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You can share mail with all the members of the committee at once. To share mail with all the members of the committee, perform the following steps:
Click on the required project and click Committees.
You can see the list of committees that are created for the project. Click the committee from which you want to remove or delete a member from a committee.
The Committee page appears with the list of members in it. Click Email Members.
The Email Committee dialog box appears. Click Compose Email to draft mail and share it with all the committee members.
PCC: Your Go-To Meeting Management Tool
PCC streamlines your meeting processes, enabling you to organize and manage meetings efficiently. With PCC, you have the capabilities to:
Schedule meetings tailored to your team's needs, whether they occur once or regularly.
Access and review past meeting recordings, ensuring you never miss important discussions.
Obtain transcripts of your meetings, making it easier to follow up on discussions and action items.
Share recordings seamlessly with team members, enhancing collaboration and information sharing.
Use the integrated wizard to gain insights with high-level details about your meetings, improving planning and outcomes.
To access the Meetings feature:
Log in to PCC.
Select your project using the search box (1).
Navigate to the Collaboration (2) tab on the left sidebar.
Click on Meetings (3).
Toggle the Calendar switch (8) on the top right to enable or disable the calendar view.
Interaction Options
Toggle the Calendar switch on the top right to enable or disable the calendar view.
Click on individual meetings to view more details or manage the meeting.
You can now add past meetings to record attendance by toggling the Past Meeting switch on the Add Meeting page.
Use the View Zoom Accounts button to manage legacy project-dedicated Zoom accounts not listed in the meeting display.
Export your meetings to a public calendar or an iCal file using the buttons at the top right.
Following are a few pointers related to Meeting Settings:
For a Public meeting with Restricted settings disabled, the user can log in by providing their name, while email is optional.
When scheduling a Private meeting with Restricted settings enabled, participants must log in using the name and email ID provided during scheduling. Guest credentials are not allowed; participants must use their assigned email.
To view past meetings, select the desired date or month. The list includes details such as meeting title, date, number of attendees, recording, and transcript.
You can share the recording and transcript of the meeting with the required members.
You can use this feature to schedule a future meeting or add a past meeting to record attendance in the PCC meeting management tool.
Search for the required project.
Navigate to the Collaboration > Meetings tab on the left sidebar.
On the Meetings page, click Add Meeting.
On the next page, you can either schedule a future meeting or click the Past Meeting toggle button to add a past meeting.
Update the following details on the Schedule Meeting page, and click Save to complete the meeting schedule.
You can also invite a member who does not belong to the committee. Click + Add New Invite. Enter the details such as name, company, email ID, and job title of the participant and click Add Meeting Participant.
When scheduling a non-recurring meeting, select Does Not Repeat while updating the meeting frequency.
In the Meeting list, the Host Key will be a blank field until the time is one hour or less from the start of the meeting. When the meeting is less than one hour from the scheduled time, the host key will appear in the Host Key row for the given meeting and the user can see/copy the value to add it into the Zoom to claim the host. This Host Key is only valid for the next occurrence of the meeting.
Collaboration services allow you to set up the IT infrastructure for your project. Various collaboration services that are provided by the Linux Foundation and that can be used to set up a project are listed as follows:
Surveys
The collaboration services dashboard indicates the progress on your IT services setup for your project.
The following graphic provides a brief information on various collaboration services and its uses:
Login to
Field | Action |
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You can also add yourself to the meeting by clicking + Add yourself to the meeting. You can remove the participant by clicking the delete icon.
A recurring meeting is indicated with icon.
The Host Key appears as a masked key when the meeting is within one hour of the scheduled time. You can click the icon to see the host copy and click the icon to copy the host key.
