Creating Zoom Meetings

You can create Zoom meetings in Masterworks using the Meeting Scheduler feature.

Prerequisite

The user should be authorized to create the meeting.

Steps

In the module menu, click Projects.
In the Project List page, click the required project, and then click Edit.
In the navigation pane, expand the project folder.
Expand the Collaboration folder and click Meeting Scheduler.
The Meeting Scheduler list page is displayed.
Click New.
The Meeting Scheduler page is displayed.

Provide the required information in the fields, as described in the following table.

Field Name	Description
Title	Enter the title of the meeting.
Meeting Date	Select the date of the meeting.
Start Time	Enter the start time of the meeting in accordance to the time zone of the application.
End Time	Enter the end time of the meeting in accordance to the time zone of the application. Ensure the end time is later than the start time.
Meeting Type	Select the meeting type. Available options are meeting types defined in the Meeting Type catalog of the library. Note: When Minutes Of Meeting form exists, then both Minutes Of Meeting and Meeting scheduler forms share the same Meeting Type catalog of the library.
Venue	Select the venue of the meeting. Available options are venues defined in the Meeting Venue catalog of the library. Alternatively, to specify the venue, perform the following steps: From the Venue drop-down list, select Others. A text box is displayed. In the box, enter the venue details. Note: When Minutes Of Meeting form exists, then both Minutes Of Meeting and Meeting scheduler forms share the same Meeting Venue catalog of the library.
Agenda	Enter the agenda of the meeting.
Notes	Enter any notes for the meeting.

The Meeting Status of the meeting record is set to Draft only when the meeting created is saved but not published.
Note: When the meeting is published, the Meeting Status changes to Published.

To add meeting invitees in the Meeting Invitees section, perform the following steps:
1. To add invitees from the list of user accounts defined in enterprise:
  1. Click Add.
    The Select Users dialog box displays the following details of all the application users and key contacts of all contracts within the project:
    - User Name
    - First Name
    - Last Name
    - Email
    - Department
    - User Type such as Project user, Non-project user, Contract, Key Contact
    - Contract name if the user is invited to a contract or if the user is a key contact of a contract
  2. Select the required users, and then click Select.
    The selected users are added as invitees to the meeting.
2. To add external user:
  1. In the Department column, click and enter the department name of the invitee.
  2. In the Email column, click and enter the email address of the invitee.
  3. In the Last Name column, click and enter the last name of the invitee.
  4. In the First Name column, click and enter the first name of the invitee.
  5. Click Add External User.
    A row is added in the Meeting Invitees section.
Click Create Zoom Meeting to generate a Zoom meeting URL.
The Zoom meeting URL is displayed in the Meeting Link box.
To add references to any form within any record, in the Linked Object section, perform the following steps:
1. Click Add.
  The Select Items dialog box is displayed.
2. To select the required project form, in the Source Form box, click and select the required form.
  Alternatively, to select a contract form, perform the following steps:
  1. In the Select Project / Contract box, corresponding to the project name, click .
  2. In the Select Project / Contract box, click and select the required contract.
    Alternatively, type the name of the contract, and then select the required contract.
    Available contracts are all the contracts the user is invited to in the project.
  3. To select the required contract form, in the Source Form box, click and select the required form.
    Alternatively, type the name of the form, and then select the required form.
Click Search.
All the records of the selected form are displayed.
Select the required records, and then click Select.
The selected records are added to the Linked Objects section.
Note: To view the details of a linked record, in the Description column, click the required record.
Optionally, in the Attachments section, attach or link related files.
For information on attachments, refer Common Application Features, Attachments.
Click Save to save the draft meeting request.
The draft meeting is displayed in the Meeting Scheduler list page.