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GroupWise: Modify an Appointment

Dean Lythgoe

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April 13, 2011 10:29 am

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Already scheduled an appointment and now you want to modify it? Introducing GroupWise Ascot!

We first introduced the concept of modifying an appointment in GroupWise 8. Using your Windows Client in GroupWise 8 today, you can modify the recipients of an appointment you have scheduled ‘after’ it has already been sent. You simply right-click on the appointment in your calendar and choose ‘Modify Recipients’.

This functionality, which exists today in the GroupWise 8 Windows Client, allows you to add or remove attendees for an existing appointment without having to resend, retract or even notify the other attendees.

The most common use case for this functionality is the fact that you have scheduled an appointment for your team or organization and someone either is added to the team or leaves the team before the appointment actually occurs. Especially true with recurring appointments. (ie. weekly staff meetings).

Now, with GroupWise Ascot, you can modify essentially every aspect of an appointment. Attendees, subject, message body, attachments, place, date/time, etc.

Each modification to an existing appointment has a few things to consider.

First of all….Appointment modifications can only be done by the ‘Organizer’ or ‘Sender’. Recipients of an appointment can NOT modify the original appointment in any way. They can delegate/forward the appointment to add attendees, but that is something they could always do.

Not all modifications are treated the same. There are some appointment modifications that will cause the appointment to have to be ‘re-accepted’ by all of the recipients. If you modify the place, date or time, then the modification will cause the appointment to ‘re-appear’ in the recipients in-box and they will have to re-accept or decline the appointment as necessary.

However, if you simply modify the attendee list, add an attachment, change the subject or modify the body of the appointment, no ‘re-accept’ will be required by the attendees. This allows you to do several things with an appointment. For example, you can schedule an appointment and add the agenda later. You can schedule an appointment and update the subject after the fact.

Note: If you ‘add’ new attendees, those new attendees will be required to ‘accept/decline’ the appointment. If you remove an attendee, they will be notified that the appointment has been deleted.

All modifications will cause some sort of ‘notification’ to happen on the already existing appointment. It will for sure be marked ‘unread’ again in the Calendar. It may also receive some sort of ‘badge’ or other indicator that the appointment has changed. We are still working on the design of how best to notify recipients of a change and how to tell them what exactly has changed.

How to access

We are still working out a few of the details, but we think we will completely remove the Modify… option, that exists in GroupWise 8, from the menu. Instead we propose to replace the functionality under ‘Resend’, with this Modify functionality. What this means is that when you select ‘Resend’, you will get this new ‘Modify’ functionality.

Once the appointment dialog is open you are able to modify everything about the appointment you want to and then on the tool bar we will have a new Send button.
The text on this button will be “Send As” – and there will be an arrow next to it.

- If you select ‘Send as New’ then we will invoke the new Modify Appointment explained in this blog.

- If you select ‘Send as Copy’ then we allow the user to send this one as a copy of the old one. In this case, we will not retract the old appointment and we make recipients re-accept this new appointment. This allows you to use an existing appointment as a ‘template’ for other new appointments.

I’m sure there are several questions and use-cases that you might want to discuss. I think they are probably best handled as they are presented in this forum. So tell us how you will use this feature and let’s make sure that the final implementation meets your needs.

Allowing for full appointment modification has been a request for some time and with GroupWise Ascot you will now be able to do just that. This is another great reason to update to the very latest versions of GroupWise as they are delivered and made available.

Dean

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Categories: End-user How-to, GroupWise, Technical

Disclaimer: This content is not supported by Novell. It was contributed by a community member and is published "as is." It seems to have worked for at least one person, and might work for you. But please be sure to test it thoroughly before using it in a production environment.

19 Comments

  1. By:psankar

    Hi,

    Will this be possible to do with the linux client also ?

    Also, we would like to see, Conversation view (mails and replies together) sooner. I believe it will be more useful than appointment re-editing for practical purposes.

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    • By:dlythgoe

      The plans for GroupWise Ascot do not include any changes to the Mac/Linux Client. There are no new features planned for the Mac/Linux Client in the Ascot time frame. We have focused our efforts in the WebAccess Client to provide as much functionality across all platforms as possible. See several of the other Ascot blogs for further details and announcements regarding the features in WebAccess and the features coming in the Windows Client.

      We will continue to highlight the new functionality in upcoming posts as we near BETA for GroupWise Ascot.

      Dean

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  2. By:warper2

    Will this again be limited to windows clients only?

    Thanks

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    • By:dlythgoe

      See reply to post before your question….This feature is only available in the Windows Client in GroupWise Ascot.

      We are not planning any new features in the Mac/Linux Client with GroupWise Ascot.

      Dean

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  3. By:maweber

    Anticipating our users who like to micro-manage, would it be possible to perhaps add a user client option to force all resent/modified appointments to be re-accepted? Or perhaps to make the appointment unread. I can foresee users who don’t like the idea of appointments on the calendars being changed without their knowledge. It could lead to someone being unprepared for an appointment.

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    • By:dlythgoe

      This is a interesting suggestion and one we also considered. Here is our dilemma…

      More options make the product more flexible – good thing! More options also make the product more complex, difficult to learn and ‘clumsy’. We hear continued arguments on both sides of this issue. We are trying to move to ‘less’ options and better up-front design to get the ‘best’ experience in the first place without a lot of configuration. As you can imagine – this can be a challenge.

      In addition to a simple option, that option must then be replicated to every client and translated into every language we support and documentation added/translated in order to explain what the option does and how to set it. Worse – then administrators want us to add it to ConsoleOne so they can set/control it. Now even more complex, more localization and additional documentation and training.

      Most end-users want simplicity…think iPods….hardly any settings, simple interface and no documentation. Also – no training required.

