WO2000043898A1 - System and method to facilitate meetings of distributed individuals - Google Patents

System and method to facilitate meetings of distributed individuals Download PDF

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Publication number
WO2000043898A1
WO2000043898A1 PCT/US2000/001490 US0001490W WO0043898A1 WO 2000043898 A1 WO2000043898 A1 WO 2000043898A1 US 0001490 W US0001490 W US 0001490W WO 0043898 A1 WO0043898 A1 WO 0043898A1
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WO
WIPO (PCT)
Prior art keywords
meeting
hub system
messages
user
comments
Prior art date
Application number
PCT/US2000/001490
Other languages
French (fr)
Inventor
William Dean Smith
Original Assignee
Econvene, Inc.
Priority date (The priority date is an assumption and is not a legal conclusion. Google has not performed a legal analysis and makes no representation as to the accuracy of the date listed.)
Filing date
Publication date
Application filed by Econvene, Inc. filed Critical Econvene, Inc.
Priority to AU28548/00A priority Critical patent/AU2854800A/en
Publication of WO2000043898A1 publication Critical patent/WO2000043898A1/en

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Classifications

    • HELECTRICITY
    • H04ELECTRIC COMMUNICATION TECHNIQUE
    • H04LTRANSMISSION OF DIGITAL INFORMATION, e.g. TELEGRAPHIC COMMUNICATION
    • H04L12/00Data switching networks
    • H04L12/02Details
    • H04L12/16Arrangements for providing special services to substations
    • H04L12/18Arrangements for providing special services to substations for broadcast or conference, e.g. multicast
    • H04L12/1813Arrangements for providing special services to substations for broadcast or conference, e.g. multicast for computer conferences, e.g. chat rooms
    • H04L12/1822Conducting the conference, e.g. admission, detection, selection or grouping of participants, correlating users to one or more conference sessions, prioritising transmission
    • HELECTRICITY
    • H04ELECTRIC COMMUNICATION TECHNIQUE
    • H04LTRANSMISSION OF DIGITAL INFORMATION, e.g. TELEGRAPHIC COMMUNICATION
    • H04L12/00Data switching networks
    • H04L12/02Details
    • H04L12/16Arrangements for providing special services to substations
    • H04L12/18Arrangements for providing special services to substations for broadcast or conference, e.g. multicast
    • H04L12/1813Arrangements for providing special services to substations for broadcast or conference, e.g. multicast for computer conferences, e.g. chat rooms
    • H04L12/1827Network arrangements for conference optimisation or adaptation

Definitions

  • the present invention relates to messaging systems and, more particularly to a computerized network based system and method to facilitate meetings between individuals that are asynchronously distributed in time as well as geographically dispersed from one another.
  • Teleconference calls typically cost about $.45/rnember/minute. Given this typical cost, a 60-minute call involving only 6 people is over $150. It is not unusual for a team of people working on a project to have at least one such conference call each day.
  • One advantage of telephone conference calls is that the attendees do not have to travel.
  • Some disadvantages of telephone conference calls include the loss of the synergy described above, a failure to address follow-up meetings, actions, etc., and a lack of documentation on what is discussed.
  • One technology that has come into use to help people work together is email. Whereas email does help people work together, its nature is much different from a meeting. Fundamentally, a meeting is a focused, concentrated event.
  • Email is a very dispersed phenomenon.
  • the elements or contents of an email are scattered to each members email box.
  • users overcome this dispersion through the use of listservs, groups in their address book and 'Reply all.'
  • the use of these helps require that all members exercise a high degree of discipline in their interactions.
  • any member fails to exercise careful discipline, the whole effort is less effective.
  • emails among a group working together tends to quickly become disorganized and confusing.
  • the present invention resides in a meeting hub system having a system and method to facilitate meetings of distributed individuals.
  • the meeting hub system is on a server computer being communicatively linked to a plurality of client computers used by users.
  • the meeting hub system comprises a security system configured to control access by the users to items including messages associated with individual meetings.
  • the individual meetings are defined through the meeting hub system.
  • the meeting hub system further includes one or more databases are configured to store messages received by the server computer from the client computers, the messages being identified by meeting, author, topic, and date.
  • the meeting hub system also includes a user interface displayed by the plurality of client computers.
  • the user interface is configured to display the messages based upon access granted by the security system.
  • the user interface is also configured to display the messages first grouped by meeting, then grouped by topic, and listed in a date sequence order.
  • Figure 1 is a block diagram of a computing system suitable for employing aspects of the invention.
  • Figure 2 is an illustration of a screen shot of a home page used in the depicted embodiment of the present invention.
  • Figure 3 is an illustration of a screen shot of a new meeting wizard used by the meeting hub system of the present invention.
  • Figure 3 A is a flowchart of a method used by the depicted embodiment of the meeting hub system to start a new meeting.
  • Figures 4-21 are screen shots of various aspects involved with the meeting page and other associated windows of the depicted embodiment of the present invention.
  • Figures 22-33 are field listings of various databases used by the depicted embodiment of the present invention.
  • Figure 34 is a flowchart of a method used by the depicted embodiment to start a new meeting.
  • Figure 35 is an illustration of a screen shot of a screen used to add a new topic for the depicted embodiment.
  • Figures 36-45 are flowcharts of methods implemented by the meeting hub system of the depicted embodiment.
  • Figure 46 is an illustration of a screen shot of a minutes screen used by the depicted embodiment.
  • Figures 47A and 47B are flowcharts of a method involved with motions in the depicted embodiment.
  • Figures 48-49 are illustrations of screen shots involved with assigning and updating actions in the depicted embodiment.
  • Figure 50 is a flowchart of a method used by the depicted embodiment to add an action.
  • a meeting hub system and related method to facilitate meetings of distributed individuals is described.
  • numerous specific details are provided, such as specific types of objects, client computers, server computers, network architectures, storage methods, etc.
  • One skilled in the relevant art will recognize that the invention can be practiced without one or more of these specific details, or with other objects, computers, network architectures, storage methods, etc.
  • well-known structures or operations are not shown, or not described in detail, to avoid obscuring aspects of the invention and for brevity.
  • the systems and methods of the present invention are useful as a meeting hub to support meetings as described below, but need not be so limited.
  • FIG. 1 and the following discussion provide a brief, general description of a suitable computing environment in which the invention can be implemented.
  • embodiments of the invention will be described in the general context of computer- executable instructions, such as program application modules, objects, or macros being executed by a personal computer.
  • Those skilled in the relevant art will appreciate that the invention can be practiced with other computer system configurations, including hand-held devices, multiprocessor systems, microprocessor-based or programmable consumer electronics, network PCs, mini computers, mainframe computers, and the like.
  • the invention can be practiced in distributed computing environments where tasks or modules are performed by remote processing devices, which are linked through a communication network.
  • program modules may be located in both local and remote memory storage devices.
  • a conventional personal computer referred to herein as a client computer 10 includes a processing unit 12, a system memory 14 and a system bus 16 that couples various system components including the system memory to the processing unit.
  • the processing unit 12 may be any logic processing unit, such as one or more central processing units (CPUs), digital signal processors (DSPs), application-specific integrated circuits (ASIC), etc.
