Jifflenow: Relax Change Engagement Type Constraints for Approval process

The system allows users to change the engagement type for a scheduled meeting only if the following settings are similar in the current and target engagement type

Should be similar

• Topic- Part 1

• Approval Process- Part 2

• Mappings

Due to the above restrictions, users have limited choice when changing engagement type, leading to limited usage and low customer satisfaction.

Solution

• Current Constraints of the Approval process to be similar in source and target engagement will be removed.

• Refer below for excepted behavior

  • If the source meeting is approved, then after changing the engagement type, the target meeting will approved, and the system will send an updated ICS of the target engagement type.

  • If the source Meeting is pending

    • We will honor target engagement type approval process settings and, based of the target engagement type approval process system, will send updates or cancel ICS to participants

      • For MANUAL APPROVAL (option 1), no attendee has a meeting invite until the meeting is approved. If a pending meeting has a target engagement type with an approval process as MANUAL APPROVAL (option 1), the system will send a cancel ICS for the source engagement type, and once the meeting is approved, the system will send a new meeting request ICS.

    • Refer to the below sheet for detailed scenarios.

  • All canceled ICS will have meeting cancellation comments as the meeting type changes; a new invite is coming soon.

Note:- After relaxation, engagement types shown in two places

• Engagement type setting> Advance settings >Change Engagement Type drop-down

• If engagement type is part of above drop-down than it will be shown in meeting details > Change engagement type options

Above is existing behaviour should keep working as is

Out of scoped item

• The confirmation message system should highlight lost information on the Change meeting type, and the user can decide whether to proceed or discard the change. If the time slot can't be retained, the system should unselect it instead of throwing an error on submit.

• Content of pop-up

  • Some details may not be retainedCopy link to heading

  • On changing engagement type, the below parameters from this meeting won't not be retained.

    • Time Slot: <Date and TimeSlot Value>

    • Location: <Value>

    • Topic: <Value>

    • Meeting Additional Information: <Value>

    • Video Conferencing details: <Value>

    • Host : <Value>

    • Optional Attendee Details: <Value>

  • After saving the meeting, you can find what was not retained in 'History'.

  • Make sure to send the survey link again. Otherwise, existing responses may need to be recovered.

Mappings relaxation- Future Scope

• For mappings enabled engagement type,

  • Change engagement option should be disabled in settings with below hover message

    • Change engagement type isn't allowed when mappings enabled. Please disable mappings and try again.

  • Change engagement option shouldn't be shown in edit meeting flow.