\"><div class=\"su-box su-box-style-default\" id=\"\" style=\"border-color:#44bbbb;border-radius:10px;max-width:none\"><div class=\"su-box-title\" style=\"background-color:#77eeee;color:#000000;border-top-left-radius:8px;border-top-right-radius:8px\">Meeting Organization Process, Outlook Calendar Appointment Registration 20220826<\/div><div class=\"su-box-content su-u-clearfix su-u-trim\" style=\"border-bottom-left-radius:8px;border-bottom-right-radius:8px\">This workflow allows the conference secretary to prepare for the organisation of a web conference. The secretary obtains approval of the schedule and agenda from their supervisor. After approval, the meeting is automatically announced using the Outlook calendar.\nYou will also be notified of the Teams meeting URL.<\/div><\/div>\n\n\n<div class=\"su-spoiler su-spoiler-style-modern-light su-spoiler-icon-plus-square-2\" data-anchor=\"swimlane\" data-scroll-offset=\"0\" data-anchor-in-url=\"no\"><div class=\"su-spoiler-title\" tabindex=\"0\" role=\"button\"><span class=\"su-spoiler-icon\"><\/span>Worker (#of Swimlane: 2)<\/div><div class=\"su-spoiler-content su-u-clearfix su-u-trim\">\n\n\n\n<ul class=\"fa-ul wp-block-list\">\n<li><span class=\"fa-li\"><span class=\"fa-layers fa-fw\"><i class=\"fas fa-user fa-lg\" style=\"color:#333333;\"><\/i><\/span><\/span> <strong>Secretariat<\/strong> <\/li>\n\n\n\n<li><span class=\"fa-li\"><span class=\"fa-layers fa-fw\"><i class=\"fas fa-user fa-lg\" style=\"color:#333333;\"><\/i><\/span><\/span> <strong>Organizer<\/strong> <\/li>\n<\/ul>\n\n\n<\/div><\/div>\n\n\n<div class=\"su-spoiler su-spoiler-style-modern-light su-spoiler-icon-plus-square-2\" data-anchor=\"nodes\" data-scroll-offset=\"0\" data-anchor-in-url=\"no\"><div class=\"su-spoiler-title\" tabindex=\"0\" role=\"button\"><span class=\"su-spoiler-icon\"><\/span>Business Flow (Complexity of Workflow: 13)<\/div><div class=\"su-spoiler-content su-u-clearfix su-u-trim\">\n\n\n\n<ul class=\"fa-ul wp-block-list\">\n<li><span class=\"fa-li\"><span class=\"fa-layers fa-fw\"><i class=\"far fa-rectangle-landscape fa-lg\" style=\"color:#4a86e8;\"><\/i><span class=\"fa-layers-text\" data-fa-transform=\"shrink-8\">1<\/span><\/span><\/span><strong>1. Agenda Registration<\/strong>\n<ul class=\"wp-block-list\">\n<li>The secretary registers the agenda for the meeting.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span class=\"fa-li\"><span class=\"fa-layers fa-fw\"><i class=\"far fa-rectangle-landscape fa-lg\" style=\"color:#4a86e8;\"><\/i><span class=\"fa-layers-text\" data-fa-transform=\"shrink-8\">14<\/span><\/span><\/span><strong>1x. Agenda re-registration<\/strong>\n<ul class=\"wp-block-list\">\n<li>The secretary re-registers the draft agenda for the meeting.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span class=\"fa-li\"><span class=\"fa-layers fa-fw\"><i class=\"far fa-rectangle-landscape fa-lg\" style=\"color:#4a86e8;\"><\/i><span class=\"fa-layers-text\" data-fa-transform=\"shrink-8\">2<\/span><\/span><\/span><strong>2. Approved Agenda<\/strong>\n<ul class=\"wp-block-list\">\n<li>The conference organiser approves the agenda.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span class=\"fa-li\"><span class=\"fa-layers fa-fw\"><i class=\"far fa-rectangle-landscape fa-lg\" style=\"color:#4a86e8;\"><\/i><span class=\"fa-layers-text\" data-fa-transform=\"shrink-8\">4<\/span><\/span><\/span><strong>3. Preparation of Minutes<\/strong>\n<ul class=\"wp-block-list\">\n<li>The Secretariat prepares the minutes of the meetings.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span class=\"fa-li\"><span class=\"fa-layers fa-fw\"><i class=\"far fa-rectangle-landscape fa-lg\" style=\"color:#4a86e8;\"><\/i><span class=\"fa-layers-text\" data-fa-transform=\"shrink-8\">6<\/span><\/span><\/span><strong>3x. Revision of the minutes<\/strong>\n<ul class=\"wp-block-list\">\n<li>The Secretariat amends the minutes of the meetings.