  • CPUs central processing units
  • DSPs digital signal processors
  • ASIC application-specific integrated circuits
  • the system bus 16 can employ any known bus structures or architectures, including a memory bus with memory controller, a peripheral bus, and a local bus.
  • the system memory 14 includes read-only memory (“ROM') 18 and random access memory (“RAM”) 20.
  • ROM' read-only memory
  • RAM random access memory
  • a basic input/output system (BIOS) 22 which can form part of the ROM 18, contains basic routines that help transfer information between elements within the client computer 10, such as during start-up.
  • the client computer 10 also includes a hard disk drive 24 for reading from and writing to a hard disk 25, and an optical disk drive 26 and a magnetic disk drive 28 for reading from and writing to removable optical disks 30 and magnetic disks 32, respectively.
  • the optical disk 30 can be a CD-ROM, while the magnetic disk 32 can be a magnetic floppy disk or diskette.
  • the hard disk drive 24, optical disk drive 26 and magnetic disk drive 28 communicate with the processing unit 12 via the system bus 16.
  • the hard disk drive 24, optical disk drive 26 and magnetic disk drive 28 may include interfaces or controllers (not shown) coupled between such drives and the bus 16, as is known by those skilled in the art.
  • the drives 24, 26 and 28, and their associated computer- readable media, disks 25, 30, and 32 provide nonvolatile storage of computer readable instructions, data structures, program modules and other data for the client computer 10.
  • client computer 10 employs a hard disk 25, optical disk 30 and magnetic disk 32
  • other types of computer-readable media that can store data accessible by a computer may be employed, such as magnetic cassettes, flash memory cards, digital video disks ("DVD"), Bernoulli cartridges, RAMs, ROMs, smart cards, etc.
  • Programs can be stored in the system memory 14, such as an operating system 34, one or more application programs 36, other programs 38 and program data 40.
  • the application programs 36 can be related to business, industry, communication, science, education, health care, entertainment, or other fields of general or special interest.
  • the application programs 36 stored in system memory 14 also include a browser 41 for permitting the client computer 10 to access and exchange data with web sites of the Internet, corporate intranets, or other networks as described below. While shown in Figure 1 as being stored in the system memory 14, the operating system 34, the application programs 36, the other programs 38, the program data 40 and the browser 41 can be stored on the hard disk 25 of the hard disk drive 24, the optical disk 30 of the optical disk drive 26 and/or the magnetic disk 32 of the magnetic disk drive 28.
  • the system memory 14 may contain fewer of the application programs 36, the other programs 38, the program data 40 and the browser 41 than another storage device such as the hard disk drive 24 may contain.
  • the computer 10 may store fewer of the application programs 36, the other programs 38, the program data 40 and the browser 41 on any storage device in one embodiment than another embodiment.
  • a user can enter commands and information into the client computer 10 through input devices such as a keyboard 42 and a pointing device such as a mouse 44. Other input devices can include a microphone, joystick, game pad, scanner, etc.
  • the processing unit 12 are connected to the processing unit 12 through an interface 46 such as a serial port interface that couples to the system bus 16, although other interfaces such as a parallel port, a game port or a universal serial bus (“USB") can be used.
  • a monitor 48 or other display device is coupled to the system bus 16 via a video interface 50, such as a video adapter.
  • the client computer 10 can include other output devices, such as speakers, printers, etc.
  • the client computer 10 can operate in a networked environment using logical connections to a meeting hub system 60 on one or more remote computers, such as a server computer 62.
  • the server computer 62 can be another personal computer, a server, or other type of computer, and typically includes many or all of the elements described above for the client computer 10.
  • the server computer 62 includes a storage device such as a disk drive 63 shown in Figure 1.
  • the server computer 62 is logically connected to the client computer 10 under any known method of permitting computers to communicate, such as through a local area network (“LAN”) 64 or a wide area network (“WAN”) or the Internet 66.
  • LAN local area network
  • WAN wide area network
  • the client computer 10 When used in a LAN networking environment, the client computer 10 is connected to the LAN 64 through an adapter or network interface 68 (coupled to the system bus 16).
  • the client computer 10 When used in a WAN/Internet networking environment, the client computer 10 often includes a modem 70 or other device for establishing communication over the WAN/Internet 66.
  • the modem 70 is shown in Figure 1 coupled between the interface 46 and the WAN/Internet 66.
  • programs such as application programs, databases or other data, or portions thereof pertaining to the meeting hub system 60, can be stored in the server computer 62, such as in the disk drive 63.
  • the network connections shown in Figure 1 are only some examples of establishing communication links between computers, and other links may be used, including wireless links.
  • meetings involving the meeting hub system can be stored in Figure 1 in a networked environment.
  • the meeting hub system 60 would involve use of more than one client computer 10 connected to the server computer 62.
  • use of the meeting hub system 60 is asynchronous, in that individuals need not participate in or attend a meeting at the same time, it is possible that only one client computer would be required to carry on a meeting with a group of individuals.
  • the meeting hub system 60 and associated methods are directed toward assisting groups of people attempting to work together over a separation of distance and time.
  • the meeting hub system 60 is a World-Wide- Web based service the enables groups of people to have business meetings on-line at a web-site.
  • the meeting hub system 60 utilizes client-server technology with most of the complex work done at the server 62 to present users of one or more of the client computers 10 with an easy-to-understand interface that resembles email, but that keeps all of the meeting contents focused on the purpose of the meeting and accessible to all members in one place. It is anticipated that aspects of the present invention will be used primarily for text media, but other aspects can support other forms of expression such as images, audio, video, etc.
  • the depicted embodiment of the meeting hub system 60 is asynchronous. That is, members do not have to be connected to a server at the same time to use the system, although hundreds of simultaneous users could be on-line simultaneously if they wish. Of course, they also do not have to be present in the same physical space.
  • the depicted embodiment supports a relatively unlimited number of meetings and groups per user, so that if one used the meeting hub system 60 for all one's group activities, one could check a web-site periodically and be instantly informed of activity in any of one's groups.
  • Meeting members have three levels of status: moderator, member, and observer.
  • a starter of a meeting always gets the status of moderator, although more moderators can be added, and even this member deleted, they are retained on the record as the starter of the meeting. Moderators can (at the option of a moderator) have the ability to delete dialog. That is the only special privilege of moderators in the meeting hub system 60.
  • Members can add topics, invite new members, add comments and replies to the dialog threads, start a poll, start a vote, participate in polls and votes, and start a huddle or whisper. Members cannot delete dialog. They can clarify their own dialog and they can make attachments to their own dialog items.
  • a meeting is started from a Home Page 72 of the meeting hub system 60 as shown in Figure 2.
  • Completing the Name 78, email 80, password 82, and meeting title fields 84 is adequate for starting a new meeting.
  • the "Register” button (not shown)
  • all of this data is sent from the client computer 10 to the server computer 62 and the server computer creates a meeting by the following actions found in Figure 3 A.
  • the meeting hub system 60 creates a computer file directory for the group (if one does not already exist) and a computer file sub-directory for the meeting (step 92).
