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EndUserSharePoint.com: Trials and Tribulations with Meeting Workspaces

 
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Meetings and WorkspacesOne of our regular readers, Mike in the Netherlands, sent me an email describing his trials and tribulations with Meeting Workspaces. I'll quote the email here and look forward to your comments and war stories with Meeting Workspaces. : : From Mike: In my effort to help users to step into “The new world of work”  I encourage them to use team sites and organize their meetings with the use of a meeting workspaces. Since each team member has member rights on the site they can add items to the calendar list. With that they also get the option to create a meeting workspace with a new (recurring) calendar item, and that’s where it gets wrong… since they are members they don’t have the right to create sites, however a meeting workspace is a site and therefore a user needs at least Manage Hierarchy rights. The result: The team member is presented with a page: Error: Access Denied. Now he/she has two options, log in as another user or return to the site.
  1. Give the site member rights to create only meeting workspaces and no other type of sites
  2. Remove the option “Create meeting workspace” for site members, not preferable imho.
Users don’t get feedback from the system that the calendar item is actually created, although this is done without a meeting workspace. Another remarkable thing is the breadcrumb path that is rendered at the top of the page of a meeting workspace. In my view a meeting workspace is always created in the context of a (team)site. When looking at the URL this is indeed the case, however, looking at the breadcrumb you will see [Site Collection Name] -> [Meeting Workspace Name]. The whole context is gone and a user doesn’t have an option to navigate directly back to the team site from which the meeting workspace was opened. Two things I can’t really sell at any client at all. Maybe I’m missing the concept behind it?  

Comments

AutoSponge

EndUserSharePoint.com: Trials and Tribulations with Meeting Workspaces

RE: permissions for creating sites.

Site Collection > Site > Site Settings > Permissions > Permission Levels > Edit Permission Level

Add the following to the Member/contribute level:

Site Permissions
[X] Create Subsites - Create subsites such as team sites, Meeting Workspace sites, and Document Workspace sites.

It allows team sites but there are probably a few ways to hide that option if it's a problem.

Posted 20-Jun-2008 by AutoSponge
AutoSponge

EndUserSharePoint.com: Trials and Tribulations with Meeting Workspaces

RE: breadcrumbs on meeting sites

If you're talking about the breadcrumbs UNDER the global nav, here's how you can fix that:

Site Collection > (Team)Site > (Meeting)Sub-Site > Site Actions > Site Settings > Navigation

Change Global Navigation to "Display the same navigation items as the parent site"

Click OK to save the settings. Look to the right of the meeting space icon, you should now see context breadcrumbs with your team site between the site collection and the meeting site.

Posted 20-Jun-2008 by AutoSponge
Mark Miller

EndUserSharePoint.com: Trials and Tribulations with Meeting Workspaces

Paul - As always, thanks for participating. As you can probably tell, Mike is really frustrated with this and hopefully your quick solutions might be of some help.

Mark

Posted 20-Jun-2008 by Mark Miller
Chris Quick

EndUserSharePoint.com: Trials and Tribulations with Meeting Workspaces

My personal grief with Meeting Workspaces is the Send To functionality. I have several teams that maintain information on their team site. They have attempted to use the Send To > Other Location and send to the meeting workspace, they get an error stating that this is not a supported action. I think this is a BIG limitation as the user then has to download the document and then upload it in a separate step to the meeting workspace.

Posted 20-Jun-2008 by Chris Quick
Dan

EndUserSharePoint.com: Trials and Tribulations with Meeting Workspaces

I find meeting workspaces to be of little use. Most teams seem to prefer using the task list to manage meeting actions and we will add a "feature" tag to document libraries to allow them to highlight important items. Aside from the issues mentioned previously (e.g. permissions and send to), the meeting workspaces often encourage duplication of data.

I do think that the invitee list is a nice feature and I appreciate the value of integrating with Outlook. But with Outlook 2003, at least, this just doesn't seem to be a value added feature.

What I would like, is a virtual meeting space where I can drag the documents and other items I need in a, sort of, mash-up that links items to my original data source and avoids duplication.

Posted 20-Jun-2008 by Dan
AutoSponge

EndUserSharePoint.com: Trials and Tribulations with Meeting Workspaces

RE: Send-to Failed to Meeting Workspace

I have a workaround for that (only works in IE) but it will even bring the document metadata:

Create a network place of the SOURCE library on your machine.

Go to your meeting workspace (TARGET). Open your Document Library. Click the dropdown next to Upload and choose Upload Multiple Documents.

Now choose 'My Network Places' from the left-side nav and pick your SOURCE library (e.g., Library on servername.com). Select the file you want to pull into your meeting space and click OK, then Yes.