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span class=\"fa-li\"><span class=\"fa-layers fa-fw\"><i class=\"far fa-rectangle-landscape fa-lg\" style=\"color:#4a86e8;\"><\/i><span class=\"fa-layers-text\" data-fa-transform=\"shrink-8\">5<\/span><\/span><\/span><strong>4. Approval of minutes<\/strong>\n<ul class=\"wp-block-list\">\n<li>The meeting organiser approves the minutes.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span class=\"fa-li\"><span class=\"fa-layers fa-fw\"><i class=\"fal fa-rectangle-landscape fa-lg\" style=\"color:#666666;\"><\/i><span class=\"fa-layers-text\" data-fa-transform=\"shrink-8\">10<\/span><\/span><\/span><strong>x1. Set Subject<\/strong>\n<ul class=\"wp-block-list\">\n<li>The workflow platform sets the subject line.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span class=\"fa-li\"><span class=\"fa-layers fa-fw\"><i class=\"fal fa-rectangle-landscape fa-lg\" style=\"color:#666666;\"><\/i><span class=\"fa-layers-text\" data-fa-transform=\"shrink-8\">13<\/span><\/span><\/span><strong>x2. Obtain participant&#8217;s email address<\/strong>\n<ul class=\"wp-block-list\">\n<li>The workflow platform retrieves the email addresses of the host organisation members.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span class=\"fa-li\"><span class=\"fa-layers fa-fw\"><i class=\"fal fa-rectangle-landscape fa-lg\" style=\"color:#666666;\"><\/i><span class=\"fa-layers-text\" data-fa-transform=\"shrink-8\">15<\/span><\/span><\/span><strong>x3. Meeting Calendar registration<\/strong>\n<ul class=\"wp-block-list\">\n<li>The workflow platform registers appointments in the calendar of the designated participants.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n<\/div><\/div>\n\n\n<div class=\"su-spoiler su-spoiler-style-modern-light su-spoiler-icon-plus-square-2\" data-anchor=\"nodes\" data-scroll-offset=\"0\" data-anchor-in-url=\"no\"><div class=\"su-spoiler-title\" tabindex=\"0\" role=\"button\"><span class=\"su-spoiler-icon\"><\/span>Business Process Variables (#of Data Item: 12)<\/div><div class=\"su-spoiler-content su-u-clearfix su-u-trim\">\n\n\n\n<ul class=\"fa-ul wp-block-list\">\n<li><span class=\"fa-li\"><i class=\"fal fa-clock fa-lg\" style=\"color:#5FB404;\" title=\"Datetime\"><\/i><\/span><strong>Start Date and Time<\/strong> <span style=\"font-style:italic; color:#009900\">q_start_datetime<\/span> <code>0<\/code><span style=\"color:#990000;\">*<\/span>\n<ul class=\"wp-block-list\">\n<li>The start date and time of the meeting is stored.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span class=\"fa-li\"><i class=\"fal fa-clock fa-lg\" style=\"color:#5FB404;\" title=\"Datetime\"><\/i><\/span><strong>End Date and Time<\/strong> <span style=\"font-style:italic; color:#009900\">q_end_datetime<\/span> <code>1<\/code><span style=\"color:#990000;\">*<\/span>\n<ul class=\"wp-block-list\">\n<li>The end date and time of the meeting is stored.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span class=\"fa-li\"><i class=\"fal fa-sitemap fa-lg\" style=\"color:#04B4AE;\" title=\"Organization\"><\/i><\/span><strong>Conference Organization<\/strong> <span style=\"font-style:italic; color:#009900\">q_org_for_meeting<\/span> <code>2<\/code><span style=\"color:#990000;\">*<\/span>\n<ul class=\"wp-block-list\">\n<li>The organization attending the meeting is stored.<\/li>\n\n\n\n<li> <span style=\"color:#9DCCE0;\">processInstanceInitQgroupId<\/span><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span class=\"fa-li\"><i class=\"fal fa-font fa-lg\" style=\"color:#B40404;\" title=\"String (Text Box single line)\"><\/i><\/span><strong>Conference Location<\/strong> <span style=\"font-style:italic; color:#009900\">q_meeting_place<\/span> <code>5<\/code>\n<ul class=\"wp-block-list\">\n<li>The location of the meeting (e.g. meeting room) is stored.