Add Title | Click on the "Add title..." field and enter a descriptive title for your meeting. |
Set Date and Time |
|
Select Time Zone | Ensure the correct time zone is selected from the dropdown menu. |
Set Reccurance (If applicable) | If the meeting repeats, select the appropriate recurrence option from the dropdown menu. If it does not repeat, leave it as "Does not repeat". |
Meeting Settings Meeting Visibility |
|
Meeting Description | Click on the "Enter Meeting Description" field and provide a detailed description of the meeting agenda |
Select a Committee | Select the required committee for which you want to invite the committee for the meeting. |
Invite Guests | You can invite guests to the meeting by providing the name or email ID of the guest by entering the details in the Add Guests search field. |
Select Mailing List | Select the required committee that you want to invite for the meeting. |
Manage Meetings allows you to update the scheduled meetings. It allows you to update the meeting title, time, frequency of the meeting, and another update for a scheduled meeting.
Manage Meetings also allows you to manage participants. You can resend the invite to the participants, add new participants, and remove a participant from the meeting.
To manage meetings, perform the following steps:
The Manage Recurring Meeting dialog box appears. You can either update the changes to only the current occurrence meeting or all the occurrences and select Continue.
The Manage Meeting screen appears. Update the necessary changes and click Save to update the modified information.
To resend the meeting invite again to a participant, perform the following steps:
2.The Manage Recurring Meeting dialog box appears. You can either update the changes to only the current occurrence meeting or to all the occurrences and select the Continue.
You can remove the participant from the meeting.
To remove the participant, perform the following steps:
The Manage Recurring Meeting dialog box appears. You can either update the changes to only the current occurrence meeting or all the occurrences and select Continue.
You can share the public meeting link with the various participants who can get register for the shared meeting.
To share a public meeting, perform the following steps:
The Share Meeting message appears. Click Copy to copy the meeting link.
After adding the committee, you can assign members who will handle their respective responsibilities. To add a member, follow these steps:
On the Committee Overview page, you will see a list of all committees.
Use the search function or scroll to find the specific committee you want to add members to.
Click the committee from the list.
On the next page, click + Add Member.
Search for the member by providing their name or email on the Add Committee Member dialog box.
On the next page, fill out all the required details and click Add Member to Committee button.
After adding a first member to a committee, if you want to add another member, you need to click the Committee and then click Add Member to add additional members to the committee.
You can clone a meeting and update the cloned meeting as per your requirements. Cloning a meeting allows you to retain the original details while making necessary changes.
To clone a meeting, perform the following steps:
The Clone Meeting page appears with the meeting details of the meeting that is selected to clone. You can make the changes as per your requirement and click Save to schedule the cloned meeting.
The committee set up for a project is designed to streamline communication and task delegation. This guide covers various aspects of committee management, including:
Manage Mailing List: Essential for effective communication among committee members.
Manage Meetings: Organize and track committee meetings for optimal collaboration.
Adding Members: Process for incorporating new members into the committee.
Deleting a Member from a Committee: Guidelines for removing members when necessary.
Deleting a Committee: Steps to disband a committee when its objectives have been met or in case of restructuring.
Committee Overview: General information and the committee's purpose within the project.
The Committee overview section provides overview information on:
Total number of committee meetings
Total number of meeting attendees
Committee List table
Creating a committee allows you to connect community members with shared interests. You can add and update committee information related to the project such as name, mailing list, committee website, permissions, and description.
To add a committee for a project, perform the following steps:
Select the project from the drop-down, and click the Collaboration > Committees tab.
Click the Add Committee button from the top right corner of the COMMITTEES page.
The Create Committee page appears. Enter the following details on the Create Committee page, and click Save to create a committee.
Add Members
Search for Members: Use the search bar to find and add members to your committee. You can search by name, job title, company, or email.
Mailing Lists: Alternatively, you can add members from existing mailing lists if available.
Manage Members: After adding members, they will appear in the list below with their name, job title, company, and email. You can manage their membership from here.
Once you have filled in all necessary details and added members, click the Save button at the top right corner of the page to create your committee.
When choosing mailing lists, members are imported once as committee members. Continuous synchronization is unavailable when members are added, updated, or removed from the list. Only lists with 200 members or fewer can be imported.
You can send a message to the member by mail. To send a message to a member, perform the following steps:
Click on the required project and click Committees.
