# Task OP-13018 - Finalise scope for the new Primer Meetings module for 13.1 Project: OpenProject Status: closed URL: https://community.openproject.org/work_packages/OP-13018 ## Details | Attribute | Value | | --- | --- | | Assignee | Parimal Satyal | | Date | | | Priority | Medium | | Target versions | 13.1.0 | | Category | | | Labels | | ## Description ### Important **Acceptance criteria moved to main epic:** ###37297 ~~**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)~~ - ~~Status~~ - ~~Date (required)~~ - ~~Time (eg. 1 PM – 3 PM, optional)~~ - ~~Duration (manually set)~~ - ~~Duration is marked 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 three roles (note: link with Klaus' work on roles/permissions)~~ - ~~**moderator** (no limitation on \#)~~ - ~~author is by default a moderator or~~ - ~~any participant designated as such by a moderator~~ - ~~**participant**~~ - ~~invitees~~ - ~~**viewer**~~ - ~~everyone else in the project who is not a moderator or participant~~ - ~~Meeting participants can have one of three roles:~~ - ~~**Meeting editor**~~ - ~~Add and edit meeting details~~ - ~~Manage participants (invite, remove...)~~ - ~~Add/remove and re-order agenda items~~ - ~~Change agenda item type (simple and work package)~~ - ~~Add/remove open points~~ - ~~Can designate invitees as editors~~ - ~~**Meeting invitee**~~ - ~~They are visible under "invitees"~~ - ~~**Meeting viewer**~~ - ~~Has access to view the meeting but is not "involved in any way~~ - ~~A meeting can of one of two statuses:~~ - ~~**Open** (default state, name potentially unrequired)~~ - ~~All actions possible (based on available permissions)~~ - ~~**Closed**~~ - ~~Read-only for everyone but~~ - ~~Editors can re-open meetings to edit it~~ - ~~**Sections (optional)**~~ - ~~Group of agenda items~~ - ~~**Agenda items:**~~ - ~~Meetings consist of agenda items.~~ - ~~At their most basic, agenda items have:~~ - ~~Title (required)~~ - ~~Responsible (optional)~~ - ~~Just a user object that's displayed; no functional implication~~ - ~~Duration (optional)~~ - ~~Integer field, in minutes~~ - *~~Risk: if some agenda items have duration and others don't; the total duration will be misleading since some items will have a duration of zero~~* - ~~Description:~~ - ~~Text area: CKEditor~~ - *~~restrictive? with basic bold, italic, maybe links... maybe no tables or images?~~* - ~~The meeting title can also be replaced with a work package:~~ - ~~By default, the type is "Title" but the user can alternatively select other types with a drop down:~~ - ~~Title~~ - ~~Work package~~ - ~~Turns the input field into a search bar, and typing keywords displays results in a drop modal.~~ - ~~The user can select the corresponding work package.~~ - *~~\[open\] Power user: Typing "\#" in the title field selects work package.~~* - *~~\[open\] OG: Work package search thing we have is Angular, we have to see how to make it work with Primer.~~* - ~~If the selected work package already has unresolved open points:~~ - ~~Ask the user to select which ones (if any) they would like to add to the meeting~~ - ~~The selected ones will be added to that agenda item (references those items)~~ - ~~In the "Open Points" tab of the work package, those points that have been added to the meeting, will show this relation~~ - ~~An open point added to this agenda item (refering a work package), will then also be added to the "Open Points" tab of that work package~~ - ~~The title is now replaced with the work package details (id, Subject, type, status)~~ - ~~Clicking on the work package title opens it in a new tab.~~ - ~~Users should be able to "remove" the work package by selecting a basic title field instead in Edit mode.~~ - ~~The title is empty (to make it absolutely clear that there's no connection to the WP).~~ - ~~Functionally, other agenda elements (duration, responsible, description) are unrelated to the work package and do not affect it.