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span class=\"fa-li\"><i class=\"fal fa-font fa-lg\" style=\"color:#B40404;\" title=\"String (Text Box single line)\"><\/i><\/span><strong>Meeting Title<\/strong> <span style=\"font-style:italic; color:#009900\">q_meeting_title<\/span> <code>3<\/code>\n<ul class=\"wp-block-list\">\n<li>The title of the meeting is stored.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span class=\"fa-li\"><i class=\"fal fa-font fa-lg\" style=\"color:#B40404;\" title=\"String (Text Box multiple lines)\"><\/i><\/span><strong>Agenda<\/strong> <span style=\"font-style:italic; color:#009900\">q_meeting_description<\/span> <code>4<\/code>\n<ul class=\"wp-block-list\">\n<li>The agenda for the meeting is stored.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span class=\"fa-li\"><i class=\"fal fa-font fa-lg\" style=\"color:#B40404;\" title=\"String (Text Box single line)\"><\/i><\/span><strong>Minutes\uff08Document URL\uff09<\/strong> <span style=\"font-style:italic; color:#009900\">q_minutes<\/span> <code>12<\/code><span style=\"color:#990000;\">*<\/span>\n<ul class=\"wp-block-list\">\n<li>The meeting minutes document (URL) is stored.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span class=\"fa-li\"><i class=\"fal fa-comments fa-lg\" style=\"color:#045FB4;\" title=\"Discussion\"><\/i><\/span><strong>Communication Column<\/strong> <span style=\"font-style:italic; color:#009900\">q_communication_board<\/span> <code>11<\/code>\n<ul class=\"wp-block-list\">\n<li>The interaction of each step handler is recorded.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span class=\"fa-li\"><i class=\"fal fa-font fa-lg\" style=\"color:#B40404;\" title=\"String (Text Box single line)\"><\/i><\/span><strong>Schedule ID<\/strong> <span style=\"font-style:italic; color:#009900\">q_schedule_id<\/span> <code>7<\/code>\n<ul class=\"wp-block-list\">\n<li>The appointment ID retrieved from the calendar is stored.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span class=\"fa-li\"><i class=\"fal fa-font fa-lg\" style=\"color:#B40404;\" title=\"String (Text Box single line)\"><\/i><\/span><strong>Schedule URL<\/strong> <span style=\"font-style:italic; color:#009900\">q_schedule_url<\/span> <code>6<\/code>\n<ul class=\"wp-block-list\">\n<li>The appointment reference URL retrieved from the calendar is stored.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span class=\"fa-li\"><i class=\"fal fa-font fa-lg\" style=\"color:#B40404;\" title=\"String (Text Box single line)\"><\/i><\/span><strong>Meeting URL<\/strong> <span style=\"font-style:italic; color:#009900\">q_Meeting_url<\/span> <code>9<\/code>\n<ul class=\"wp-block-list\">\n<li>The Meeting URL of the calendar appointment is stored.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span class=\"fa-li\"><i class=\"fal fa-font fa-lg\" style=\"color:#B40404;\" title=\"String (Text Box single line)\"><\/i><\/span><strong>Participant&#8217;s Email Address<\/strong> <span style=\"font-style:italic; color:#009900\">q_mail_addresses<\/span> <code>10<\/code>\n<ul class=\"wp-block-list\">\n<li>The list of email addresses of the members participating in the meeting is stored in CSV format.