You can see the list of committees that are created for the project. Click the committee from which you want to remove or delete a member from a committee.
Compose the mail and send it to the member.
You can share mail with all the members of the committee at once. To share mail with all the members of the committee, perform the following steps:
Click on the required project and click Committees.
You can see the list of committees that are created for the project. Click the committee from which you want to remove or delete a member from a committee.
The Committee page appears with the list of members in it. Click Email Members.
The Email Committee dialog box appears. Click Compose Email to draft mail and share it with all the committee members.
You can delete a member from a committee as and when required. To delete a member, perform the following steps:
Click on the required project and click Committees.
You can see the list of committees that are created for the project. Click the committee from which you want to remove or delete a member from a committee.
The Delete Committee Member dialog box appears. Click Delete to remove a member from the committee.
Manage committees allows you to edit, add subcommittees, move, manage members, and delete the committee.
You can update or modify the committee. To update the committee, perform the following steps:
The Manage Committee dialog box appears. Update the committee as per your requirements and click Save.
You can also add a sub-committee under a committee. To add a sub committee, perform the following steps:
The Add Sub Committee page appears. Enter the details as required and click Next.
You can also add members to the sub-committee. Click Save to save the sub-committee.
You can move a committee under an existing committee. To move a committee, perform the following steps:
The Move Committee dialog box appears. Select the committee under which you want to move the committee and click Move.
You can delete a committee if you want to. Deleting a committee will also remove all the members added to the committee. To delete a committee, perform the following steps:
The Delete Committee confirmation dialog box appears. Click Delete to delete the committee. A confirmation toast message appears informing that the committee has been deleted
Meetings related to committees are listed in the committee's list under the Upcoming Meetings tab. You can see the scheduled meetings as well as schedule a meeting. On clicking Schedule, the page navigates to Meeting Management to schedule a meeting.
You can configure a mailing list for your committees. On clicking Configure, it is available under Mailing List, and the page navigates to Mailing List.
Select the scheduled meeting that you want to update, click icon and select Manage Meeting.
1.Select the scheduled meeting, click the icon and select Manage Meetings.
3.Click the icon for the required participant and select Resend Invite. A flyer message appears that informs that the invite has been successfully sent to the selected participant.
Select the scheduled meeting that you want to update, click icon, and select Manage Meeting.
Click the icon and select Remove Participant to remove the participant.
Select the scheduled public meeting that you want to share, click icon and select Share Meeting.
If a member has a verified LFID, icon is displayed.
If a member LFID is pending verification, icon is displayed.
If a member does not have an LFID, icon is displayed.
Select the scheduled public meeting that you want to clone, click icon and select Clone Meeting.
The Committee page appears with the list of members in it. Click the clickicon and select Send Message.
The Committee page appears with the list of members in it. Click the icon and select Delete.
Under Manage, click theand select Edit.
Under Manage, click theand select Add Subcommittee.
Under Manage, click theand select Move.
Under Manage, click theand select Delete.
Field | Action |
Committee Name | Enter the name of your committee. This is a required field. |
Description | Describe the committee. Add a committee description, outlining its purpose, goals, and other relevant information. |
Type | Select the type of committee from the dropdown menu. This could be a governing board, technical oversight committee, SIG, or another type. This is also a required field. |
Enable Voting | If your committee will require voting, check the "Enable voting" checkbox. This option may be useful for decision-making processes within the committee. |
Committee Documentation/Website | Provide a URL to the committee’s documentation or website if available. |
Business Email Verification | Ensure that "Business email verification" is checked if you want to verify members by their business email. This is typically checked by default. |
Add meeting minutes and other attachments to a meeting
PCC has enhanced its functionality by allowing users to attach document links to previous meetings. This improvement facilitates better record maintenance and easier access to notes.
Navigate to the PCC home page and locate the calendar.
Select the date of the Past meeting you want to manage.
From the options, click Manage Attachments.
In the pop-up window, select the type of document you want to attach from the drop-down menu.
Enter the URL of the document in the designated field.
Click Add to attach the document to the meeting.
