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Updated by Parimal Satyal almost 3 years ago
**As** a project members
**I want to** build meeting agendas, add invitees and document important information and decisions
**so that** our meetings are more efficient and key information is documented and easy to find.
### Note
These define the functional scope (the what) of the feature and do not yet go into the specifics of _how_ different parts will be implemented. Once this feature is set to specified, UX and Front-end will co-create the UI/UX of the feature using existing Primer ViewComponents as much as possible.
### Acceptance criteria
A new Meetings module (based on Primer) will replace the existing one:
* A meeting consists of meeting details, agenda items and invitees.
* Meeting details are:
* Title of the meeting (required)
* Mode (see below, required)
* Date (required)
* Time (eg. 1 PM – 3 PM, optional)
* Duration (manually set or derived from the time field)
* Duration is in red if the set duration is longer than the sum of the duration of agenda items
* Place or Link (optional)
* Invitees can have one of two roles: moderator or participant. Everyone else in the project who is not a moderator or participant is a viewer.
* A meeting can be in one of three modes:
* **Preparation** (default for new meetings): meetings):
* Moderators can edit and modify meetings details, add invitees and construct the meeting agenda by adding agenda items. They can also rearrange agenda items by dragging them up or down.
* Participants can view the current state of the agenda, but cannot interact.
* Viewers cannot see the meeting yet.
* **Ready**: a moderator sets the mode to Ready once the meeting agenda is more or less finalised. This is the mode when the meeting takes place.
* Moderators can modify the meeting as before even in this state.
* Participants can view the agenda items, but can also add invitees and add additional information and decisions to meeting agendas (see below).
* Viewers can now view the meeting in read-only mode.
* **Review**: a moderator sets the mode to Review once the meeting is over. It can then exists in a read-only state.
* Moderators can change the mode to Ready if they want to change anything.
* Participants can view only.
* Viewers can view only.
* **Agenda items:**
* Meetings consist of agenda items: items.
* At its most basic, agenda items have:
* Title (required)
* Responsible (optional)
* Duration (optional)
* Moderators and Participants may add additional elements:
* Additional information (text area)
* Decision (text field; this can be a decision need or a decision taken)
* The meeting title can also be replaced with a work package:
* Typing "#" on the title turns it into a search bar, and typing keywords displays results in a drop modal
* The user can select the corresponding work package
* The title is now replaced with the work package details (id, Subject, type, status).
* _\[open\] Clicking on the work package opens the work package in a split screen._
* To go back to title, the user has to remove the work package.
* Other agenda elements (duration, responsible, additional information, decision) are unrelated to the work package.
* Agenda items have two states, display and edit:
* In display state, agenda details cannot be edited but moderators can drag them up and down to to change the order (mode allowing).
* In edit state, these fields are visible:
* Title (text field, typing # turns it into a search field)
* Duration in minutes (integer)
* Responsible (user search)
* Buttons to add additional elements, and a remove button once each is added:
* Additional information
* Decision
* Save button.
* Agenda items have hover actions, depending on state:
* Preparation: Moderators can click on the edit button to enter edit mode, or drag each item to rearrange them.
* Ready: Moderators or participants can click on the edit button, but participants only see the buttons to add additional information or decisions. Only moderators can drag items to arrange them.
* Review: the agenda items become read-only and no editing is possible.
* **Work package view:** When a work package is added to a meeting, then the meeting and the agenda items (including additional elements) are visible on the work package.
* There is a new tab called "Meeting" that lists all the meetings where the current work package has been included as an agenda item.
* Decisions are also immediately visible for each.
* Additional information is however not visible without opening the meeting.
* _\[open\] to be discussed_
### Out of scope
This first version of the new Meetings module for version 13.1 will not include:
* Sections (to group agenditems)
* Additional elements attached to agenda items:
* Separate "decision need" and "decision taken", or "open question"
* Notes
* Commenting and emoji reactions
* Comment threads
* Agenda backlog (a set of agenda items that are "parked" and do not show up in the actual meeting, simliar to drafts)
* Send existing agenda item to backlog
* Send backlog item to agenda
* Move existing agenda item to another meeting
### Mockup
**Important:** Final mockups will be co-designed with front-end devs using Primer View components once the scope is finalised.
