diff --git a/docs/user-guide/meetings/one-time-meetings/README.md b/docs/user-guide/meetings/one-time-meetings/README.md index cd87a24bae9..8fdee00bee4 100644 --- a/docs/user-guide/meetings/one-time-meetings/README.md +++ b/docs/user-guide/meetings/one-time-meetings/README.md @@ -179,10 +179,14 @@ Sections will show the sum of all the durations of all containing items (or at l #### Link a work package to a meeting -If you select the **Work package** option, you can link a work package by entering either a work package ID, type, status or starting to type in a keyword, which will open a list of possible options. +To link a work package to a meeting, click the **+ Add** button and select the **Work package** option. Enter a work package ID, type, status or a keyword, this will open a list of work packages for you to choose from. ![Add work package](openproject_userguide_meetings_add_work_package.png) +The meeting will appear under the *Meetings* tab of the linked work package. + +You can also include work packages into the description section of other agenda items, by using # mention, same as in the CKEditor. In this case the meeting will not be linked to the work package and will not be displayed under the *Meetings* tab of mentioned work packages. + #### Edit a meeting agenda After you have finalized the agenda, you can always edit the agenda, items, add notes, move an item up or down or delete it. Clicking on the **More** (three dots) menu icon on the right edge of each agenda item will display a menu of available options, including editing, copying link to clipboard, moving the agenda item within the agenda or to the backlog, or deleting it. diff --git a/docs/user-guide/meetings/one-time-meetings/openproject_userguide_meetings_link_work_package.png b/docs/user-guide/meetings/one-time-meetings/openproject_userguide_meetings_link_work_package.png new file mode 100644 index 00000000000..51b51c0e6e2 Binary files /dev/null and b/docs/user-guide/meetings/one-time-meetings/openproject_userguide_meetings_link_work_package.png differ diff --git a/docs/user-guide/meetings/recurring-meetings/README.md b/docs/user-guide/meetings/recurring-meetings/README.md index c7741a4fc94..cc53d675871 100644 --- a/docs/user-guide/meetings/recurring-meetings/README.md +++ b/docs/user-guide/meetings/recurring-meetings/README.md @@ -25,7 +25,7 @@ Recurring meetings are helpful to schedule and organize meetings that happen reg ## Create and edit recurring meetings -You can either create a recurring meeting from within a project or from the global **Meetings** module. For steps on setting up one-time meetings please consult [this page](../one-time-meetings). +You can either create a recurring meeting from within a project or from the global **Meetings** module. For steps on setting up one-time meetings, please consult [this page](../one-time-meetings). To create a new recurring meeting, click the green **+ Meeting** button in the upper right corner and select **Recurring**. @@ -33,21 +33,24 @@ To create a new recurring meeting, click the green **+ Meeting** button in the u Enter your meeting's title, location, start and end date and time, duration, frequency and interval. Note that if you are creating a meeting from a global module you will first need to select a project to which the meeting belongs. -![Form to create recurring meetings in OpenProject](openproject_userguide_meetings_recurring_meeting_form.png) +![Form to create recurring meetings in OpenProject](openproject_userguide_meetings_recurring_meeting_default_form.png) > [!TIP] -> Duration can be entered both in hours and minutes. For example for a meeting that should last for 1.5 hours, you can enter: -> +> Duration can be entered both in hours and minutes. For example for a meeting that should last for 1.5 hours, you can enter: > - 1.5h > - 90m > - 90min > - 1:30 -**Frequency** offers following options: +**Frequency** offers the following options: -- Every day -- Every working day -- Every week +- Every day +- Every working day +- Every week +- Day of month: This option allows you to schedule meetings to recur on the same calendar date every month +- Monthly on a weekday: This option allows you to choose an ordinal position and a weekday + +Depending on the selected frequency, one or more of the following additional fields may appear: **Interval** is a **required** integer field that defines the recurrence pattern of a meeting series. It specifies how often a meeting should repeat within the selected recurrence scheme. For example: @@ -55,14 +58,23 @@ Enter your meeting's title, location, start and end date and time, duration, fre - Weekly, Interval = 4 → The meeting occurs every four weeks. > [!TIP] -> For **working day-based recurrence**, the **Interval field is hidden** and always set to 1, meaning the meeting occurs on every working day without customization. +> For **working day-based recurrence**, the **Interval** field is hidden and always set to 1, meaning the meeting occurs on every working day without customization. -**Meeting series ends** field is a select dropdown field that defines when a recurring meeting series should come to an end. The following options are possible: +**Day of month** is a **required** field indicating the date of the month, on which meetings will recur. For example, if you enter 4, the meeting will be scheduled on the 4th of every month. + +**Position** is a **required** ordinal indicator