  • the meeting hub system 60 then copies empty database table files for databases for the meeting from a set of meeting prototype files into the meeting directory (step 94).
  • Meeting templates are then copied from the set of meeting prototype files into the meeting directory (step 96).
  • the meeting hub system 60 adds the name 78, email 80 and password 82 of the starter person starting the meeting to a membership list for all meetings and a membership list for that particular meeting (step 98).
  • An email system of the starter person is then opened with an email addressed to the server (step 100).
  • the starter person can then add members of the meeting to a cc: list for this message.
  • the meeting database files are updated with the meeting member's names and email addresses (step 102).
  • the person starting the meeting can add meeting members from other interface screens or other interfaces while participating in a meeting.
  • the meeting hub system 60 displays for the starter person a meeting page 120 for the meeting, as shown in Figure 4, where more topics can be added, announcements made or other preparations made for the meeting (step 104).
  • the meeting hub system 60 supports a relatively unlimited number of topics in a topic list 122 (or agenda items) per meeting. New activity in any topic is indicated by a red 'N' 124 next to the topic title. Topics are displayed in a window frame which will obtain a vertical scroll bar when necessary to show the number of topics present. In the depicted embodiment, if there is new activities in any of the meetings of which a user is a member, the meeting hub system 60 notifies the user once per day of any new activity with an email containing a summary of the activity.
  • the hub meeting system 60 Upon opening a meeting, the hub meeting system 60 defaults to a page of Announcements 126 in the meeting shown in a center frame 127.
  • Announcements 126 in the meeting shown in a center frame 127.
  • Each announcement is identified with the date 128 and the announcer's name 130 with a link 130 to the email address of that person.
  • Clicking on a topic 124 brings the discussion on that topic into the center frame 127 on the meeting page 120.
  • the hub meeting system 60 supports fully threaded dialog among members. New comments 132 are displayed in a pale yellow background. Replies 134 are displayed in alternating pastel blue backgrounds to help keep the dialog organized as shown in Figure 5. Displayed under each comment or reply (to the right of the screen) are from one to three possible actions: reply 136, amend 138, and attach 140: everyone sees 'Reply' 136. Clicking 'Reply' 136 brings forth a window in which one may enter a reply to the comment or reply whose 'Reply' word was clicked.
  • 'Amend' 138 allows the author to add to the comment or reply.
  • 'Attach' 140 allows the author to attach a file or link to the comment or reply. (See attachments below.) All replies are displayed in block fashion, indented by an appropriate number of spaces 142 to show how the conversation is flowing. Note that replies may not appear in the order in which they were entered. A member can go back (in time) and add replies to comments or replies that had been made at a previous time. Comments are in time order.
  • a member is free to move the reply window 154 about the meeting page 120 to clearly view the item to which the member is replying.
  • Clicking the 'Send' button 156 sends a reply to the server computer 62 where the reply is properly filed in the dialog database and a new center panel 158 of Figure 9 is composed and displayed on the center frame 127 of the meeting page 120.
  • a red 'N' 160 placed next to the reply 158 to indicate that it is a new reply since the member last exited the meeting.
  • the member could also 'Amend' 138 and 'Attach' 140 files or links to the reply.
  • the meeting hub system 60 allows 'speakers' to clarify their words. This could be for purposes of further explanation or when one wants to add to an earlier comment. Only the authors of a comment or reply can 'Clarify' the comment or reply by amending the comment or reply.
  • the author of a comment or reply can also attach files to his or her comment or reply. This is done by simply clicking the 'Attach' word 140 beneath the comment or reply.
  • the user can 'Browse' for a file on their own computer selected through entry 164 of the "Select Attachment" window 165, or can create a link to a site (URL) on the Internet selected through entry 166 or 168 of the "Select Attachment” window 165.
  • the "Send" button 169 is activated such as with the mouse 44, a file is sent to the server computer 62 and a link to it is displayed under the comment or reply.
  • Figure 11 shows two attachments, one a file attachment 170 and one a link attachment 172 that were added to a reply.
  • Attached files can be of many different types: text, pictures, HTML pages stored on the server computer 62 or other servers, audio, or special presentation files such as Microsoft PowerPoint. Attachments are made either by clicking the "Attach: word 140 in the text area of the comment or reply relating to what is being attached, or by clicking a "Send New File/URL” button 174. Clicking the "Send New File/URL” button 174 will add the attachment to the topic in general currently being display if the user is currently viewing a topic discussion, or will add the attachment to the meeting in general currently being displayed on the meeting page 120 if user is viewing any other aspects outside of a topic area of a meeting currently being displayed in the meeting page 120.
  • the meeting hub system 60 also contains tools to assist groups of people to achieve the purpose of their on-line meetings. Discussion is rarely the entire purpose of a meeting. Usually, the group needs to come to some sort of conclusion or start some actions.
  • the meeting hub system 60 also contains tools to assist groups of people to achieve the purpose of their on-line meetings. Discussion
  • 60 contains two tools that assist in reaching conclusions: a membership poll and a membership vote.
  • a poll question is selected in the poll wizard 178 generally as a positive statement with which members can be in agreement or disagreement. There may be up to three options given for the poll question. The choice of the range of answers can also be selected. The default is Strongly Agree - Agree - Neutral - Disagree - Strongly Disagree. Other optional responses are also selectable. If the membership poll is started when a topic is active (the discussion showing on the screen), then the poll is part of that topic. If no topic is active, then the poll is a general poll, not associated with a topic.
  • Clicking a 'Send' button 180 of the poll wizard 178 starts several actions.
  • the server computer 62 enters the poll into the meeting and returns to the person starting the poll a copy of a poll window 182, shown in Figure 13, into which they can make the first response.
  • the server computer 62 also keeps count of the responses and displays any
  • the server computer 62 then sends each member an email message notifying them of the poll in the meeting.
  • the message contains a link that, when clicked on, launches the member's browser displaying the poll window 182 within the meeting for the member's response.
  • a vote in the meeting hub system 60 is similar to a motion that has been made, seconded and called under Robert's Rules of Order. A vote is started by clicking on the "New Vote" link 184 in the left-hand sidebar.
  • a statement of the question being voted on is entered into a vote statement window 186 of Figure 14 and a 'Send' button 188 is clicked to start voting. If voting is started with a discussion topic open, it becomes part of that topic and appears in the dialog for that topic. If no topic is open when voting is started, voting is general and appears only in the "List Votes" screen.
  • Starting a vote results in a ballot 190 shown in Figure 15 on which the person starting the vote can cast the first vote.
  • each member can vote as many times as they wish, but the meeting hub system 60 only keeps track of a member's last vote.
  • Members can also enter comments in comments box 192 with their vote that become part of the meeting record. All votes are tallied by the system and displayed with the ballot 190 each time it is viewed.
  • the meeting hub system 60 includes two special tools to facilitate cooperative communication among members: huddle and whisper.
  • Huddle assists members in planning face- to-face meetings. It is a similar to a poll, but is specialized for planning meetings.
  • a huddle is called by activating a huddle link 194 to generate a huddle call screen 196 of Figure 16.
