{"id":157487,"date":"2024-02-01T16:43:19","date_gmt":"2024-02-01T07:43:19","guid":{"rendered":"https:\/\/support.questetra.com\/?p=157487"},"modified":"2026-07-21T11:07:39","modified_gmt":"2026-07-21T02:07:39","slug":"web-meeting-management-by-google-calendar-20220709","status":"publish","type":"post","link":"https:\/\/support.questetra.com\/en\/templates\/web-meeting-management-by-google-calendar-20220709\/","title":{"rendered":"Meeting Process, Google Calendar Auto Registration"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\"><div class=\"su-box su-box-style-default\" id=\"\" style=\"border-color:#0b6305;border-radius:3px;max-width:none\"><div class=\"su-box-title\" style=\"background-color:#3E9638;color:#FFFFFF;border-top-left-radius:1px;border-top-right-radius:1px\">Meeting Process, Google Calendar Auto Registration 20220709<\/div><div class=\"su-box-content su-u-clearfix su-u-trim\" style=\"border-bottom-left-radius:1px;border-bottom-right-radius:1px\">This workflow is for the conference secretary to prepare for a web conference. The secretary obtains approval of the schedule and agenda from the supervisor. After approval, the meeting is automatically announced using Google Calendar. At the same time, it will also notify you of the Meet access 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=\"wp-block-list fa-ul\">\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>Secretary<\/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=\"wp-block-list fa-ul\">\n<li><strong>1. Register Agenda<\/strong>\n<ul class=\"wp-block-list\">\n<li>The secretariat will register the agenda for the meeting.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>1x. Register agenda<\/strong>\n<ul class=\"wp-block-list\">\n<li>The secretariat will re-register the proposed agenda for the meeting.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>2. Approve Agenda<\/strong>\n<ul class=\"wp-block-list\">\n<li>The meeting organizer approves the agenda.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>3. Preparation of Minutes<\/strong>\n<ul class=\"wp-block-list\">\n<li>The secretariat prepares the minutes of the meeting.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>3x. Correction of Minutes<\/strong>\n<ul class=\"wp-block-list\">\n<li>The secretariat corrects the minutes of the meeting.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>4.Approval of Minutes<\/strong>\n<ul class=\"wp-block-list\">\n<li>The meeting organizer approves the minutes.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>x1. Set Title<\/strong>\n<ul class=\"wp-block-list\">\n<li>The workflow platform sets the title.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>x2. Set Title<\/strong>\n<ul class=\"wp-block-list\">\n<li>The workflow platform sets the title.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>x3. Obtain participant email address<\/strong>\n<ul class=\"wp-block-list\">\n<li>The workflow platform acquires the email addresses of the host organization members.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>x4. Meeting Calendar Registration<\/strong>\n<ul class=\"wp-block-list\">\n<li>The workflow platform registers appointments at specified times, etc. on the Calendar ID: sales@example.com.<\/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 su-spoiler-closed\" data-anchor=\"diagram\" data-scroll-offset=\"0\" data-anchor-in-url=\"no\"><div class=\"su-spoiler-title\" tabindex=\"0\" role=\"button\"><span class=\"su-spoiler-icon\"><\/span>Workflow Diagram (click to open)<\/div><div class=\"su-spoiler-content su-u-clearfix su-u-trim\">\n\n\n\n<figure class=\"wp-block-image aligncenter size-full\"><img data-recalc-dims=\"1\" loading=\"lazy\" decoding=\"async\" width=\"889\" height=\"223\" data-attachment-id=\"157498\" data-permalink=\"https:\/\/support.questetra.com\/en\/templates\/web-meeting-management-by-google-calendar-20220709\/attachment\/web-meeting-management-by-google-calendar-20220709-diagram-en\/\" data-orig-file=\"https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2024\/02\/web-meeting-management-by-google-calendar-20220709-diagram-en.jpg?fit=889%2C223&amp;ssl=1\" data-orig-size=\"889,223\" 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-google-calendar-20220709-diagram-en\" data-image-description=\"\" data-image-caption=\"\" data-large-file=\"https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2024\/02\/web-meeting-management-by-google-calendar-20220709-diagram-en.jpg?fit=889%2C223&amp;ssl=1\" src=\"https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2024\/02\/web-meeting-management-by-google-calendar-20220709-diagram-en.jpg?resize=889%2C223&#038;ssl=1\" alt=\"\" class=\"wp-image-157498\" srcset=\"https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2024\/02\/web-meeting-management-by-google-calendar-20220709-diagram-en.jpg?w=889&amp;ssl=1 889w, https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2024\/02\/web-meeting-management-by-google-calendar-20220709-diagram-en.jpg?resize=600%2C151&amp;ssl=1 600w, https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2024\/02\/web-meeting-management-by-google-calendar-20220709-diagram-en.jpg?resize=768%2C193&amp;ssl=1 768w\" sizes=\"auto, (max-width: 889px) 100vw, 889px\" \/><\/figure>\n\n\n\n<ul class=\"wp-block-list\">\n<li>BPMN Icons\n<ul class=\"wp-block-list\">\n<li>Start Event<\/li>\n\n\n\n<li>End Event<\/li>\n\n\n\n<li><a href=\"https:\/\/support.questetra.com\/en\/bpmn-icons\/throwing-message-intermediate-event-email\/\">Throwing Message Intermediate Event (email)<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/support.questetra.com\/en\/bpmn-icons\/human-task\/\" target=\"_blank\" rel=\"noreferrer noopener\">Human Task<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/support.questetra.com\/en\/bpmn-icons\/service-task-data-assignment\/\">Update Data<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/support.questetra.com\/en\/addons\/questetra-membership-get-mail-address-belong-to-org-2022\/\">Questetra Get Membership Mail Address Belong To Org<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/support.questetra.com\/en\/bpmn-icons\/googlecalendar-insertevent\/\">Google Calendar: Insert Event<\/a><\/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=\"wp-block-list fa-ul\">\n<li><span class=\"fa-li\"><i class=\"fal fa-clock fa-lg\" style=\"color:#5FB404;\" title=\"Datetime\"><\/i><\/span><strong>Start 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 will be 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 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 will be 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>Meeting 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 organizations attending the meeting will be 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>Meeting Place<\/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 attendees (remote or conference room) will be 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 meeting title 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 meeting agenda 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\uff08Google Document 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) will be 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 Board<\/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 processor 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>Appointment IDs retrieved from Google Calendar are 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>8<\/code>\n<ul class=\"wp-block-list\">\n<li>The URL for referencing an event retrieved from Google 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>Google Meet URL<\/strong> <span style=\"font-style:italic; color:#009900\">q_Google_Meet_URL<\/span> <code>9<\/code>\n<ul class=\"wp-block-list\">\n<li>The Google Meet 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 Email Addresses<\/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=1zSAO7QDcythqEO55CCIad6DCi_T4NtrN&amp;export=download\" target=\"_blank\" rel=\"noreferrer noopener\">web-meeting-management-by-google-calendar-20220709-en.qar<\/a>\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/drive.google.com\/uc?id=1-UVrZC2u8Sil8nOBd0WncNgFAyMLbeke&amp;export=download\" target=\"_blank\" rel=\"noreferrer noopener\">web-meeting-management-by-google-calendar-20220709-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<ul class=\"wp-block-list\">\n<li>You need to associate the Swimlane settings according to your organizational structure upon import<\/li>\n<\/ul>\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=\"960\" height=\"540\" data-attachment-id=\"157493\" data-permalink=\"https:\/\/support.questetra.com\/en\/templates\/web-meeting-management-by-google-calendar-20220709\/attachment\/web-meeting-management-by-google-calendar-20220709-img0-en\/\" data-orig-file=\"https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2024\/02\/web-meeting-management-by-google-calendar-20220709-img0-en.png?fit=960%2C540&amp;ssl=1\" data-orig-size=\"960,540\" 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-google-calendar-20220709-img0-en\" data-image-description=\"\" data-image-caption=\"\" data-large-file=\"https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2024\/02\/web-meeting-management-by-google-calendar-20220709-img0-en.png?fit=960%2C540&amp;ssl=1\" src=\"https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2024\/02\/web-meeting-management-by-google-calendar-20220709-img0-en.png?resize=960%2C540&#038;ssl=1\" alt=\"\" class=\"wp-image-157493\" srcset=\"https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2024\/02\/web-meeting-management-by-google-calendar-20220709-img0-en.png?w=960&amp;ssl=1 960w, https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2024\/02\/web-meeting-management-by-google-calendar-20220709-img0-en.png?resize=560%2C315&amp;ssl=1 560w, https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2024\/02\/web-meeting-management-by-google-calendar-20220709-img0-en.png?resize=768%2C432&amp;ssl=1 768w\" sizes=\"auto, (max-width: 960px) 100vw, 960px\" \/><\/figure>\n\n\n\n<div class=\"wp-block-uagb-image uagb-block-c129a143 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\" src=\"https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2024\/02\/web-meeting-management-by-google-calendar-20220709-img1-en.png?resize=960%2C540&#038;ssl=1\" alt=\"\" class=\"uag-image-157495\" width=\"960\" height=\"540\" title=\"\" loading=\"lazy\" role=\"img\" \/><\/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<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/questetra.zendesk.com\/hc\/en-us\/articles\/360052780932-Settings-Required-When-Importing-an-Archive\" target=\"_blank\" rel=\"noreferrer noopener\">Settings Required When Importing an Archive<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/support.questetra.com\/en\/bpmn-icons\/googlecalendar-insertevent\/\">Google Calendar: Insert Event<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/support.questetra.com\/en\/addons\/questetra-membership-get-mail-address-belong-to-org-2022\/\">Questetra Get Membership Mail Address Belong To Org<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>This workflow is for the conference secretary to prepare for a web conference. The secretary obtains approval of the schedule and agenda from the supervisor. After approval, the meeting is automatically announced using Google Calendar. At the same time, it will also notify you of the Meet access 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workflow is for the conference secretary to prepare for a web conference. The secretary obtains approval of the schedule and agenda from the supervisor. After approval, the meeting is automatically announced using Google Calendar. At the same time, it will also notify you of the Meet access URL.","jetpack_sharing_enabled":true,"jetpack_shortlink":"https:\/\/wp.me\/p9DiIh-EY7","jetpack_likes_enabled":true,"jetpack-related-posts":[{"id":152559,"url":"https:\/\/support.questetra.com\/en\/templates\/web-meeting-management-by-outlook-calendar-20220826\/","url_meta":{"origin":157487,"position":0},"title":"Meeting Organization Process, Outlook Calendar Appointment Registration","author":"Tsuyoshi Kusaka","date":"2023-09-28","format":false,"excerpt":"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. 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