Set final date

The organizer of a meeting can get information about the current status of the meeting by opening it (either by clicking on the meeting entry in the folder overview or by selecting  Change Properties in the context menu of the meeting). The organizer can also be reminded of the approaching end of the voting by email. Such a reminder message contains a reference to the appointment reconciliation.

The 'Final Appointment' line in the Appointment Reconciliation form shows the aggregated status of the proposed appointments:

•      Green: All participants have agreed.

•      Orange: No participant has declined, at least one participant has voted 'With reservation'.

•      Red: At least one participant has declined.

As an organizer, you are offered two additional buttons here to set the final date or to cancel the date coordination, e.g. because apparently no date can be found that suits all participants.

•      Set the final date by clicking on a date in the 'Final date' row and then clicking on [Set]. This also ends the voting.

•      In the 'End appointment voting' action form you can specify a comment that will be added to the otherwise automatically generated email message informing the participants about the end of the voting. You can also add the final appointment to your personal calendar or the group calendar of the workspace that contains the appointment voting (if such a group calendar exists).

•      Click [End without appointment] to end the appointment voting without setting a final appointment. In the 'End appointment voting' action form, you can again specify a comment that will be added to the email message informing the participants about the end of the voting.

All participants will be notified by e-mail about the final date or the end of the voting. If a final date has been set, this message contains a reference that also allows participants to copy the final date (in iCal format) to their BSCW or other calendar.

Note that not only the organizer, i.e. the creator of a schedule, can set a final date, but also the manager of the workspace that contains the schedule.