  • the system After entering options to vote on found in the huddle call screen 196 and activating a send button 198, the system creates a huddle ballot shown in Figure 17 for members to respond. As members begin to respond, their responses are shown on the huddle ballot 200. For instance, the huddle ballot 200 shown in figure 18 indicates that Dean Smith cannot meet in July and prefers to meet in Mexico in June.
  • the person calling the huddle or a Moderator determines and announces the results of the huddle.
  • Whisper is a process that makes use of the membership list in the meeting hub system 66 to create email templates.
  • One starts the Whisper process by clicking on a 'Whisper' in the left-hand sidebar of the meeting page 120. This yields a list of members 204 shown in Figure 19 with each name checked. The person starting the whisper unchecks the names of those to whom they do not want to send emails. Clicking on "Email Checked Names" 206 creates a mail template (not shown) to those names that were checked for completion. Whisper is useful for communicating directly to a subset of the membership of the meeting.
  • Inviting members to a meeting is done by clicking on the 'Invite New Member' button 208 of the meeting page 120 which produces an invitation screen within the meeting screen.
  • Two methods in new member screen 210 are used for inviting (adding) a new member. The first method adds email addresses from an email address book found on the client computer 10 of the user. With the second method, the user manually types in a name and email address. Clicking a "Help" link 212 on the meeting screen 120 displays a Help page 214 within the meeting page 120 to answer usage questions.
  • the meeting page 120 contains a moderator's only panel 126 of functions available to moderators through the topics 218, participants 220, features 222, and minutes 224 links.
  • the Topics function 218 facilitates editing of topics such as correcting misspellings, changing order of topics, etc).
  • the Participants function 220 facilitates adding and editing membership information. Members can be added from the moderator's email address book, by direct entry of name and email, by selecting from among the members of all meetings in the group where the meeting is situated, or by copying the membership of another meeting for that group.
  • the Features function 222 facilitates editing of features of the meeting.
  • the Minutes feature 224 facilitates selecting comments and/or replies that will be included in printed minutes of the meeting. All Polls and Votes are automatically included in the minutes.
  • the meeting hub system 60 utilizes a set of templates which are associated with a plurality of databases that reside on the server computer 62. Users see only results of database queries made by the templates. These queries are determined by the user inputs through the meeting page 120 and other associated windows discussed. Data flow through the meeting hub system 60 is determined by the user and depends on the user's desires, and the content that has been put into the system.
  • the plurality of databases includes agenda.db, a.db, clarify.db, dialog.db, huddle.db, huddleresp.db, members.db, motdialog.db, parameters. db, poll.db, polltype.db, and replies.db.
  • Field listings for these databases are found in Figures 22-33.
  • the agenda. db database with field listings shown in Figure 22, stores information regarding topics of discussion.
  • the a.db database, with field listings shown in Figure 23, contains all fields referring to attachments or replies.
  • the clarify.db database, with field listings shown in Figure 24, contains clarification text applied to comments or replies.
  • the dialog.db database, with field listings shown in Figure 25, holds all of the comments, polls, votes, and actions comprising the meeting.
  • the dialog.db database is the primary database for meeting dialog.
  • the huddle.db database contains data for huddles.
  • the huddleresp.db database contains field listings shown in Figure 27, contains response data to the Huddles.
  • the members.db database, with field listings in Figure 28, contains data on members of a meeting.
  • the parameters.db database, with field listings shown in Figures 30A and 30B, contains general meeting parameters and describes to the meeting hub system 60 properties of the meeting.
  • the poll.db database contains field listings shown in Figure 31, stores results of polls held within a meeting.
  • the polltype.db database is a fixed database containing options for responses to polls.
  • the replies.db database contains all replies (and replies to replies, etc.) that comprise the dialog of a meeting.
  • the replies.db database is a main database of the meeting hub system 60.
  • the meeting hub system 60 uses a Macintosh G3 or G4 computer for the server computer 60.
  • the design is such that meetings can be easily spawned from one computer to another, so that multiple servers could be used.
  • HyperText Transfer Protocol (HTTP) services for the LAN by and the WAN/Internet 66 is provided by WebTen, the Tenon, Inc.
  • the engine that runs the meeting hub system 60 database interface is WebCatalog, from Pacific-Coast Software. WebCatalog is available on the Macintosh, UNIX, LINIX and WinNT platforms. All use just about the same template design, making the meeting hub system 60 an easy system to port to other platforms.
  • the WebCatalog engine can use structured query language (SQL) or any Open Database Connectivity (ODBC) compliant database, or it can use its own built in database engine that operates with multiple (up to 100 simultaneously) flat ASCII database tables.
  • the meeting hub system 60 implementation uses an internal flat ASCII structure.
  • WebCatalog employs a tag language (webDNA) that is inserted into regular HyperText Markup Language (HTML) pages to control page content.
  • WebDNA tags are executed at the server, before the page is delivered to the WAN/Internet 66 or the LAN 64. To gain speed, much of the HTML for the meeting hub system 60 interaction is delivered in the form of JavaScript inclusions in the HTML pages for execution on the client computers 10, which reduces the need to communicate with the server computer 62.
  • Meetings with the meeting hub system 60 can be started from two different places with the same process and templates.
  • An optional (highly recommended) field of the "New Meeting Wizard" 76 is the group name 86. This field will keep meetings for the same group of users collected together for ease of copying memberships, etc. Also optional (but defaulting to being active) is the choice to continue the meeting setup via email (not shown). This enables one to select membership for the meeting from one's email address book on one's client computer 10.
  • the process of starting a meeting is actually carried out at an "Action address" (not shown) of the "New Meeting Wizard” 76 and is illustrated in Figure 34.
  • the "Start Meeting” process checks the user name 78, email 80, password 82, and title 84 fields contain data (step 232) and if not returns an error message (step 234) to the "New Meeting Wizard" 76. If no error message is sent, then a cookie for the user is set to the user's password (step 236).
  • a group name is determined by either user entry, name of previously used group, or using the name 78 field if no group is selected or entered (step 238).
  • a computer file directory is then created for the group if required (step 240).
  • a folder number is determined for the group (step 242) by using either an already existing group folder number if one exists or assigning a next sequential number.
  • An identification number is determined for the meeting (step 244) starting with "1" for a new group or using a next sequential number for pre-existing groups.
  • a directory is created for the meeting within the group directory (step 246).
  • All .db, .tmpl, and .tpl files are copied from the 'Proto' directory to the new meeting directory (step 248).
  • the 'uploads' folder is created within the meeting directory (step 250).
  • the meeting parameters are added to the params.db database in the meeting directory (step 252).
  • the meeting starter's name, email address, password, status (moderator) and other identifying data are added to the members.db database within the meeting directory (step 254).
  • the meeting starter's name, email, password, etc are added to the globalList.db database (step 256).
  • the meeting page 120 for the new meeting is then displayed for the meeting starter, (step 258).
  • a new topic can be added to a meeting by clicking on the "Start New Topic” button 226 shown in Figure 21 while within the meeting page 120 to produce an "Add New Topic” template 228 on top of the meeting page 120.
