convene paperless meeting system hands-on...preparation 1. login the pc with your hku portal uid and...

Convene Paperless meeting

system hands-on

Information Technology Services

Kenneth Yip/Steven Man/Matthew Ng

Preparation

1. Login the PC with your HKU Portal UID and PIN

2. Open a browser and access the URLhttps://shorturl.at/iloJ5 to download the hands-on package “hands-on.zip” to the PC’s Desktop

3. Decompress the file hands-on.zip

Click the “Download” button

https://shorturl.at/iloJ5

Service Application

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Apply service using ITS Form

CF-87

Manage membership in

Convene Meeting Membership

System

Schedule meetings in the

Convene Meeting System

Start Meeting

Service Application - Step 1

• Nominate meeting organiser using ITS form

– “CF-87 Convene Meeting Organiser Master Registration Form”

– via ITS website (http://www.its.hku.hk) -> Help -> Forms -> Online Application Form -> Staff

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http://www.its.hku.hk/


• After activation, registered meeting organisers can access CMMS and Convene Web portal from HKU Portal


• Meeting Administration– Meetings without watermark

– Organisation (shown in Convene App): Meeting System (No Watermark)

• Meeting Admin. (Watermark-doc)– Meetings with watermark

– Organisation: Meeting System (Watermark)

• Departmental Meeting Admin.– For departmental meetings

– Organisation: Departmental Meeting System

• Meeting Membership Update– Manage membership through CMMS

Service Application - Step 2• Manage memberships in Convene Meeting

Membership System (CMMS)

CMMS

• Access to Convene Meeting Membership System

• Module

– Central Committee

– Faculty Committee

– Department Meeting

Paperless Meeting System

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Committee/meeting organizers ofCentral Committees/ Faculty Committees/ Department meetings

CF-87

Convene Meeting Membership

System(CMMS)

ConveneMeeting System

• Committee/meeting title• Committee/meeting

members• Create meetingsMeeting Organisers

Meeting Participants

• Access meetings via Convene App

(1 working day)

Access to CMMS

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Manager Self Service > IT Services > Paperless Meeting Admin. > Meeting Membership Update

User Menu

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Central committee secretary and delegate

Faculty Committee secretary and delegate

Department head and delegate

Users

Central Committee

• Maintain non-committee members of central committee

• Create and maintain central adhoc committeesand members

Faculty Committee

• Create and maintain faculty committees and members

Department Meeting

• Create and maintain department meetings and meeting members

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Central committee secretaries

Faculty secretariesHeads of department (and delegates)

MAINTAIN CENTRAL COMMITTEE (NON-COMMITTEE MEMBERS)

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Central Committee

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Maintain Non-committee member of Central Committee

Maintain Central AdhocCommittee

• Main menu

Central Committee

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Click “Update” to update the central committee

• List of central committee

Central Committee

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Save the record Review accessibility of central committee members

Go back for the central committee listing

View past membership

• Maintain non-committee member If checked, the non-committee member added into Convene directory

list

Central Committee

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• View past membership

Click “OK” to confirm reload.

“Cancel” to cancel reload.

Central Committee

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• Select HKU Staff

1) Input keyword of staff name or department name

2) Select HKU staff from list

tai man

Central Committee

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• Select external member

1) Input keyword of external member name

or account name

2) Select external member from list

1) Click

Central Committee

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• Select Start date and End date

1) Click

Central Committee

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• Add new non-committee member

Click “Add New” to add blank new record

Central Committee

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• Add new non-committee member

Click “Copy as New” to add new member with name of staff or external

member pre-filled from last record.