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n<\/div><\/div>\n\n\n\n<p class=\"has-text-align-right has-small-font-size wp-block-paragraph\"><i class=\"fal fa-graduation-cap\"><\/i> <span style=\"font-style:italic; color:#009900\">Field Name<\/span>, <code>num<\/code>, <span style=\"color:#9DCCE0;\">Initial Value<\/span><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><i class=\"fal fa-cloud-download-alt\"><\/i> Download<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/drive.google.com\/uc?id=1JMNN2HTeFTWLxv8Wcp80p6-Q4ObIyx1g&amp;export=download\" target=\"_blank\" rel=\"noreferrer noopener\">web-meeting-management-by-outlook-calendar-20220826-en.qar<\/a>\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/drive.google.com\/uc?id=1Rxe1GZTxl21qtVa3jhOaqJgtTTwUvxGS&amp;export=download\" target=\"_blank\" rel=\"noreferrer noopener\">web-meeting-management-by-outlook-calendar-20220826-en.xml.csv<\/a> (for Importing Data Item Definitions)<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<p class=\"has-text-align-right has-small-font-size wp-block-paragraph\"><i class=\"fal fa-info-circle\"><\/i> This archive contains the BPMN icons that are not available in the Basic edition.<\/p>\n\n\n<div class=\"su-divider su-divider-style-dashed\" style=\"margin:30px 0;border-width:8px;border-color:#009900\"><\/div>\n\n\n\n<h3 class=\"wp-block-heading\"><i class=\"fal fa-lightbulb-exclamation\"><\/i> Notes<\/h3>\n\n\n\n<li>For setting up integration with Microsoft365-based services (see also the Add-on XML link in See Also for more information on scope, etc.).\n<ul class=\"wp-block-list\">\n<li>How to register applications on the Microsoft365 (Azure Active Directory) side\n<ul class=\"wp-block-list\">\n<li>&#8220;<a rel=\"noreferrer noopener\" href=\"https:\/\/support.questetra.com\/en\/developer-blog\/office365-app-regist\/\" target=\"_blank\">Application Registration Procedure in Office 365 for Linking Office 365 and Questetra Cloud Workflow with API<\/a>&#8220;<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>How to set up HTTP authentication on the Questetra side\n<ul class=\"wp-block-list\">\n<li>&#8220;<a rel=\"noreferrer noopener\" href=\"https:\/\/support.questetra.com\/en\/developer-blog\/onedrive-questetra\/\" target=\"_blank\">How to Output Files from Cloud-based Workflow Questetra to OneDrive<\/a>&#8221;\n<ul class=\"wp-block-list\">\n<li>2.2: OAuth settings on the Questetra side<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n<h3 class=\"wp-block-heading\"><i class=\"fal fa-images\"><\/i> Capture<\/h3>\n\n\n\n<figure class=\"wp-block-image size-full\"><img data-recalc-dims=\"1\" loading=\"lazy\" decoding=\"async\" width=\"892\" height=\"226\" data-attachment-id=\"152564\" data-permalink=\"https:\/\/support.questetra.com\/en\/templates\/web-meeting-management-by-outlook-calendar-20220826\/attachment\/web-meeting-management-by-outlook-calendar-20220826-capture2-en\/\" data-orig-file=\"https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2023\/09\/web-meeting-management-by-outlook-calendar-20220826-capture2-en.jpg?fit=892%2C226&amp;ssl=1\" data-orig-size=\"892,226\" data-comments-opened=\"0\" data-image-meta=\"{&quot;aperture&quot;:&quot;0&quot;,&quot;credit&quot;:&quot;&quot;,&quot;camera&quot;:&quot;&quot;,&quot;caption&quot;:&quot;&quot;,&quot;created_timestamp&quot;:&quot;0&quot;,&quot;copyright&quot;:&quot;&quot;,&quot;focal_length&quot;:&quot;0&quot;,&quot;iso&quot;:&quot;0&quot;,&quot;shutter_speed&quot;:&quot;0&quot;,&quot;title&quot;:&quot;&quot;,&quot;orientation&quot;:&quot;0&quot;}\" data-image-title=\"web-meeting-management-by-outlook-calendar-20220826-capture2-en\" data-image-description=\"\" data-image-caption=\"\" data-large-file=\"https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2023\/09\/web-meeting-management-by-outlook-calendar-20220826-capture2-en.jpg?fit=892%2C226&amp;ssl=1\" src=\"https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2023\/09\/web-meeting-management-by-outlook-calendar-20220826-capture2-en.jpg?resize=892%2C226&#038;ssl=1\" alt=\"\" class=\"wp-image-152564\" srcset=\"https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2023\/09\/web-meeting-management-by-outlook-calendar-20220826-capture2-en.jpg?w=892&amp;ssl=1 