The document will now be attached and visible in the meeting’s records.
Alternate Method to Add Documents to Past Meetings in PCC
From the PCC home page, click on Collaboration > Meetings from the left navigation menu.
On the calendar view, select the date of the past meeting you wish to manage.
Select the scheduled meeting that you want to delete, click icon , and select Delete Meeting.
Click the next to the past meeting.
Follow onward from the above to attach the documents.
You can set up a knowledge base and documentation for your project using Confluence. The team can use this documentation repository to create articles and documentation knowledge bases related to the project.
PCC supports the following documentation tools:
Confluence
PCC allows you to set up a Confluence repository to create documentation related to your project.
To set Confluence for your project, perform the following:
Login into PCC.
The Project dashboard appears. Click Wiki from the Collaboration tab.
You have two options to set up a Confluence page:
Connect to existing
Deploy New
a) If you want to connect to the existing server, Click Existing. Enter the URL (Mandatory) of the existing server, provide the API User and API Key (Not Mandatory) if they are available, and click Connect. The Confluence page will be set up on the existing server.
You should have set up the project's primary domain before connecting to the existing confluence page.
b) If you want to connect to a new server, select Deploy New and click Connect. The Confluence page will be set up for a new service provider.
Voting feature allows you to create poll for a particular committee and share it to the committee members for the taking their vote.
Voting page provides you with the lists of polls created for the voting. You can filter the voting based on status of the poll such as All, Active, Disabled and Ended.
Voting list table provides the following details:
Name of the poll
Name of the committee for which poll has been created
Poll created date
Status of the poll
Poll end date
Managing the poll
You can create a poll to be voted for a particular committee. To create a poll, perform the following steps:
Log into the PCC.
The Project dashboard appears. Click Voting from the Collaboration tab.
Click Create Poll.
The Create New Poll dialog box appears. Enter the following details and click Save.
Click + Add Option and + Add Question links to add multiple options and questions.
You can manage a poll that has been created. You can view the results of the poll as well as send reminders for the committee members to participate in polls.
To view the results of the poll, perform the following steps:
The View Results dialog box appears with results details.
Click download icon to download the results in an image format.
To send the reminder to the committee members to participate in the poll, perform the following steps:
The Send Poll Reminder dialog box appears. Select the required members and click Send to send the reminder.
You can only send reminders to the members who have not voted.
Field | Description |
---|---|
Click the icon under Mange and click View Results.
Click the icon under Manage and click Send Reminder.
V2 changes are in progress, please refer .
Name
Provide the name of the poll
Committee
Select the required committee for which you have created the poll
Close Date
Enter the date for closing the poll
Description
Enter a short description for the poll
Question
Enter the polling question
Type of Response
Select the required response for the entered question
Option 1, Option 2
Enter the options
Issue Tracker service allows you to set up the Jira board to track issues and backlog activities related to your project. You can set up the Jira board, and add, update, and delete service administrators.
You can deploy a new Jira board to your project.
To deploy a new Jira board for a project, perform the following steps:
Login into PCC.
On the Project dashboard, click Issue Tracker from the Collaboration tab.
On the Issue Tracking page, click Deploy New and click Connect.
You have an option to connect to the existing Jira board for your project.
To connect to the existing Jira board for a project, perform the following steps:
Search for the required project. The Project dashboard appears. Click Issue Tracker from the Collaborations tab.
After setting up the Jira board, you can add a Service Administrator to the Jira board.
To add a Service Administrator to the Jira board for a project, perform the following steps:
Search for the required project. The Project dashboard appears. Click Issue Tracker from the Collaborations tab.
In the Jira tab, click +Add Service Administrator.
The Add Service Administrator dialog box appears. Enter the Full Name of the user and the Email Address and click Save.
The Issue Tracking page appears. Click the icon available in front of Connect and click Existing, enter the existing Jira URL, API User, and API Key, and then click Connect.
If you want to update the existing Service Administrator details, click the edit icon.
If you want to delete the existing Service Administrator, click the delete icon.