Central Committee

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• Delete the non-committee member

1) Click “Save” button

2) Click “OK” to confirm delection, “Cancel” to cancel deletion

Central Committee

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• Acknowledgement for saving the record

Central Committee

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• Review accessibility of central committee members

Review accessibility of central committee members

External member

• To request for departmental account for external members, meeting organiser should send a request email to [email protected] with Subject: Request for departmental account for Convene

• The following information must be included in the email:

– Committee Name

– Full name of the external member(s)

– Suggested Portal UID(s) of the external member(s)

– Whether the external member(s) are committee or non-committee member(s)

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mailto:[email protected]

External member

• For external members without HKU Portal UID

– ITS will create departmental account which resemble the name of the external member, e.g. tmchan for Mr. Chan Tai Man

– For students, departmental account which resemble the position of the student in student society will be created, e.g. hkusup for HKUSU President

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MAINTAIN CENTRAL ADHOC COMMITTEE / MEMBERSHIP

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Central Adhoc Committee

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Create AdhocCommittee

Update AdhocCommittee

• List of adhoc committee


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Save the record Go back to central adhoc committee listing

Committee name

If checked, the non committee members added into Convene directory list

• Create adhoc committee



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• Select member type


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• Input member category


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tai man


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1) Click


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1) Click


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• Change the member order of records

Click the up/down arrow to move the record up/down


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• Delete the committee

2) Click ‘OK’ to confirm deletion, ‘Cancel’ to

cancel deletion.

1) Click “Delete committee”

MAINTAIN FACULTY COMMITTEE FOR CONVENE

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Faculty Committee

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• Main menu

Maintain faculty committee

Faculty Committee

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• List of faculty committee

Create faculty Committee

Update faculty committee

Faculty Committee

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• Create faculty committee

Save the recordGo back to faculty committee listing

Committee name

If checked, the non committee member added into Convene directory list


Faculty Committee

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• Select Member Type

Faculty Committee

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• Input committee category

Faculty Committee

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tai man

Faculty Committee

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1) Click

Faculty Committee

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1) Click

Faculty Committee

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• Change the member order of records

Click the up/down arrow to move the record up/down

Faculty Committee

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• Delete the committee

1) Click “Delete committee” 2) Click ‘OK’ to confirm

deletion, ‘Cancel’ to cancel deletion.

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MAINTAIN DEPARTMENT MEETING FOR CONVENE

Department Meeting

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Maintain Department Meeting for Convene

• Main Menu

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Department Meeting• List of department meeting

Create department meeting

Update department meeting

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Department Meeting

Save the recordGo back for the department meeting listing


If checked, the non committee member added into Convene

directory list

• Maintain department meeting

Department meeting name

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Department Meeting• Select type

Department Meeting

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• Input Role

Department Meeting

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tai man

Department Meeting

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1) Click

Department Meeting

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1) Click

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• Delete the department meeting

1) Click “Delete meeting”

2) Click ‘OK’ to confirm deletion, ‘Cancel’ to cancel

deletion.

Department Meeting

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• Delete the department meeting

1) Click “Delete meeting”

2) Click ‘OK’ to confirm deletion, ‘Cancel’ to cancel

deletion.

Department Meeting

Service Application - Step 3• Access and create meetings via the Convene

Web Portal

Convene Web Portal

• For users without Convene account, please use the URL https://convene.hku.hk to access the Convene Web Portal (For Training Purpose only)

• The hands-on workshop will be carried out without watermark

https://convene.hku.hk/

Note on Watermark/No watermark

• Decide whether watermark is needed before creating your meeting based on your needs

• You cannot move meeting from one server to another

• Tell users which organization to use to access the meeting

Exercise 1 – access the meeting web portal

• Access your meeting site from a browser

– https://convene.hku.hk

– Login with the training account assigned to you

– Login with your HKU Portal UID and PIN or

• DO NOT use your email address to login

https://convene.hku.hk/

Exercise 1 – access the meeting web portal

• After logging into the web portal, the meeting list is shown

Exercise 2 – create your first meeting

• Create a new meeting

1. From the meeting list view, click “Schedule New Meeting”

2. In “Company”, select the meeting category. You are only allowed to select the category that you are a member of.

3. Enter the “Meeting Title”. Please enter the title as “<Your initial> First Meeting”


• Create a new meeting

4. Enter the date and time of the meeting in “Schedule”. Click on the date area to call out the calendar. Select “April 8, 2019”. Set the meeting to start from 10am to 11am.

5. Enter “KB110” in “Venue”.

6. Click “Schedule New Meeting”

7. You just created your first meeting in Convene


• Scroll down the meeting detail page. Who is the meeting organiser?

• After the meeting is created, it is in the unpublish state – only the meeting organiser can see the meeting, both in the web portal and in the Convene App.