892w, https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2023\/09\/web-meeting-management-by-outlook-calendar-20220826-capture2-en.jpg?resize=600%2C152&amp;ssl=1 600w, https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2023\/09\/web-meeting-management-by-outlook-calendar-20220826-capture2-en.jpg?resize=768%2C195&amp;ssl=1 768w\" sizes=\"auto, (max-width: 892px) 100vw, 892px\" \/><\/figure>\n\n\n\n<div class=\"wp-block-uagb-image uagb-block-4d4a9758 wp-block-uagb-image--layout-default wp-block-uagb-image--effect-static wp-block-uagb-image--align-none\"><figure class=\"wp-block-uagb-image__figure\"><img data-recalc-dims=\"1\" decoding=\"async\" srcset=\"https:\/\/support.questetra.com\/wp-content\/uploads\/2023\/09\/web-meeting-management-by-outlook-calendar-20220826-capture-en.png \" src=\"https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2023\/09\/web-meeting-management-by-outlook-calendar-20220826-capture-en.png?ssl=1\" alt=\"\" class=\"uag-image-152566\" title=\"\"\/><\/figure><\/div>\n\n\n\n<h3 class=\"wp-block-heading\"><i class=\"fal fa-balance-scale\"><\/i> See also<\/h3>\n\n\n\n<figure class=\"wp-block-embed is-type-wp-embed is-provider-questetra-support wp-block-embed-questetra-support\"><div class=\"wp-block-embed__wrapper\">\n<blockquote class=\"wp-embedded-content\" data-secret=\"QZ9NlbolCd\"><a href=\"https:\/\/support.questetra.com\/en\/addons\/outlook-calendar-event-insert\/\">Microsoft 365 Outlook: \u4e88\u5b9a\u8868\uff08\u30ab\u30ec\u30f3\u30c0\uff09\u30a4\u30d9\u30f3\u30c8\u4f5c\u6210<\/a><\/blockquote><iframe loading=\"lazy\" class=\"wp-embedded-content\" sandbox=\"allow-scripts\" security=\"restricted\" style=\"position: absolute; clip: rect(1px, 1px, 1px, 1px);\" title=\"&#8220;Microsoft 365 Outlook: \u4e88\u5b9a\u8868\uff08\u30ab\u30ec\u30f3\u30c0\uff09\u30a4\u30d9\u30f3\u30c8\u4f5c\u6210&#8221; &#8212; Questetra Support\" src=\"https:\/\/support.questetra.com\/ja\/addons\/outlook-calendar-event-insert\/embed\/#?secret=cPuCUtkzne#?secret=QZ9NlbolCd\" data-secret=\"QZ9NlbolCd\" width=\"500\" height=\"282\" frameborder=\"0\" marginwidth=\"0\" marginheight=\"0\" scrolling=\"no\"><\/iframe>\n<\/div><\/figure>\n\n\n\n<figure class=\"wp-block-embed is-type-wp-embed is-provider-questetra-support wp-block-embed-questetra-support\"><div class=\"wp-block-embed__wrapper\">\n<blockquote class=\"wp-embedded-content\" data-secret=\"rWAw6C2jk8\"><a href=\"https:\/\/support.questetra.com\/en\/templates\/web-meeting-management-by-google-calendar-20220709\/\">\u4f1a\u8b70\u958b\u50ac\u30d7\u30ed\u30bb\u30b9,Google\u30ab\u30ec\u30f3\u30c0\u30fc\u4e88\u5b9a\u81ea\u52d5\u767b\u9332<\/a><\/blockquote><iframe loading=\"lazy\" class=\"wp-embedded-content\" sandbox=\"allow-scripts\" security=\"restricted\" style=\"position: absolute; clip: rect(1px, 1px, 1px, 1px);\" title=\"&#8220;\u4f1a\u8b70\u958b\u50ac\u30d7\u30ed\u30bb\u30b9,Google\u30ab\u30ec\u30f3\u30c0\u30fc\u4e88\u5b9a\u81ea\u52d5\u767b\u9332&#8221; &#8212; Questetra Support\" src=\"https:\/\/support.questetra.com\/ja\/templates\/web-meeting-management-by-google-calendar-20220709\/embed\/#?secret=h3ZGCDdKnb#?secret=rWAw6C2jk8\" data-secret=\"rWAw6C2jk8\" width=\"500\" height=\"282\" frameborder=\"0\" marginwidth=\"0\" marginheight=\"0\" scrolling=\"no\"><\/iframe>\n<\/div><\/figure>\n","protected":false},"excerpt":{"rendered":"<p>This workflow allows the conference secretary to prepare for the organisation of a web conference. The secretary obtains approval of the schedule and agenda from their supervisor. After approval, the meeting is automatically announced using the Outlook calendar.<br \/>\nYou will also be notified of the Teams meeting 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