  • the user can type in a topic title 230 and optional description 232 of the topic as well as choose the position the topic will have in the topic list 122 of Figure 4.
  • a "send” button 234 is activated to complete the action of starting a new topic.
  • a "cancel” button 236 can be activated to abort the process.
  • the process for Adding/Editing a topic is illustrated by Figure 36.
  • Clicking the Start New Topic button 226 opens another window and loads the "Add New Topic" template 238 template to fill in for the new topic (step 272).
  • the list of existing topics is checked and a numerical ID next in sequence for the new topic (step 274).
  • the new topic is added to the appropriate database (step 276).
  • the user is redirected to the new topic as displayed on the meeting page 120 so that a discussion can be started (step 278).
  • Inviting members to a meeting is done by clicking on the 'Invite New Member' button 208 of the meeting page 120 which produces the new member screen 210 is shown in Figure 20 containing two methods described above for inviting (adding) a new member.
  • the two methods involve either using an email address book on the users client computer 10 to add a name and email address or manually typing in a name and email address.
  • the process of inviting a new member is illustrated in Figures 37 and 38.
  • the first method of using the address book starts with the user's email program receiving a preformatted email already formatted in the "To", “Subject", and “Body” fields of the message (step 292). Names addresses of desired recipients and then added to the "CC" field of the preformatted email (step 294) before the email is sent (step 296).
  • the user inviting first checks the membership list for the meeting to make sure the invitee is not already included and assigns a member LD for the new invitee (step 302).
  • the user then sends an email to the invitee inviting them to the meeting (step 306).
  • the meeting hub system 60 redirects the user to the 'Announcements' section of the meeting page (120) (step 308).
  • Dialog in a meeting is based on comments made by a user, intermixed with actions made in response (replies) to or in addition (amendments, attachments) to the comment. Only members of a meeting can make comments in a meeting. To instigate a comment, the user must be within a topic area of the meeting page 120. Clicking on the "New Comment" button 144 while within a topic area produces the New Comment window 148 of Figure 6.
  • a user sending a comment to the meeting hub system 60 initiates a method performed by the meeting hub system as illustrated in Figure 39.
  • the meeting hub system 60 first checks to see when the person was last in this meeting (step 312). A check is then made to see if the person making a comment is a member of the meeting (step 314). If not, an error message is given (step 316). The time is then determined that the user made the comment (step 318).
  • the meeting hub system 60 then checks the list of comments and assigns a comment identification (step 320). Check is made to see who made the comment, and their email address (step 322). The comment is put into the comment database (step 324). The global database is updated to show where the last posting was (step 326). The user is then returned to the meeting page 120 (step 328).
  • replies can be made to comments, or other replies. In either case, the user clicks on the word 'reply' to display the reply window 152 of Figure 8.
  • the meeting hub system 60 first checks to see when the person was last in this meeting (step 332). Check is made to see if the person making a reply is a member of the meeting (step 334). If not, give an error message (step 336). Determination is made of the time the user made the reply (step 338). The meeting hub system checks the list of replies and assign an identification for the reply (step 340). Check is made to see who made the reply and their email address (step 342). The reply is then put into the reply database (step 344). The global database is updated to show where the last posting was (step 346). The user is then returned to the meeting page (step 348). For attachments the meeting hub system 60 performs the method illustrated in
  • the meeting hub system 60 first figures out the time the attachment was uploaded (step 352). The information completed in the attachment form is parsed out, and names are assigned to each piece of information (step 354). The meeting hub system 60 then determines if it was a file or a link that was uploaded (step 356). A check is made that there are no spaces in the names of the files or links uploaded (step 358). The attachment is assigned an LD number (step 360). The meeting hub system 60 Checks to see who made the attachment (step 362) and adds the attachment to the attachment database (step 364). If attaching to a comment or reply, the meeting hub system 60 redirects the user back to the topic discussion page where the attachment was made (step 366).
  • the meeting hub system 60 redirects the user to either the list of all attached files (if the attachment was a file) or the list of all links respectively (step 368). Polls can be taken from anywhere in the meeting and at any time. Clicking the
  • the meeting hub system 60 In making a poll the meeting hub system 60 first checks to see when the person was last in this meeting (step 352a). Check is made to see if the person making the poll is a member of the meeting (step 354a). If not, give an error message (step 356a). The meeting hub system 60 then determines the time the user composed the poll (step 358a). The meeting hub 60 checks the poll database and assigns an ID for the poll (step 360a). Check is made of who asked the poll and which meeting they are in (step 362a).
  • the poll is then added to the dialog database (step 364a).
  • the meeting hub system 60 searches the meeting database for all members (step 366a) and then sends an email to all members notifying that a poll has been called, and it is requested that they come and respond to the poll (step 368a).
  • the user is then redirected to the list of polls in the meeting page 120, then is shown the poll so that the user can respond (step 370a).
  • the meeting hub system 60 When a user responds to a poll, the meeting hub system 60 implements the method illustrated in Figure 43 by first checking to see what time they voted (step 382). The poll database is then changed to record the user's vote (step 384). If the user made a comment in responding to the poll, the meeting hub system 60 checks the poll comment database and assigns an LD to the poll comment (step 386). If the user made a comment in the poll, the comment is added to the poll comment database (step 388). Once the poll response has been sent by the user the meeting hub system 60 posts the results of the poll back to the user. A vote can be called by any member of the meeting and causes the meeting hub system 60 to implement the method illustrated in Figure 44 by first checking when the person was last in this meeting (step 402).
  • the meeting hub system 60 then checks if the person calling the vote is a member of the meeting (step 404) and if not, gives an error message (step 406).
  • the meeting hub system 60 determines the time the user called the vote (step 410) and then checks the dialog database and assigns an ID for the vote (step 410) and then checks who called the vote and from which meeting (step 414) and adds the vote to the dialog database (step 416) and searches the meeting database for all members (step 416).
  • Email is sent to all members notifying that a vote has been called, and requesting them to vote (step 418).
  • the meeting page 120 is then redirected to the list of votes for the meeting, and then shown the vote so that user can respond (step 420).
  • the meeting hub system 60 implements the method of Figure 45 by first checking when the user was last in the meeting (step 432) and then checking what time the vote response was made (step 434). The meeting hub system 60 then changes the vote database to record the user's vote (step 436). If there was a comment made when the user voted the meeting hub system 60, checks the discussion database and assigns an LD for the comment (step 438) and adds the comment to the vote discussion database (step 440). Once the vote has been cast, the meeting hub system 60 then posts the results of the vote back to the user (step 442). Generating minutes is a tool for the moderator of the meeting.
  • minutes screen 444 is displayed with the meeting page 120 as shown in Figure 46.
  • the minutes screen 444 displays all activities in each topic of the meeting with checkboxes 446 next to each item (marked as checked by default). All the moderator has to do is de-select the checkboxes 446 of which items to not print out, and when finished, click the 'Ready to Print Minutes' button (not shown) at the bottom of the page.