• Now, go back to the meeting list by clicking “Meeting” in the top menu. Can you see your meeting? Can you see the meetings created by others?

Exercise 3 – Add organiser

• In many cases, a meeting is managed by more than 1 organiser. You may add as many organiser to a meeting as you want.

1. Click the meeting created in the last exercise.

2. Scroll to the Organiser section.

3. Click “Click here to Add”


4. From the user list, find the name of the person sitting next to you. You can enter his/her name in the search box.

5. After the name is found, click the “Add” button next to the name. The button will change to “Remove”.

6. Click “Done” to close the user list.


7. You should see something like the following

8. You may enter a title (optional) or change the primary organiser. Click ‘Save’.


8. All organisers have the same rights, the differences are

1. Primary organiser is shown in the meeting info as organiser when viewed in Convene App

2. Primary organiser cannot be removed from the meeting

9. Now, go back to the meeting list. Can you spot any difference?

Exercise 4 – Add participant

1. Scroll to the “Participants” section and click “Click here to add”


2. From the user list, select the committee that you would like to add as participants


4. Click the “Add” button next to the committee list. The corresponding members in the committee are added automatically. You can see that the button next to the person changed from ‘Add’ to ‘Remove’. For this hands on, we will not add a committee list. Please click “Remove”next to the committee list. All members should also be removed altogether.


5. Optionally, add additional participants from the user list. For this hands on, please add the following users into the participant list- Training user 1- Training user 2- Training user 3

6. When finish, click “Done”. All selected participants are added to the Participants list.


7. In the role box, you may assign different role to a participant, namely participant, secretary and Chairperson. Different role has different rights on the meeting. Please leave the role unchanged for the moment.


8. You can group participants into different groups if necessary. When set, the groups will also be shown in the participant list in the Convene App.


9. To remove a participant, click the “x” sign at the right hand side of Training User 3. This should remove the user from the list. Click “Save”.


10. To re-arrange the order of participants, click “Edit” and drag the user to the appropriate location in the participant list.(The change of participants order does not affect any rights/permissions assigned to them)


11. You can edit the participant list at any time. Click “Edit” at the top right of the Participant section. After editing, click “Save”.

12. If you wish to, you can instruct the system to send invitation or message to all participants by clicking “Notifications”.

Exercise 5 – Additional access

1. Users in “Additional Access” has the same rights as participant but will not show in Convene App as participant. Suitable to grant access to personal assistants of the members.

2. Try adding “Training User 3” in Additional Access. The result should be as follow.

Exercise 6 – Build the agenda

1. Scroll to the “Agenda” section

2. From the folder, drag and drop Agenda1-doc1.pdf to the empty space under “Agenda”

3. From the folder, drag and drop Agenda2-doc1.pdf and Agenda2-doc2.pdf into the empty space below the previous agenda.

4. Change the agenda name “Agenda1-doc1” to “Agenda 1”


5. Change the agenda name “Agenda2-doc1” to “Agenda 2”

6. In the text box marked ‘3’, enter “AOB”.

7. The result should be as follow


6. After AOB, if you want to add more agenda, click “Click to type new agenda or drag and drop files here to upload”. For now, click “Save” to save the agenda.


6. To upload documents, you can also click the button to add attachments to an agenda. For this hands-on, we will use only drag and drop.

Exercise 6 – Rearrange the agenda

1. You can rearrange agenda by drag and drop

2. Click at the empty space of the agenda “Agenda 2”. Hold your mouse and move it above the agenda “Agenda 1”. What can you see?

3. Can your revert the change that you have done in step 2?

Exercise 6 – Rearrange document

1. You can rearrange document by drag and drop

2. Click at the empty space of the document “Agenda2-doc1.pdf”. Hold your mouse and move it below the document “Agenda1-doc1.pdf”. What can you see?

