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Process for auto-grouping meeting invitees and applying response rules in a digital scheduling system

IP.com Disclosure Number: IPCOM000246497D
Publication Date: 2016-Jun-13
Document File: 3 page(s) / 129K

Publishing Venue

The IP.com Prior Art Database

Abstract

Disclosed is a process that seeks to accelerate the process of specifying operators on a quorum of meeting invitees. Profile metadata associated with invitees is used to infer default settings that optimise and drive behaviours around the process flow of designating attendee status.

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Process for auto-grouping meeting invitees and applying response rules in a digital scheduling system

Disclosed is a process that seeks to accelerate the process of specifying operators on a quorum of meeting invitees.

    When scheduling a meeting it is often necessary to specify that at least 1 of a group of potential attendees must attend. Ie, in a software development environment, a meeting organiser scheduling a meeting to conduct a tech design might require the project manager, the solutions architect, and at least 1 of the 3 user interface developers on the project.

    Currently, this would probably be done either by asking potential attendees to self-organise, or by adding the 3 user interface developers as optional. The first solution doesn't scale well to cross-site teams and is at the mercy of self-organisational skills. The second solution carries the risk that each potential attendee will assume that one of the others will attend, resulting in total non-attendance.

    A digital communications solution could be delivered featuring ORing of meeting invitees. If it were, there would be work required for the meeting organiser to specify groups to be OR'd as opposed to those to be AND'd.

    This method uses contact metadata such as job title, department, or location to automatically group invitees into sets that can be assigned operators such as 'at least one of'. In doing so, processes can be initiated such that invitations can be sent out in a series, the next one only being sent if the previous one is declined. Alternatively, an invitee could be changed from 'required' to 'optional' if another contact in their group accepts the invitation, thus satisfying the operator applied to that contact group.

    The end result is that a meeting chair can paste a series of contacts or enter a group alias in order to potentially invite all members of a team to a meeting. If applied, the auto-grouping will assist with inviting the minimum required contacts that fulfil a given criteria, thus minimising the number of attendees, allowing other team members to focus their attention on other tasks.

    Figures 1-3 below illustrate how the user interface could deliver this functionality in a meeting scheduling system.

Fig. 1 - A meeting organiser has added 3 required invitees.


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Fig. 2 - A meeting organiser searches for another invitee.

Fig. 3 - The latest addition is grouped with the other invitee with the same job title and a default operator is assigned to the group.

The following steps capture the process of auto-grouping that would enable a sample emb...