Document number: 16184

 

With Enterprise Webcast (Interwise), meetings can be scheduled for future dates and times or they can begin immediately. Select one of the following for detailed instructions:

Creating an instant iMeeting.

Scheduling an iMeeting for a future date.

Both of the above methods can be used for scheduling an instant meeting. If the second option is selected, the event initiator can include attached files and name invited participants directly on the invitation.

It is recommended that whenever possible, an iMeeting be scheduled in advance. This can help to avoid any last minute issues that may occur when scheduling an instant iMeeting.

The iMeeting leader should also think about the audio portion of the meeting prior to scheduling the meeting. The participants invited must be informed as to whether the audio will be directly from their computer or via a MeetingPlace teleconference. For additional information, see Eureka! document 16193 — Options for the audio portion of a Enterprise Webcast iMeeting.

 

 

 

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To create an instant iMeeting:

1. Log in to the Enterprise Webcast Interwise Communications Center.

For additional information, see Eureka! document 16181 - How to access the PeopleSoft Enterprise Webcast (Interwise) Communications Center .

2. Click the Create iMeeting button on the left hand navigation panel just below the user name.

3. The Connect to Event window will appear with the meeting ID. Copy the meeting ID information so it can be forwarded to invitees if necessary.

An e-mail message will be sent to the meeting host containing the instant meeting details and a link to the meeting.

4. If you receive a security prompt, click Yes.

The meeting will then begin.

There are two ways to invite participants to the meeting:

• Forward the e-mail message received containing the meeting details to the participants or create a new message pasting the copied meeting ID into it. Add any additional information required for the meeting when forwarding. Include the URL http://webcast.peoplesoft.com/psft2 so they can easily get to the Communications Center.

  OR

• Invite from within the newly started meeting:

1. Click the Click here to send the above info by email link in the Invite Others section.

2. Address the memo form to the participants and add any additional information required for the meeting to the message.

3. Send the message.

The invited participants can click the link to the meeting and join. For additional information, see Eureka! document 16183 — How to join a Enterprise Webcast (Interwise) iMeeting.

 

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To schedule an iMeeting for a future date or time or create an instant iMeeting with additional details:

1. Log in to the Enterprise Webcast Interwise Communications Center.

For additional information, see Eureka! document 16181 - How to access the Enterprise Webcast Interwise Communications Center.

2. Click the iMeeting button in the middle of the left hand navigation panel to show the available options and click New.

3. Enter the applicable information in the following tabs. For detailed field descriptions, see the Tab Field Descriptions section below.

1. General Information tab: The meeting basics are entered.

2. Participants tab: All invited participants are added here.

3. Audio tab: Indicate whether or not participants can use a telephone.

4. Materials tab: Files that will be used during the meeting can be downloaded so they appear as part of the meeting when it is started.

5. Options tab: The default setting should be left as is.

4. Click the Schedule Event button for future iMeetings. Click the Start Event Now button for an instant iMeeting.

5. A dialog box that says, "Would you like to send email invitations to the registered Participants?" will appear. Click Yes to send the invitations.

The invited participants and the meeting initiator will receive an e-mail message with the details of the meeting along with any attachments if they were included.

 

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Tab Field Descriptions

The following are detailed descriptions of each tab when scheduling an iMeeting:

• General Information tab:

• Event Name: Enter the name of the iMeeting.

• Comments: Add any comments desired that are relevant to the meeting.

• Date (mm/dd/yyyy): Select the meeting date by clicking the down arrows.

• Time: Select the meeting start time by clicking the down arrows.

• Event Length: Enter the length of the meeting in minutes.

• Participants tab:

  • View list of: Click the radio button next to either Communications Center Users or Address Book Users to search for a name from the entire list of users or those in the user's Enterprise Webcast Address Book.

  • Blank window: Enter the first initial of the invited participant's last name or the entire last name and click the Search button.

  • Add>>: Select the names of the participants by single clicking on them in the Select from List window. Multiple names may be selected by holding the {Ctrl} key when clicking on a name. When names of participants are selected, click the Add>> button.

  • <<Remove: Single click on the name of any participant that should not be invited in the Selected window and click the <<Remove button.

  • Add New...: The Add New Participant window will open. When all fields are complete, click the Add button.

  Note: The Add New option is only to enter external invitees' names only.

  • First Name: Enter the participant's first name.

  • Last Name: Enter the participant's last name.

  • Email: Enter the participant's complete e-mail address. Example: wonder_woman@peoplesoft.com.

  • Add to my Address Book: Select to add to the user's Enterprise Webcast Address Book.

• Audio tab: Indicate whether or not participants can use a telephone.

  • Anyone may use a telephone: Allows participants to use use either a phone or a microphone.

  • No one may use a telephone: All participants must use a microphone.

  • Everyone must use a telephone: All participants must use a phone.

• Materials tab: Files that will be used during the meeting can be downloaded so they appear as part of the meeting when it is started.

• Upload files from your computer: Select this option to add files such as Word, Excel or Power Point documents.

• Select File:

• Browse...: Find and select the file from the computer.

• Upload File: Upload the file so that it will be included as an attachment.

• Uploaded Files: All files uploaded will appear. To remove a file, single click on it and click the Remove File button.

• Options tab: The default setting should be left as is.

  • Record on the Server: Select this option to store the recording on the server.

 

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Created by the PeopleSoft Knowledge Management Team.
Copyright © 2004 All rights reserved.
Created: dcb 06/06/2002
Revised: jw 10/15/2004
Reviewed: 10/05/2004