after meeting ends, it's "on hold" if URL is used. must I really delete it?

[Charlie Arehart]

Greetings, folks. Can someone help me determine how long meetings remain "on hold" once ended? I visited the URL of a meeting whose start time and duration would suggest that the meeting is ended. I had created the meeting, and did end it. Do I have to delete it for it to no longer respond as "on hold"? Is there no way to leave it in "my meetings" for historical purposes, but mark it as "ended"?

In my case, if it's significant, I had created the meeting for a one on one presentation and choose not to add the participant to an invitation list and instead used the option "anyone can use the URL". Since only he would know it, and it was set to only last one hour, and I'd be in it that entire time, it seemed perfectly safe.

But now if he (or somehow anyone else) tried the URL again, it seems that long after the meeting they're told it's "on hold". I don't want to have such a misunderstanding.

And yes, I did visit the URL not from within my breeze meeting list but rather on another machine. Any thoughts? Thanks.

[Guest]

I think you're incorrectly using the meeting rooms as they were intended to be use. You seem to be coming at Breeze from a WebEx/LiveMeeting/PlaceWare perspective, where meetings are created for a specific duration/time period and should go away after that time period is over.

You shouldn't ever need to create new meeting rooms for the same hosts. For example, I have one meeting room and URL. Whenever I am holding a meeting I just tell people to login to that same URL at the time I ask them to. I set the permissions to be "Anyone with this URL can access the meeting". Since they aren't hosts/presenters it doesn't matter if they come in after the meeting is over - they won't see or be able to do anything.

Then, when a given meeting is over I don't click on the "End Meeting" option, as that puts the room on hold and locks everyone out of it. You just need to close the browser window. That doesn't kick everyone out or put them 'on hold'.

[Charlie Arehart]

Thanks for that, but I'm just using it the way the interface guides me. 🙂 It offers starttime and duration fields, so I set them. This is indeed my first use of Breeze. I have not used the others you mention, but I have used others (GotMeeting, Genesys, and WebTrain).

So you're saying that if I am my own company, using Breeze, I could just create one meeting, and not set a time, and just always use that, more as a "room" than as a "meeting". Fair enough., and an interesing thought.

That said, I'll also point out that the interface does indeed call it creating a "new meeting", not a "new room". You're approach may indeed better reflect "the breeze way" of doing things, but that just isn't obvious to newcomers. Further, the meeting time and duration are a clear part of the process, so one needs to just disregard the fields for this approach. Both might be useful things for the interface folks to consider clarifying. It's not at all obvious (regardless of prior experience).

That said, my original question still stands, it seems: I was asking about what if one DID (for whatever reason) set a time and duration. After that time's up, the meeting should not be said to be "on hold" but instead "over". What it someone got confused about time zones? They could be waiting there for 5 or 10 minutes until past the hour it was to start, and then they'd be trying to call the host, etc.

If it just said, "this meeting was set for x minutes starting at y time", then anyone going there would be clear. Here's an example that shows it:

http://experts.breezecentral.com/r66232278/

I see how if you DO NOT specify a time and duration, you'd want it to say "on hold" instead. They seem two different uses. Again, though, I appreciate your giving the heads up on whether I should have used a time and duration in the first place.

If nothing is done to address this, I can at least hope that this thread will remain useful in the archives for others who may trip over the issue. Thanks again.

[Guest]

quote:

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Originally posted by: carehart
Thanks for that, but I'm just using it the way the interface guides me. 🙂 It offers starttime and duration fields, so I set them. This is indeed my first use of Breeze. I have not used the others you mention, but I have used others (GotMeeting, Genesys, and WebTrain).

***
Yeah - the Breeze interface and documentation aren't perfect....to say the least. Just see my inclusion in the Live Docs for the uploading content page.
***

So you're saying that if I am my own company, using Breeze, I could just create one meeting, and not set a time, and just always use that, more as a "room" than as a "meeting". Fair enough., and an interesing thought.