3. Try moving “Agenda2-doc1.pdf” and put it below “Agenda2-doc2.pdf”. Can you move the document?

Exercise 7 – Change agenda option

1. Click “option” in the Agenda section.

2. Change “Scheduled Disposal” to “Delete meeting files”

3. Click the radial button next to “On”. From the calendar, select May 30, 2019

4. Click “Save”

Exercise 8 – Set unique permission

1. Click “Permission” in the Agenda section.

2. Select the agenda item “AOB”.

3. Click on the slide bar next to “Training user 3”

4. The green color in the slide bar disappeared. Training user 3 can no longer see the agenda item “AOB”

5. Click “Save”

(note: unique permission can be applied to agenda, documents and online vote)

Exercise 9 – Add vote

1. Click “Add vote”

2. Select “Agenda 1” under “Related agenda item”

3. In subject, enter “Do you agree with agenda 1?”

4. Click “Save”

Exercise 9 – Add secret vote5. Click “Add vote”

6. Select “Agenda 2” under “Related agenda item”

7. In “Voting Methods”, select “Secret ballot”

8. In subject, enter “Do you agree to switch to paperless meeting?”

9. Click “Save”

Exercise 10 – Publish the meeting

1. Check the meeting for correctness.

2. Use Convene App and try accessing your meeting

3. Click “Publish Meeting” at the top of the meeting detail page.

Exercise 10 – Publish the meeting

1. You will be prompted whether to send notifications to meeting participants, uncheck the box “Send invitation to participants” and click “Publish”

User notification

• Make sure the following information is provided when sending meeting request

– Whether Convene will be used in the meeting

– The organisation that will be used: Meeting System (No watermark) orMeeting System (watermark) orDepartmental Meeting System

– Advise user to install the Convene App in advance

– Information about the meeting

Exercise 11 – add resolution

1. Go to ‘Resolution” in the main menu

2. Click “Add Resolution”

3. Fill in the details similar to creating a meeting.

4. Enter “Resolve using Option 1?”

5. Set voting deadline to March 31, 2019

6. Click “Create Resolution”

Exercise 11 – add resolution

7. Add voters

Add Training user 1, Training user 2 and Training user 3 as voters

8. Click “Circulate Resolution”

ACCESSING DOCUMENTS BY MEETING PARTICIPANTS USING CONVENE APP

Exercise 11 – install the Convene App

1. From App Store, search for ”Convene”.

2. Install the app.

Exercise 12 – configure the Convene App

1. Run the Convene App

2. Tap “set up the app manually”

3. Under Add Organisation, enter convene.hku.hk, click continue

4. You should find that the organisation “Meeting System (No watermark ) is shown

Exercise 12 – configure the Convene App

5. Tap “Add organisation” to add more organisations

– For Meeting System (Watermark):

• Enter: convene2.hku.hk

– For Departmental Meeting System:

• Enter : convene3.hku.hk

Exercise 13 – Login Convene App

1. Select the organisation “Meeting System (No Watermark)” and login Convene App using the training account assigned to you.

2. Can you see the meeting you created?

Exercise 14 – adding annotations

1. Click “View Meeting” to read the meeting document.

2. Try swiping across the document to scroll it and add different types of annotations. Add at least 1 private and 1 shared annotations of your choice.

3. Please note that the tool bars on iOS/Android and on MAC/Windows PC are slightly different. Refer to the screen captures on the next 2 pages for details.

Exercise 14 – adding annotationsOn iOS/Android version

After adding annotations, tap“Done Annotating” at the upperleft corner to exit from the annotation editing mode

Exercise 14 – adding annotations

On MAC/PC version

Exercise 15 – Starting a meeting

• The meeting organiser, Chairperson and secretary can start a meeting. You will see the button “Start Meeting” if you are authorized to start a meeting.


1. This exercise will be done together by all attendees and the instructor

2. The instructor will show you how to start a meeting by tapping “Start Meeting”. Only the meeting organisers and those assigned with Chairperson and Secretary rights will see the button.


