“A meeting is a place where minutes are taken and hours are lost”

Paperless meetings assist your organization in eliminating risk associated with printing proprietary, sensitive, and confidential information. A paperless meeting also eliminates paper and its related expenses whether you are a Presenter or a Participant.

Where you can use Virtual meetings even further reduces expenses related to travel and employee impacts. Everyone can make a difference. It’s your decision to make that difference a positive one!

This guide describes how people can organize Paperless meetings with a mobile device like the iPad or an Android device, with IBM Connections and File Jockey. You will be instructed how to use top business apps like Goodreader or Notability with the files in IBM Connections Communities.

If you have a free IBM Greenhouse account you can follow the steps below in hands on mode, else read on to understand the approach.

How to Hold a Paperless Meeting

Step 1. Determine who should attend the meeting
Step 2. Send invitations by adding names to an calendar invitation
Step 3. Check availability of attendees via your calendar tool
Step 4. Identify most appropriate meeting type
Step 5. Include “Paperless Meeting Message” in all meeting communications: “All meeting materials should be presented or distributed electronically… Do Not Print!”
Step 6. Add the meeting documents to a folder in an IBM Connections Community
Step 7. Instruct the attendees how to synchronize the meeting documents to their iPad with the Goodreader app
Step 8. During the meeting use Goodreader to annotate the meeting PDF files
Step 9. Sync the annotated meeting PDF files back to the IBM Connections Community
Step 10. Inform the attendees to sync IBM Connections Community to receive the annotated meeting PDF files for review

I can assume you know how to carry out the steps 1 to 5, so I will not go into these steps now. Lets move on with step 6.
6. Add the meeting documents to a folder in an IBM Connections Community

In this example I use IBM Connections on IBM Greenhouse. IBM Greenhouse is IBM’s free Connections (test) environment. All you need is a Free IBM Greenhouse account.

Create a free IBM Greenhouse account

Log in to IBM Greenhouse

Log in to IBM Greenhouse

Go to IBM Connections Homepage

Go to IBM Connections Homepage

Go to the communities

Go to the IBM communities

A community is a place where people can work together. People can share knowledge and documents.

You can start a new community (I’m an Owner) or use an existing one (I’m a Member, I’m Following or Public Communities)
In this example I will use the File Jockey Community to store the meeting files.
Greenhouse Connections community File Jockey

 I will make a Library inside this community to store the meeting files. You need to be Owner to be able to this (there can be multiple owners for a community). Please choose Community Actions > Customize

Community Actions > Customize

Then press this button to add a Library

add a Community Library

A new Library has been created, in this example the library is called Library 2 because its the second library. So let’s adjust his library. Go back to the Community Overview and then chooseEdit IBM Connections community

Let’s modify the Community Library name to Meetings and give all people Editor rights.Don’t forget to invite people to this community.

During testing I noticed that communities with a space in the name gives problems, so lets call the community Meetings instead of Paperless meetings.

Edit IBM Connections Library settings

Save and go back to the Community overview, there you will see the Meetings Library

community overview

Now it’s time to add some folders and file to this Library
add folders and files to the IBM Connections Library

And add the meeting documents to a particular folder
Library folder

In this example I will use one PDF file, obvious you might need more files for your meeting.

So all meeting documents are in the Community Library, now its time to sync them to my iPad.

 

Step 7. Instruct the attendees how to synchronize the meeting documents to their iPad with the Goodreader app

Install the Goodreader on your iPad or iPhone. If you have an Android you can do the same with the app FolderSync or ForkLift for a Mac.

Press the add button to setup a connection to IBM Greenhouse. Choose WebDAV server

Add WebDAV Server

For the URL-address enter https://greenhouse.file-jockey.com for IBM Greenhouse Connections.

Enter your IBM Greenhouse user name and password and press the save button.

Note: this link will not work in the browser, you will see an error 500. It will only work in WebDAV apps like the Goodreader.

WebDAV server

A server connection has been created.

IBM Connections Greenhouse connection

Please press this connection to display the Connections files on the IBM Greenhouse server

IBM Connections Greenhouse files

 Choose Communities to display them. Choose the Community, in this example I choose the File Jockey Community.

File Jockey community

Now you can choose to download the complete Community or a particular folder. Then press the sync button at the bottom of the screen.

The Download & Synchronize message is presented, click Proceed

Download and Synchronize

Let’s download the folder to the My Documents of the Goodreader.
Sync to My Documents

Then press Download here & Synchronize at the bottom of the screen. I may set the sync parameters like this:

Sync parameters

Press the Sync option in the upper right corner.

And the Goodreader will download all files to the iPad.

Syncing File Jockey Syncing File Jockey2

At the end I have this synchronize button I can press to sync the Goodreader with the IBM Connections File Jockey Community to transfer updates.

community sync option

You may sync all communities, a few communities, a few folders… it’s up to you. Goodreader will allow this.

 Step 8. During the meeting use Goodreader to annotate the meeting PDF files

At the beginning of the meeting all participants must press this button to download the last minute updates to the iPad so we have all the final documents present.

community sync option

The left pane of the Goodreader displays the local stored documents.

Let’s open a document and discuss the document details during this meeting.

I must take notes, so I will create an annotated copy of this PDF file and write the notes in this PDF file. I will press in the middle of the PDF file, then I will press this button on the right.
Create an annotated copy of this PDF file

Then I press on the PDF file in the Goodreader and I may choose to create an annotated copy.

Create an annotated copy

Then I may add remarks to this PDF file and Save them with the save option in the upper right corner.
Give remarks

When you are ready annotating the PDF file you can go back to Goodreader main view (press in the middle of the screen in PDF viewer and press the left top corner button)

go back to Goodreader main view

Then you will see the new annotated PDF file.

Step 9. Sync the annotated meeting PDF files back to the IBM Connections Community
You only have to press this sync button to send the annotated PDF file from the iPad to the Community

community sync option

Syncing File Jockey

Step 10. Inform the attendees to sync IBM Connections Community to receive the annotated meeting PDF files for review

Inform you users to sync the iPad Goodreader with the Community as described in step 9.

Other apps and environments to test File Jockey with

Other apps
The Goodreader is a great app for downloading files to the iPad, but you might need a better app for annotating PDF files. The app Notability is such a app. This app supports File Jockey as well.

There are more WebDAV enabled apps decribed here

More on File Jockey
Its also possible to connect your employers IBM Connections or network drives to the File Jockey Cloud server or File Jockey on a server on premises.

Download File Jockey
 
Sign up File Jockey Cloud

 

2017-03-20T21:51:43+00:00