field ranging from first, second, third, fourth to last. For example: Every first Monday of the month. + +**Weekday** is a **required** field used to select a day of the week, from Monday through Sunday. + +**Meeting series ends** field is a dropdown field that defines when a recurring meeting series should come to an end. The following options are available: - **Never** - the meeting series runs indefinitely -- **After a specific date** – lets you specify an **end date** (the meeting might end before or on this date, depending on the original start date and frequency) +- **After a specific date** – lets you specify an **end date** (the final occurrence will be scheduled on or before this date, depending on the recurrence pattern) - **After a number of occurrences** – lets you specify the number of individual **occurrences** after which the series will end +> [!NOTE] +> If the scheduled start time does not match the actual first occurrence, the caption is extended to state: "The first occurrence of this series will be on (date/time)". + Click the **Create meeting series** button to save your changes. This will create the recurring meeting series and redirect you to the meeting template page. ## Edit recurring meetings template @@ -76,10 +88,15 @@ You can define the template the same way that you would a [one-time meeting](../ > [!IMPORTANT] > Once you leave the draft mode, you can no longer return, i.e. you can still edit your template, but the changes may be visible (depending on the e-mail notification status). -You will be asked to decide whether or not meeting series participants should receive calendar invites and updates. Depending on your choice, a corresponding banner will inform you of the consequent actions. +You will be asked to decide whether or not meeting series participants should receive calendar invites and updates. Depending on your choice, a corresponding banner will inform you of the consequent actions. ![A dialogue to select meeting related notification preferences when exiting a meeting draft mode in OpenProject](openproject_userguide_meetings_recurring_meeting_open_button_dialogue.png) +> [!NOTE] +> Multiple meeting updates made within a short period of time are combined into a single notification email. Participants will receive one email showing all changes, including participant updates and changes to meeting details. +> +> Exception: Meeting deletion notifications are sent immediately and separately. + You can always adjust the template at a later date by selecting the meeting series from the left hand menu and clicking **Edit template** on the meeting series index page. These changes will not affect past or already created (opened) meetings. ![Edit template button for recurring meetings in OpenProject](openproject_userguide_meetings_recurring_meeting_edit_template_button.png) diff --git a/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_add_workpackage.png b/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_add_workpackage.png new file mode 100644 index 00000000000..83ccc38b416 Binary files /dev/null and b/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_add_workpackage.png differ diff --git a/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_default_form.png b/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_default_form.png new file mode 100644 index 00000000000..2b2cda006df Binary files /dev/null and b/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_default_form.png differ diff --git a/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_form.png b/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_form.png index 19fdd8cf233..80ac9bb833d 100644 Binary files a/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_form.png and b/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_form.png differ diff --git a/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_form_day.png b/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_form_day.png new file mode 100644 index 00000000000..cedc261b634 Binary files /dev/null and b/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_form_day.png differ diff --git a/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_form_monthly.png b/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_form_monthly.png new file mode 100644 index 00000000000..e464a77be0b Binary files /dev/null and b/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_form_monthly.png differ diff --git a/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_form_position.png b/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_form_position.png new file mode 100644 index 00000000000..c42c0e403fe Binary files /dev/null and b/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_form_position.png differ diff --git a/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_form_weekday.png b/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_form_weekday.png new file mode 100644 index 00000000000..399e1c1053b Binary files /dev/null and b/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_form_weekday.png differ diff --git a/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_participant_form.png b/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_participant_form.png new file mode 100644 index 00000000000..ddff8ceb094 Binary files /dev/null and b/docs/user-guide/meetings/recurring-meetings/openproject_userguide_meetings_recurring_meeting_participant_form.png differ