3. You should receive an invitation to join the meeting similar to the following. Tap “Join Meeting Now”.


4. The instructor will scroll across the documents in Convene App. Can you see your screen is following the instructor?

5. Now, trying adding a shared annotation of your choice. Can others see the shared annotations?

6. Use you finger, press and hold on the document, can you see something on the screen? That is the laser pointing tool.

Exercise 16 – options of viewing annotations

1. Tap on the menu (3 vertical dots) and select “Show Annotation Authors”

2. Can you find any difference when viewing the annotation created by other users?

3. Tap on the menu again and select “Show annotations Made by…”

4. Uncheck “All Participants”

5. Can you still find the annotation added by other users?

Exercise 17 – assigning another presenter

1. The instructor will assign an attendee as the presenter by clicking the blue button “You are presenting” at the lower right corner

2. The instructor will select “Change presenter” and assign an attendee to be the presenter

3. The new presenter scroll the documents and see if others are following the screen of the new presenter

Exercise 17 – assigning another presenter

Note:

Meeting organiser or the one assigned with the Chairperson or Secretary rights can take over the presentation and assign new presenter at any time

Exercise 18 – add action

1. Tap the action annotation tool and tap somewhere in the meeting document

2. Enter “Handle with care” in the sticky note that has been brought up

3. Tap assigned to and select “Training user 1”

4. Tap “Done”

5. Tap the “Due” text box and select an arbitrary date.

Exercise 17 – add action

6. Go to the web portal, click the “Actions” main menu.

7. In the filter menu, select “All assignees”

8. Can you see the action added?

Exercise 18 – Voting (Agenda)

1. Swipe your finger from the right most of the screen to the centre or tap the “ “ icon from the toolbar.

2. The action will bring out theagenda list

3. From Agenda 1, can you find the voting item?

4. Tap on “Do you agree with agenda 1?”

5. Cast your vote

Exercise 18 – Voting (secret ballot)1. Swipe your finger from the right most of the

screen to the centre or tap “ “

2. The action will bring out theagenda list

3. From Agenda 2, can you find the voting item?

4. Tap on “Do you agree to switch to paperless meeting?”

5. Cast your vote

6. Can you spot any difference from the last vote?

Exercise 19 – Voting (Resolution)

1. In the main menu of the Convene App, tap “Resolution”.

2. Can you see any resolution?

3. Tap on the resolution

4. Cast your vote

Exercise 20 – End a vote

1. Login Convene App as the meeting organiser

2. Go to the vote and click “End Voting”

Exercise 20 – End a vote

1. Click “Record Decision” to record the result or “Vote Again” to restart the vote

Exercise 21 – adding ad-hoc file

1. You may add additional files to the meeting even if the meeting has started

2. It is recommended that files are added through the web portal although it is possible to do that through the Convene App on PC and MAC

3. In the agenda section, drag and drop the new files to the agenda.

4. Click ‘Save’

Exercise 21 – adding ad-hoc file

5. You will be prompted if you would like to publish the update now. Click ‘Publish Now’.

6. The updates will be pushed to the Convene App of participants who have joined the meeting.

Exercise 22 – End a meeting

1. The instructor tap on the “ “ icon in Convene App at the upper left corner

2. In the pop up dialog box, tap “End Meeting”

3. What can you see on your iPad?

AFTER MEETING

Exercise 23 – Export meeting pack

1. In the meeting web portal, go to the meeting detail page

2. Click “Export/Send meeting pack”

3. Select what you want to export

4. Click “Export”

5. Examine the exportedPDF file

Exercise 24 – Upload minutes

1. Upload the meeting minutes to the “Minutes” section in the meeting detail page.

2. For the purpose of this training, drag and drop the file “Agenda2-doc2.pdf” into the empty space under “Minutes”.

Exercise 25 – Schedule Next Meeting

1. In the meeting detail page, click “Schedule Next Meeting”

2. Add a “-2” to the meeting title and change the date to Sep 8, 2019

3. Select whether you would like to copy the agenda and whether to include files from the last agenda

4. Click “OK”

Exercise 25 – Schedule Next Meeting

5. 2 agenda items are automatically added, namely “Agenda from previous meeting” and “Matters arising from previous meeting”. You can remove them if they are not required.

6. Review the agenda options and compare the setting with the previous meeting. Is the agenda options also copied?Ans: No, agenda options are not copied and you have to set them again.

Feedback

• Please give us your feedback at

https://hku.au1.qualtrics.com/jfe/form/SV_3ki9uHAs8e5MGcR

https://hku.au1.qualtrics.com/jfe/form/SV_3ki9uHAs8e5MGcR

Q & ATHANK YOU

End of the Hands-on session

convene paperless meeting system hands-on...preparation 1. login the pc with your hku portal uid and...

Documents