  • the meeting hub system 60 implements the method of Figures 47A and 47B by first searching the agenda database for all items in the meeting (step 472). The meeting hub system 60 then searches the dialog database for all items under each agenda found (step 474). If the type of dialog is a comment, the clarify database is searched for any amendment that is associated with the comment and is listed along with the comment and a checked checkbox (step 476). The reply database associated with the comment is searched, and any replies are listed along with a checked checkbox (step 478). The clarify database associated with the replies is searched for comments and any found are listed (step 480).
  • step 482 If the type of dialog is a motion (call for a vote), the person's name that made the motion is listed (step 482).
  • the meeting hub system 60 searches the motion dialog database and list the motion with a checked checkbox (step 484). If the motion status is 'called', the name of the motion instigator and the person who seconded the motion are listed (step 486).
  • the meeting hub system 60 checks what time the motion was seconded and lists that with the name (step 488), search the vote database and list the results of the voting on the motion being voted on, and the roll call of who voted (step 490). If the type of dialog is a poll question, the poll question is shown along with a checked checkbox (step 492).
  • the poll response database is searched and the results of the poll are listed (step 494).
  • the poll comment database is searched and any comments associated with responses in the poll are listed along with the date and time the comment was made.
  • the dialog database for motions not identified under a certain topic is searched, and the vote is listed under "General Votes", along with the person who moved to make the motion who made the motion, and who it was seconded by.
  • the motion dialog database is searched and any discussion to do with the motion listed in step 498 is listed (step 500). If the status of the motion is 'called', the motion dialog database is searched and the vote responses to the motion are listed (step 502). When the user clicks on the "Ready to Print Minutes" (not shown), the entire process is repeated, but the system looks for which checkboxes are no longer checked, and doesn't show them on the ensuing display.
  • a moderator or optionally a member may assign an action to another member of a meeting by clicking on a hypertext link associated with actions (not shown) to cause a actions assignment window 504 in the meeting page 120 as shown in Figure 48.
  • the actions assignment window 504 includes fields for description of the action 506, designation of which member(s) are involved with the action 508, due date 510, those, other than members, that are involved with the action 512 and their email address 514.
  • the action is initiated by activating the send button 516 of the actions assignment window 504.
  • An actions section 518 of the meeting page 120 contains individual actions 520 that have been assigned.

Abstract

A system and method to facilitate meetings of distributed individuals utilizes meeting hub system (120) on a server computer (62) accessed over a network by users having one or more client computers (10). The meeting hub system (120) allows for defining a moderator, members and observers of a meeting (146). Access to a meeting is controlled by a security system (72). Dialog during a meeting is threaded (132, 134) and organized by topic (122) to help members track the progress of the meeting.

Description

SYSTEM AND METHOD TO FACILITATE MEETINGS OF DISTRIBUTED INDIVIDUALS
CROSS-REFERENCE TO RELATED PROVISIONAL APPLICATION
This application is a continuation-in-part of pending United States Provisional Patent Application No. 60/116,630 filed January 20, 1999.
TECHNICAL FIELD
The present invention relates to messaging systems and, more particularly to a computerized network based system and method to facilitate meetings between individuals that are asynchronously distributed in time as well as geographically dispersed from one another.
BACKGROUND OF THE INVENTION
In the United States alone there are approximately 2 million 'meetings' of various types per day. If the average meeting consists of 6 people earning an average of $15/hour each and lasts 2 hours, then the cost in person-hours alone is $360 million per day or $131 billion per year. If as few as 10 percent of these people had to travel to the meeting at an average cost of $500 each, the cost grows to $350 billion per year.
In terms of time, meetings are one of the least efficient uses of our time. The advantage of the face-to-face meeting is the synergy that develops among the attendees of the meeting. There is probably no substitute from face-to-face presence to achieve this workgroup synergy. The major disadvantage of the synergy of face-to-face meetings (beyond cost and time) is that good ideas expressed are often lost in the heat of the synergy. Follow-up meetings, actions, etc. are then required to compensate, which is an additional cost of meetings that is seldom considered.
Many organizations attempt to conduct meetings using such technologies as telephone conference calls. Teleconference calls typically cost about $.45/rnember/minute. Given this typical cost, a 60-minute call involving only 6 people is over $150. It is not unusual for a team of people working on a project to have at least one such conference call each day. One advantage of telephone conference calls is that the attendees do not have to travel. Some disadvantages of telephone conference calls include the loss of the synergy described above, a failure to address follow-up meetings, actions, etc., and a lack of documentation on what is discussed. One technology that has come into use to help people work together is email. Whereas email does help people work together, its nature is much different from a meeting. Fundamentally, a meeting is a focused, concentrated event. All of the elements or contents associated with a meeting are located at the meeting place. Email, on the other hand is a very dispersed phenomenon. The elements or contents of an email are scattered to each members email box. To some extent, users overcome this dispersion through the use of listservs, groups in their address book and 'Reply all.' However, the use of these helps require that all members exercise a high degree of discipline in their interactions. To the extent that any member fails to exercise careful discipline, the whole effort is less effective. Even at best, emails among a group working together tends to quickly become disorganized and confusing.
In addition, none of these methods of working together provides a satisfactory way of recording what is done. Participants typically resort to taking lengthy notes.
SUMMARY OF THE INVENTION
The present invention resides in a meeting hub system having a system and method to facilitate meetings of distributed individuals. The meeting hub system is on a server computer being communicatively linked to a plurality of client computers used by users. The meeting hub system comprises a security system configured to control access by the users to items including messages associated with individual meetings. The individual meetings are defined through the meeting hub system. The meeting hub system further includes one or more databases are configured to store messages received by the server computer from the client computers, the messages being identified by meeting, author, topic, and date. The meeting hub system also includes a user interface displayed by the plurality of client computers. The user interface is configured to display the messages based upon access granted by the security system. The user interface is also configured to display the messages first grouped by meeting, then grouped by topic, and listed in a date sequence order.
BRIEF DESCRIPTION OF THE DRAWINGS
Figure 1 is a block diagram of a computing system suitable for employing aspects of the invention. Figure 2 is an illustration of a screen shot of a home page used in the depicted embodiment of the present invention.
Figure 3 is an illustration of a screen shot of a new meeting wizard used by the meeting hub system of the present invention. Figure 3 A is a flowchart of a method used by the depicted embodiment of the meeting hub system to start a new meeting.
Figures 4-21 are screen shots of various aspects involved with the meeting page and other associated windows of the depicted embodiment of the present invention.
Figures 22-33 are field listings of various databases used by the depicted embodiment of the present invention.
Figure 34 is a flowchart of a method used by the depicted embodiment to start a new meeting.
Figure 35 is an illustration of a screen shot of a screen used to add a new topic for the depicted embodiment. Figures 36-45 are flowcharts of methods implemented by the meeting hub system of the depicted embodiment.
Figure 46 is an illustration of a screen shot of a minutes screen used by the depicted embodiment.
Figures 47A and 47B are flowcharts of a method involved with motions in the depicted embodiment.
Figures 48-49 are illustrations of screen shots involved with assigning and updating actions in the depicted embodiment.
Figure 50 is a flowchart of a method used by the depicted embodiment to add an action.