~~ - ~~Open points are the only exception, see ###49578~~ - ~~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 an open point, and a remove button once each is added:~~ - ~~This can be an "Open point" or a "Resolved open point" when resolved~~ - ~~(Define what an open point in an agenda item looks like)~~ - ~~Save button.~~ - ~~Agenda items have hover actions, depending on status:~~ - ~~Drag~~ - ~~Edit~~ - ~~More~~ - ~~**Mobile**: Viewing meetings is a priority.~~ - ~~**Journalising:**~~ - ~~Modifications to a meeting are journalised~~ - ~~There is a link to view meeting journal history~~ - ~~**Email notifications:**~~ - ~~When someone is invited (send iCal immediately)~~ - ~~When meeting dates change (send .ics again)~~ - ~~When meeting status changes~~ - ~~When meeting is sent to invitees manually~~ - ~~**Email all participants**~~ - ~~Sends meeting agenda to all invitees via email~~ - ~~**Calendar subscriptions for meeting**~~ - ~~Automatically updated when dates or meeting details are modified~~ - ~~\[open\] **Download .ics for meeting**~~ ### ~~Open~~ - ~~How should we handle migration and old meetings?~~ - ~~Idea: Decision and issues log?~~ - ~~Ways to be able to show relevant meetings from work packages.~~ - ~~Later, possible to show and filter through decisions/clarification needs?~~ ### ~~Out of scope~~ ~~This first version of the new Meetings module for version 13.1 will not include:~~ - ~~Duration derived from the duration of agenda items~~ - ~~The ability to add clarification needs and decisions are specified in a separate feature:~~ - ~~###49578~~ - ~~Extensions to the agenda items:~~ - ~~Notes~~ - ~~Required participants for this agenda item~~ - ~~Meeting invitees:~~ - ~~Add items to the backlog for the editors to add/remove~~ - ~~Commenting and emoji reactions~~ - ~~Comment threads~~ - ~~Sections~~ - ~~Designate a person responsible?~~ - ~~Add duration~~ - ~~Follow-up item: within a meeting, when someone identifies to-dos and tasks, be able to create a work package (or to-do) directly from agenda item~~ - ~~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~~ - *~~\[open\] Clicking on the work package opens the work package in a split screen.~~* - *~~In the short term, would require having Angular code.~~* - *~~In the long term, Primer offers overlays that slide in from the right side that we could potentially use for this.~~* - ~~Move existing agenda item to another meeting~~ - ~~Meeting series (recurring)~~ - ~~Web conference tool~~ - ~~In-app notifications:~~ - ~~Out of scope:~~ - ~~Invited to a meeting~~ - ~~Meeting modified~~ - ~~Meeting status changed~~ - ~~Meeting rescheduled~~ - *~~Note: right now Notifs limited to work packages (so possible to show meetings objects linked to WPs)~~* - ~~iCal integration~~ - ~~Four statuses:~~ - ~~**Draft agenda** (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 only add or modify their own agenda items.~~ - ~~Viewers (non invitees) cannot see the meeting yet (?)~~ - ~~**Finalised agenda**: a moderator sets the mode to finalised to lock the agenda before a meeting.~~ - ~~Moderators can change state to draft to change the actual agenda; participants cannot do this.~~ - ~~Moderators can change meeting details (name, time, date...) and add/remove invitees.~~ - ~~Participants can add (but not remove?) invitees.~~ - ~~Viewers can now view the meeting in read-only mode.~~ - ~~**Meeting in Progress**: a moderator sets the mode to In Progress when the meeting actually takes place.~~ - ~~Moderators can once again modify agenda items own items and add/remove additional items to agenda items (clarificatoin need or decision).~~ - ~~Participants can only modify or add/remove additional items to their~~ *~~own~~* ~~items.~~ - ~~Viewers can view only.~~ - ~~**Meeting closed**~~ - ~~Read-only for everyone but~~ - ~~Moderators can change status to any of the above~~ ### ~~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: ~~