***
Yes, exactly. Think of them as 'rooms' and not 'meetings'.
***

That said, I'll also point out that the interface does indeed call it creating a "new meeting", not a "new room". You're approach may indeed better reflect "the breeze way" of doing things, but that just isn't obvious to newcomers. Further, the meeting time and duration are a clear part of the process, so one needs to just disregard the fields for this approach. Both might be useful things for the interface folks to consider clarifying. It's not at all obvious (regardless of prior experience).

***
The interface sucks. There, I said it 🙂 Yeah - it does lead you to believe that there is a time duration for the meeting room, but in fact there isn't. The meeting room persists unless you delete the room (URL).
***

That said, my original question still stands, it seems: I was asking about what if one DID (for whatever reason) set a time and duration. After that time's up, the meeting should not be said to be "on hold" but instead "over". What it someone got confused about time zones? They could be waiting there for 5 or 10 minutes until past the hour it was to start, and then they'd be trying to call the host, etc.

***
I just looked at the example link you provided. Are you sure you didn't select the "Put Meeting on Hold" option when exiting the meeting? There are three ways to 'leave' a meeting room:

1. Simply click on the exit button (the big red X) in the upper-right of the browser window, which is what I always do as I always want my room open and I never want people to see a "This meeting has ended" or "this meeting is on hold" screen.

2. Meeting > End Meeting...

This option ends the meeting. Obviously : ) Until you come back to it as the host. Then it is open again.

3. Meeting > Place Participants on Hold...

This is the only time I ever get a "hold" screen.

So my suggestion to you is not to use options 2 or 3 to exit your meeting. Just make sure you have no pods open that might contain sensitive info, and just close the browser window. If anyone else enters the room they'll be allowed access but won't see anything you don't want them to without you being there.

As you said - the meeting room setup process does lead one to believe that a time/duration is associated with a room, but that really is only applicable to the emails that the breeze server can send out for you (I never use them).

Hope this helps.

mark
***

[Charlie Arehart]

Mark, thanks very much for the considered reply. I have to say, though, that I have been using your option 2 (meeting>end meeting). Sadly, that does just place them on hold. I even just did it again in the meeting I referred to before, and then revisited it (in another browser, where it did not recognize me from having been logged in as admin) and it still says "on hold".

So really, it appears that this inconsistency in interface extends from the meeting set up to the tear down. I hope someone in a position of responsibility may see and address this some day.

In the meantime, I'll keep your ideas in mind. Thanks again.

[Dave Watts]

Hi, Charlie!

When you end the meeting using the "End Meeting" option, the room is closed and others will not be able to enter unless they are also meeting hosts within that meeting. Once you reenter the room, it will be placed on hold, and other presenters will then be able to enter.

I agree that the Meeting Wizard interface is a bit confusing. What you're actually doing is creating a meeting room, not a meeting. A meeting is just something that happens whenever two or more people are in a meeting room. Meeting rooms persist indefinitely, until deleted. The start time and duration are purely informational - they have no effect on the meeting room or any meetings held within it. This is addressed in the formal Adobe courseware for Breeze Meeting.

Dave Watts, CTO, Fig Leaf Software
http://www.figleaf.com/

Fig Leaf Software provides the highest caliber vendor-authorized
instruction at our training centers in Washington DC, Atlanta,
Chicago, Baltimore, Northern Virginia, or on-site at your location.
Visit http://training.figleaf.com/ for more information!

[Charlie Arehart · Accepted solution]

Thanks, Dave, and everyone else, for clarifying the confusion.

[James_the_SciTrainer]

If logged in as a meeting host, you should be able to restart the meeting and then it would not have a meeting end time. I do this all the time.

[Guest]

There is a client who needs that the room is closed after a while without use. When the room exceeds the time stipulated in the starting and ending time. Is there the possibility of any routine close room after a period of time without using?

Thank's

Connect 7 SP3