DETAILED DESCRIPTION OF THE INVENTION
A meeting hub system and related method to facilitate meetings of distributed individuals is described. In the following description, numerous specific details are provided, such as specific types of objects, client computers, server computers, network architectures, storage methods, etc. One skilled in the relevant art, however, will recognize that the invention can be practiced without one or more of these specific details, or with other objects, computers, network architectures, storage methods, etc. In other instances, well-known structures or operations are not shown, or not described in detail, to avoid obscuring aspects of the invention and for brevity. The systems and methods of the present invention are useful as a meeting hub to support meetings as described below, but need not be so limited.
Figure 1 and the following discussion provide a brief, general description of a suitable computing environment in which the invention can be implemented. Although not required, embodiments of the invention will be described in the general context of computer- executable instructions, such as program application modules, objects, or macros being executed by a personal computer. Those skilled in the relevant art will appreciate that the invention can be practiced with other computer system configurations, including hand-held devices, multiprocessor systems, microprocessor-based or programmable consumer electronics, network PCs, mini computers, mainframe computers, and the like. The invention can be practiced in distributed computing environments where tasks or modules are performed by remote processing devices, which are linked through a communication network. In a distributed computing environment, program modules may be located in both local and remote memory storage devices. Referring to Figure 1, a conventional personal computer referred to herein as a client computer 10 includes a processing unit 12, a system memory 14 and a system bus 16 that couples various system components including the system memory to the processing unit. The processing unit 12 may be any logic processing unit, such as one or more central processing units (CPUs), digital signal processors (DSPs), application-specific integrated circuits (ASIC), etc. Unless described otherwise, the construction and operation of the various blocks shown in Figure 1 are of conventional design. As a result, such blocks need not be described in further detail herein, as they will be understood by those skilled in the relevant art.
The system bus 16 can employ any known bus structures or architectures, including a memory bus with memory controller, a peripheral bus, and a local bus. The system memory 14 includes read-only memory ("ROM') 18 and random access memory ("RAM") 20. A basic input/output system ("BIOS") 22, which can form part of the ROM 18, contains basic routines that help transfer information between elements within the client computer 10, such as during start-up.
The client computer 10 also includes a hard disk drive 24 for reading from and writing to a hard disk 25, and an optical disk drive 26 and a magnetic disk drive 28 for reading from and writing to removable optical disks 30 and magnetic disks 32, respectively. The optical disk 30 can be a CD-ROM, while the magnetic disk 32 can be a magnetic floppy disk or diskette. The hard disk drive 24, optical disk drive 26 and magnetic disk drive 28 communicate with the processing unit 12 via the system bus 16. The hard disk drive 24, optical disk drive 26 and magnetic disk drive 28 may include interfaces or controllers (not shown) coupled between such drives and the bus 16, as is known by those skilled in the art. The drives 24, 26 and 28, and their associated computer- readable media, disks 25, 30, and 32, provide nonvolatile storage of computer readable instructions, data structures, program modules and other data for the client computer 10. Although the depicted client computer 10 employs a hard disk 25, optical disk 30 and magnetic disk 32, those skilled in the relevant art will appreciate that other types of computer-readable media that can store data accessible by a computer may be employed, such as magnetic cassettes, flash memory cards, digital video disks ("DVD"), Bernoulli cartridges, RAMs, ROMs, smart cards, etc. Programs can be stored in the system memory 14, such as an operating system 34, one or more application programs 36, other programs 38 and program data 40. The application programs 36 can be related to business, industry, communication, science, education, health care, entertainment, or other fields of general or special interest. The application programs 36 stored in system memory 14 also include a browser 41 for permitting the client computer 10 to access and exchange data with web sites of the Internet, corporate intranets, or other networks as described below. While shown in Figure 1 as being stored in the system memory 14, the operating system 34, the application programs 36, the other programs 38, the program data 40 and the browser 41 can be stored on the hard disk 25 of the hard disk drive 24, the optical disk 30 of the optical disk drive 26 and/or the magnetic disk 32 of the magnetic disk drive 28. In some embodiments, at a particular moment, the system memory 14 may contain fewer of the application programs 36, the other programs 38, the program data 40 and the browser 41 than another storage device such as the hard disk drive 24 may contain. The computer 10 may store fewer of the application programs 36, the other programs 38, the program data 40 and the browser 41 on any storage device in one embodiment than another embodiment. A user can enter commands and information into the client computer 10 through input devices such as a keyboard 42 and a pointing device such as a mouse 44. Other input devices can include a microphone, joystick, game pad, scanner, etc. These and other input devices are connected to the processing unit 12 through an interface 46 such as a serial port interface that couples to the system bus 16, although other interfaces such as a parallel port, a game port or a universal serial bus ("USB") can be used. A monitor 48 or other display device is coupled to the system bus 16 via a video interface 50, such as a video adapter. The client computer 10 can include other output devices, such as speakers, printers, etc. The client computer 10 can operate in a networked environment using logical connections to a meeting hub system 60 on one or more remote computers, such as a server computer 62. The server computer 62 can be another personal computer, a server, or other type of computer, and typically includes many or all of the elements described above for the client computer 10. Typically, the server computer 62 includes a storage device such as a disk drive 63 shown in Figure 1. The server computer 62 is logically connected to the client computer 10 under any known method of permitting computers to communicate, such as through a local area network ("LAN") 64 or a wide area network ("WAN") or the Internet 66. Such networking environments are well known in enterprise-wide computer networks, intranets and the Internet. When used in a LAN networking environment, the client computer 10 is connected to the LAN 64 through an adapter or network interface 68 (coupled to the system bus 16). When used in a WAN/Internet networking environment, the client computer 10 often includes a modem 70 or other device for establishing communication over the WAN/Internet 66. The modem 70 is shown in Figure 1 coupled between the interface 46 and the WAN/Internet 66. In a networked environment, programs such as application programs, databases or other data, or portions thereof pertaining to the meeting hub system 60, can be stored in the server computer 62, such as in the disk drive 63. Those skilled in the relevant art will readily recognize that the network connections shown in Figure 1 are only some examples of establishing communication links between computers, and other links may be used, including wireless links. Generally in the depicted embodiment, meetings involving the meeting hub system
60 would involve use of more than one client computer 10 connected to the server computer 62. As explained below, since use of the meeting hub system 60 is asynchronous, in that individuals need not participate in or attend a meeting at the same time, it is possible that only one client computer would be required to carry on a meeting with a group of individuals. The meeting hub system 60 and associated methods are directed toward assisting groups of people attempting to work together over a separation of distance and time. With the advent of the WAN/Internet 66, and the subsequent development of the types of interactive technology needed for eCommerce, it is now possible to do interactive meetings with sufficient speed and convenience to be useful. In the depicted embodiment, the meeting hub system 60 is a World-Wide- Web based service the enables groups of people to have business meetings on-line at a web-site. The meeting hub system 60 utilizes client-server technology with most of the complex work done at the server 62 to present users of one or more of the client computers 10 with an easy-to-understand interface that resembles email, but that keeps all of the meeting contents focused on the purpose of the meeting and accessible to all members in one place. It is anticipated that aspects of the present invention will be used primarily for text media, but other aspects can support other forms of expression such as images, audio, video, etc.
