Meeting Organization Process, Outlook Calendar Appointment Registration 20220826
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. You will also be notified of the Teams meeting URL.
Worker (#of Swimlane: 2)
  • Secretariat
  • Organizer
Business Flow (Complexity of Workflow: 13)
  • 11. Agenda Registration
    • The secretary registers the agenda for the meeting.
  • 141x. Agenda re-registration
    • The secretary re-registers the draft agenda for the meeting.
  • 22. Approved Agenda
    • The conference organiser approves the agenda.
  • 43. Preparation of Minutes
    • The Secretariat prepares the minutes of the meetings.
  • 63x. Revision of the minutes
    • The Secretariat amends the minutes of the meetings.
  • 54. Approval of minutes
    • The meeting organiser approves the minutes.
  • 10x1. Set Subject
    • The workflow platform sets the subject line.
  • 13x2. Obtain participant’s email address
    • The workflow platform retrieves the email addresses of the host organisation members.
  • 15x3. Meeting Calendar registration
    • The workflow platform registers appointments in the calendar of the designated participants.
Business Process Variables (#of Data Item: 12)
  • Start Date and Time q_start_datetime 0*
    • The start date and time of the meeting is stored.
  • End Date and Time q_end_datetime 1*
    • The end date and time of the meeting is stored.
  • Conference Organization q_org_for_meeting 2*
    • The organization attending the meeting is stored.
    • processInstanceInitQgroupId
  • Conference Location q_meeting_place 5
    • The location of the meeting (e.g. meeting room) is stored.
  • Meeting Title q_meeting_title 3
    • The title of the meeting is stored.
  • Agenda q_meeting_description 4
    • The agenda for the meeting is stored.
  • Minutes(Document URL) q_minutes 12*
    • The meeting minutes document (URL) is stored.
  • Communication Column q_communication_board 11
    • The interaction of each step handler is recorded.
  • Schedule ID q_schedule_id 7
    • The appointment ID retrieved from the calendar is stored.
  • Schedule URL q_schedule_url 6
    • The appointment reference URL retrieved from the calendar is stored.
  • Meeting URL q_Meeting_url 9
    • The Meeting URL of the calendar appointment is stored.
  • Participant’s Email Address q_mail_addresses 10
    • The list of email addresses of the members participating in the meeting is stored in CSV format.

Field Name, num, Initial Value


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  • For setting up integration with Microsoft365-based services (see also the Add-on XML link in See Also for more information on scope, etc.).
  • Capture

    See also