Posted 20-Jun-2008 by AutoSponge
JoeD

EndUserSharePoint.com: Trials and Tribulations with Meeting Workspaces

We've had problems with creating Meeting Workspaces from Outlook (2003 and 2007). It can cause Outlook to crash.

Details are in one of my blog entries: http://www.sharepointblogs.com/joed/archive/2008/02/09/break-outlook-with-sharepoint-part-1.aspx

Posted 23-Jun-2008 by JoeD
Louise Griffin

EndUserSharePoint.com: Trials and Tribulations with Meeting Workspaces

I have had no end of problems with the meeting workspaces. Thankfully one of my issues ( navigation) has been solved - thanks guys.
The two remaining problems are:
1) If I create a recurring meeting and meeting workspace within a SP calendar - I am not able to change a meeting date once the recurrence is set. WHen you set up a 6 month series inevitably one falls on a public holiday and needs to be changed.
Also if staff join or leave the team I can't update the attendee list. The only way I have worked around this is to open the SP in Outlook and create from here but then if I change job role and someone else takes over the managing of the meeting I don't believe they can.
2) if i add a task to a meeting workspace I haven't been able to pull all the meeting instance tasks and display them on the team site along with tasks entered here. I've tried "My Tasks" and CQWP but the meeting workspace tasks won't always appear.
Help please.
Cheers
Lou

Posted 30-Aug-2008 by Louise Griffin
EndUserSharePoint

EndUserSharePoint.com: Trials and Tribulations with Meeting Workspaces

Lou - Could you move this over to the Stump the Panel forum? I think you bring up some very good points that other users will be interested in. Cut and paste will be fine.

http://www.EndUserSharePoint.com/STP

Thanks -- Mark

Posted 31-Aug-2008 by EndUserSharePoint
Rao

EndUserSharePoint.com: Trials and Tribulations with Meeting Workspaces

Hi All,

"RE: breadcrumbs on meeting sites

Site Collection > (Team)Site > (Meeting)Sub-Site > Site Actions > Site Settings > Navigation

Change Global Navigation to “Display the same navigation items as the parent site” "

Is it possible in WSS 3.0. As you people know that in WSS 3.0 we don't have Navigation option.

Thanks,
Rao

Posted 20-Jan-2009 by Rao
Rao

EndUserSharePoint.com: Trials and Tribulations with Meeting Workspaces

Hi,

Thanks for the information. Please provide your suggestion for my situation. Actually I Planned to create a calendar and in that I will place different projects and there corresponding meeting workspace. So we have different Meeting workspaces like (we will have discussion with CEO, PM, PL.). In this Senario what are permission levels I need to give to PM,PL's. Any Suggestion please.

Thanks,
Rao.

Posted 29-Jan-2009 by Rao
cseal

EndUserSharePoint.com: Trials and Tribulations with Meeting Workspaces

I'm having issues with documents saved to a Document Library that is setup as a Series shared with all the meetings associated to that Meeting Workspace. Even though we are opening the documents in Edit mode and saving them back to the DL the changes are not consistently being posted back to the library. Not finding much out there that addresses this issue. Any help?

Posted 30-Jan-2009 by cseal
EndUserSharePoint

EndUserSharePoint.com: Trials and Tribulations with Meeting Workspaces

Christy - This thread is over 6 months old. You'll probably get a quicker response by posting to Stump the Panel. -- Mark

Posted 30-Jan-2009 by EndUserSharePoint
Dee LaBerge

EndUserSharePoint.com: Trials and Tribulations with Meeting Workspaces

Chris,
i add the content type
"link to a document" to the meeting space doc. library then your users can add the link from the doc the originating library keeping only one master.
I also create a subsite called meeting site give the members access to create site on this site only. this way they can creating meeting spaces without giving them privelages to add sub sites on the primary sites.

Posted 25-Feb-2009 by Dee LaBerge
brinda

EndUserSharePoint.com: Trials and Tribulations with Meeting Workspaces

I have a meeting workspace with n number of users.
I need to add two more users to the Attendee list.
I add them in the outlook and send an update, the users accepted the request, but they do not show up in the Attendee list in SP. how do i fix this.

Posted 31-Mar-2009 by brinda
Wendy Roughton

EndUserSharePoint.com: Trials and Tribulations with Meeting Workspaces

A question about comment #1 above, which ends with:
<>

I'd be very interested in knowing how to allow contributors to create Meeting Workspaces and Document Workspaces without allowing them to create sub-sites.

Thanks!

Posted 15-Jul-2009 by Wendy Roughton
Joe

EndUserSharePoint.com: Trials and Tribulations with Meeting Workspaces

I'm trying set up a meeting workspace template, where I have a document library that has document templates, such that subsequent meetings that are configured to use my workspace template get their own version of the document library and document templates, not the original versions of the documents. Can't figure out if/how it can be done.

Joe

Posted 01-Feb-2010 by Joe

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