      So….here is what we do plan to do. No matter modifications the originator makes, the item will be marked ‘unread’ again for all users – at least. We are also looking at ways to more obviously indicate a change to the item. Some sort of ‘badge’ on the item when you look at the calendar or when you open the item again.

      We will work out the final details through beta and customer input. We will try to avoid – if possible – adding a setting.

      Dean

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      • By:ccalcut

        I’m in the camp of keeping it simple for the users. One thing that has plagued us is changing a time or date on an appointment. Our blackberry and droid users see “Meeting Cancelled…” and then another email inviting them to accept the new meeting. Because of the smaller screens they don’t see the entire subject and it’s very confusing for them. If you’re going to reset the appointment so they need to accept it could you do it all in one email? If not, could you at least change that notification email to something a little less misleading, like “Meeting Modified….”?

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      • By:dlythgoe

        With GroupWise Ascot POA and Clients – this is the exact behavior your users will experience.

        1. The reset will be in just one new appointment.
        2. You will not get a meeting cancelled on a modify with GroupWise 8.

        Dean

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  4. By:mbt

    ” completely remove the Modify… option, that exists in GroupWise 8, from the menu. Instead we propose to replace the functionality under ‘Resend’, with this Modify functionality. What this means is that when you select ‘Resend’, you will get this new ‘Modify’ functionality.”

    sigh – you are kidding, right?

    And you think that the idea of “resend” is somehow more likely to be understood as “what I do to make changes to an appointment” than “modify” is?

    Please, think your way out of the paper-bag, and breathe some fresh air

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    • By:aevans

      Not at all – in fact we had long discussions about getting rid of Resend completely. The reason that we are doing it the way we are is because the vast majority of our users know that in order to change something about an appointment they have to do a Resend or a Delegate.

      If we remove or rename the resend option they will struggle to find it. This way we can remove the pain that the recipients were feeling, we can remove the pain that the organizers had, and we put it in a place that everyone was already using without forcing new behavior to achieve the thing they wanted in the first place.

      We designed it this way with the approval of our collaboration advisory council, which are a set of customers that we are working closely with on these design decision.

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  5. By:gburg

    Dean,

    I know that the team is doing great work on the new version of GroupWise.
    Yet I know that this no-more-features to the Linux and Mac client – or XPlat as some call it and the way it was called when being introduced with GW65 for Linux – makes users feel a bit uncomfortable.

    I urge you guys to develop as much for the WebAccess client as possible that matches with the look and feel of the Windows client. That is where the matching starts.
    Keep up the good work. Let’s make GroupWise on WebAccess a client to lick your fingers of for.

    Gert
    GWCheck.com

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    • By:dlythgoe

      Thanks Gert – this is exactly what we are doing. We have heavily resourced our WebAccess and iPad WebAccess work in Ascot. We are introducing several ‘Windows Client’ features in WebAccess with this release and we will be highlighting them again soon in this blog.

      We have also made a significant architectural change for WebAccess in Ascot that will accelerate our ability to add new features to WebAccess going forward. We have removed GWINTER. Having the WebAccess Servlet talk directly to the POA using SOAP will allow us to implement features much quicker in WebAccess because we will not have to re- implement them in GWINTER – which is what we have had to do previously.

      GroupWise Ascot will have many awesome new features in WebAccess. GroupWise Windermere will see this accelerate any further.

      Another huge advantage to the WebAccess strategy is deployment and updates. Rolling out new features to your end users is simply updating some server pieces…no client rollout required. This will get new features in end-user’s hands literally overnight.

      This is what many of our customers have been asking for….

      Dean

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      • By:bbecken

        How will Email Archiving in the new WebAccess work given that a user can login from practically anywhere?

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      • By:dlythgoe

        To be clear: Archive for WebAccess is not in Ascot.

        However – we do plan to bring Archive capabilities to WebAccess. Several of our partners already do this today. We will follow a very similar model which gives users access to their archive no matter where they are at. This means that the archive will not be stored locally or at least, optionally, not stored locally.

        Dean

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  6. By:sjt4423

    We have implemented stubbing quite extensively here. Will the new WebAccess client have the capability to view stubbed messages? Or will we still have to use our 3rd party addon to access it through archiving?

    -Steve

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    • By:dlythgoe

      Stubbing is still not complete for WebAccess. We will recommend that you continue to use the 3rd party addon to access it in Ascot.

      Dean

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  7. By:marklar23

    Please tell me that the HTML/Plain Text bug is fixed when editing/modifying recurring appointments too. This was where when editing a repeating appointment you don’t receive a prompt to edit “This Instance, All Instances, or This Instance Forward” and depending on if your current edit mode is Plain Text or HTML it modified either only that instance or All Instances automatically.

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    • By:dlythgoe

      Mark,

      You will have to refresh our memory. We looked at your comment and tried to find a particular bug and even tried to duplicate the problem. We either do not understand exactly the ‘Steps to Duplicate” OR we already fixed it!!!

      Here are the comments from the engineer who investigated….

      I can’t duplicate this either, I tried a few things:

      1. Editing a posted appointment by opening it: Never asks to modify all recurring appointment and only modifies the selected one regardless of text or html mode.
      2. Change the time of a posted appointment by drag and drop it in the calendar: It asks you if you want to apply this to all. I implemented this for Ascot, in GW8 it only moved the selected one. Works the same in either text or html mode.
      3. Change the time of a group appointment by drag and drop it in the calendar: It asks you if you want do to edit it before moving, if you answer yes or not it always asks to modify this or all instances.

      I tried a few other scenarios, like changing from text to html or html to text after the appt already existed and could never duplicate the bug.

      So – back to you! Do you have an SR#, Steps to duplicate or any other details that will lead us in a better direction?

      Thanks,

      Dean

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