For reference, see existing test Figma mockups: https://www.figma.com/file/4pe9naCoEzlnbco9Ynl9k9/Automatic-Meeting-Agenda?type=design&node-id=1020-21095&mode=design
**I want to** build meeting agendas, add invitees and document important information and decisions
**so that** our meetings are more efficient and key information is documented and easy to find.
### Note
These define the functional scope (the what) of the feature and do not yet go into the specifics of _how_ different parts will be implemented. Once this feature is set to specified, UX and Front-end will co-create the UI/UX of the feature using existing Primer ViewComponents as much as possible.
### Acceptance criteria
A new Meetings module (based on Primer) will replace the existing one:
* A meeting consists of meeting details, agenda items and invitees.
* Meeting details are:
* Title of the meeting (required)
* Mode (see below, required)
* Date (required)
* Time (eg. 1 PM – 3 PM, optional)
* Duration (manually set or derived from the time field)
* Duration is in red if the set duration is longer than the sum of the duration of agenda items
* Place or Link (optional)
* Invitees can have one of two roles: moderator or participant. Everyone else in the project who is not a moderator or participant is a viewer.
* A meeting can be in one of three modes:
* **Preparation** (default for new meetings):
* Moderators can edit and modify meetings details, add invitees and construct the meeting agenda by adding agenda items. They can also rearrange agenda items by dragging them up or down.
* Participants can view the current state of the agenda, but cannot interact.
* Viewers cannot see the meeting yet.
* **Ready**: a moderator sets the mode to Ready once the meeting agenda is more or less finalised. This is the mode when the meeting takes place.
* Moderators can modify the meeting as before even in this state.
* Participants can view the agenda items, but can also add invitees and add additional information and decisions to meeting agendas (see below).
* Viewers can now view the meeting in read-only mode.
* **Review**: a moderator sets the mode to Review once the meeting is over. It can then exists in a read-only state.
* Moderators can change the mode to Ready if they want to change anything.
* Participants can view only.
* Viewers can view only.
* **Agenda items:**
* Meetings consist of agenda items:
* At its most basic, agenda items have:
* Title (required)
* Responsible (optional)
* Duration (optional)
* Moderators and Participants may add additional elements:
* Additional information (text area)
* Decision (text field; this can be a decision need or a decision taken)
* The meeting title can also be replaced with a work package:
* Typing "#" on the title turns it into a search bar, and typing keywords displays results in a drop modal
* The user can select the corresponding work package
* The title is now replaced with the work package details (id, Subject, type, status).
* _\[open\] Clicking on the work package opens the work package in a split screen._
* To go back to title, the user has to remove the work package.
* Other agenda elements (duration, responsible, additional information, decision) are unrelated to the work package.
* Agenda items have two states, display and edit:
* In display state, agenda details cannot be edited but moderators can drag them up and down to to change the order (mode allowing).
* In edit state, these fields are visible:
* Title (text field, typing # turns it into a search field)
* Duration in minutes (integer)
* Responsible (user search)
* Buttons to add additional elements, and a remove button once each is added:
* Additional information
* Decision
* Save button.
* Agenda items have hover actions, depending on state:
* Preparation: Moderators can click on the edit button to enter edit mode, or drag each item to rearrange them.
* Ready: Moderators or participants can click on the edit button, but participants only see the buttons to add additional information or decisions. Only moderators can drag items to arrange them.
* Review: the agenda items become read-only and no editing is possible.
* **Work package view:** When a work package is added to a meeting, then the meeting and the agenda items (including additional elements) are visible on the work package.
* There is a new tab called "Meeting" that lists all the meetings where the current work package has been included as an agenda item.
* Decisions are also immediately visible for each.
* Additional information is however not visible without opening the meeting.
* _\[open\] to be discussed_
### Out of scope
This first version of the new Meetings module for version 13.1 will not include:
* Sections (to group agenditems)
* Additional elements attached to agenda items:
* Separate "decision need" and "decision taken", or "open question"
* Notes
* Commenting and emoji reactions
* Comment threads
* Agenda backlog (a set of agenda items that are "parked" and do not show up in the actual meeting, simliar to drafts)
* Send existing agenda item to backlog
* Send backlog item to agenda
* Move existing agenda item to another meeting
### Mockup
**Important:** Final mockups will be co-designed with front-end devs using Primer View components once the scope is finalised.
For reference, see existing test Figma mockups: https://www.figma.com/file/4pe9naCoEzlnbco9Ynl9k9/Automatic-Meeting-Agenda?type=design&node-id=1020-21095&mode=design