The depicted embodiment of the meeting hub system 60 is asynchronous. That is, members do not have to be connected to a server at the same time to use the system, although hundreds of simultaneous users could be on-line simultaneously if they wish. Of course, they also do not have to be present in the same physical space. The depicted embodiment supports a relatively unlimited number of meetings and groups per user, so that if one used the meeting hub system 60 for all one's group activities, one could check a web-site periodically and be instantly informed of activity in any of one's groups.
Access to all meetings of the meeting hub system 60 (or even to the presence of meetings in the system) is strictly controlled by a password system. Members only see the meetings that have been which match their password. When a member enters a password, all meetings
(across all groups) of which that person is a member with that password are shown). Meeting members have three levels of status: moderator, member, and observer.
A starter of a meeting always gets the status of moderator, although more moderators can be added, and even this member deleted, they are retained on the record as the starter of the meeting. Moderators can (at the option of a moderator) have the ability to delete dialog. That is the only special privilege of moderators in the meeting hub system 60.
Members can add topics, invite new members, add comments and replies to the dialog threads, start a poll, start a vote, participate in polls and votes, and start a huddle or whisper. Members cannot delete dialog. They can clarify their own dialog and they can make attachments to their own dialog items.
Observers can see the dialog, but not talk. They cannot vote but they can participate in polls. Their participation in polls is tallied separately from that of members.
In open meetings, anyone can view the dialog, but not participate until they join the meeting. Unlike closed meetings, joining an open meeting does not require an invitation from a meeting member, since a link is provided to join the open meeting.
In the depicted embodiment a meeting is started from a Home Page 72 of the meeting hub system 60 as shown in Figure 2. One clicks on "New Meeting" link 74 to get a "New Meeting Wizard" 76 as shown in Figure 3. Completing the Name 78, email 80, password 82, and meeting title fields 84 is adequate for starting a new meeting. There are also optional fields for the group name 86, the purpose of the meeting 88, invitation words 90, and fields for the first five topics to be discussed in the meeting (not shown). Upon clicking the "Register" button (not shown), all of this data is sent from the client computer 10 to the server computer 62 and the server computer creates a meeting by the following actions found in Figure 3 A. First the meeting hub system 60 creates a computer file directory for the group (if one does not already exist) and a computer file sub-directory for the meeting (step 92). The meeting hub system 60 then copies empty database table files for databases for the meeting from a set of meeting prototype files into the meeting directory (step 94). Meeting templates are then copied from the set of meeting prototype files into the meeting directory (step 96).
The meeting hub system 60 adds the name 78, email 80 and password 82 of the starter person starting the meeting to a membership list for all meetings and a membership list for that particular meeting (step 98). An email system of the starter person is then opened with an email addressed to the server (step 100). The starter person can then add members of the meeting to a cc: list for this message. When the server computer 62 receives that message, the meeting database files are updated with the meeting member's names and email addresses (step 102). Alternatively, the person starting the meeting can add meeting members from other interface screens or other interfaces while participating in a meeting. The meeting hub system 60 then displays for the starter person a meeting page 120 for the meeting, as shown in Figure 4, where more topics can be added, announcements made or other preparations made for the meeting (step 104).
The meeting hub system 60 supports a relatively unlimited number of topics in a topic list 122 (or agenda items) per meeting. New activity in any topic is indicated by a red 'N' 124 next to the topic title. Topics are displayed in a window frame which will obtain a vertical scroll bar when necessary to show the number of topics present. In the depicted embodiment, if there is new activities in any of the meetings of which a user is a member, the meeting hub system 60 notifies the user once per day of any new activity with an email containing a summary of the activity.
Upon opening a meeting, the hub meeting system 60 defaults to a page of Announcements 126 in the meeting shown in a center frame 127. Anyone who is a member of the meeting can make announcements. Each announcement is identified with the date 128 and the announcer's name 130 with a link 130 to the email address of that person.
Clicking on a topic 124 brings the discussion on that topic into the center frame 127 on the meeting page 120. The hub meeting system 60 supports fully threaded dialog among members. New comments 132 are displayed in a pale yellow background. Replies 134 are displayed in alternating pastel blue backgrounds to help keep the dialog organized as shown in Figure 5. Displayed under each comment or reply (to the right of the screen) are from one to three possible actions: reply 136, amend 138, and attach 140: Everyone sees 'Reply' 136. Clicking 'Reply' 136 brings forth a window in which one may enter a reply to the comment or reply whose 'Reply' word was clicked.
The author of a comment or reply will also see two other words: 'Amend' 138 and 'Attach' 140. 'Amend' 138 allows the author to add to the comment or reply. 'Attach' 140 allows the author to attach a file or link to the comment or reply. (See attachments below.) All replies are displayed in block fashion, indented by an appropriate number of spaces 142 to show how the conversation is flowing. Note that replies may not appear in the order in which they were entered. A member can go back (in time) and add replies to comments or replies that had been made at a previous time. Comments are in time order.
One starts a 'conversational thread' by clicking a 'New Comment' button 144 in a 'Navigation Panel' 146 near the top of the meeting page 120. This brings up a pop-up window 148 on the meeting page 120 into which the new comment is entered as shown in Figure 6. Clicking a 'Send' button 150 sends the comment to the server and closes the 'New Comment' window 148. The server computer 62 then adds the comment to a database for dialog and returns to a new center panel 152 of Figure 7. Clicking a 'Reply' 136 word after either a comment or a reply brings up a reply window 154 into which a reply can be entered. A member is free to move the reply window 154 about the meeting page 120 to clearly view the item to which the member is replying. Clicking the 'Send' button 156 sends a reply to the server computer 62 where the reply is properly filed in the dialog database and a new center panel 158 of Figure 9 is composed and displayed on the center frame 127 of the meeting page 120. A red 'N' 160 placed next to the reply 158 to indicate that it is a new reply since the member last exited the meeting. As the author of the reply, the member could also 'Amend' 138 and 'Attach' 140 files or links to the reply. The meeting hub system 60 allows 'speakers' to clarify their words. This could be for purposes of further explanation or when one wants to add to an earlier comment. Only the authors of a comment or reply can 'Clarify' the comment or reply by amending the comment or reply.
The author of a comment or reply can also attach files to his or her comment or reply. This is done by simply clicking the 'Attach' word 140 beneath the comment or reply. The user can 'Browse' for a file on their own computer selected through entry 164 of the "Select Attachment" window 165, or can create a link to a site (URL) on the Internet selected through entry 166 or 168 of the "Select Attachment" window 165. Once the "Send" button 169 is activated such as with the mouse 44, a file is sent to the server computer 62 and a link to it is displayed under the comment or reply. Figure 11 shows two attachments, one a file attachment 170 and one a link attachment 172 that were added to a reply.
Attached files can be of many different types: text, pictures, HTML pages stored on the server computer 62 or other servers, audio, or special presentation files such as Microsoft PowerPoint. Attachments are made either by clicking the "Attach: word 140 in the text area of the comment or reply relating to what is being attached, or by clicking a "Send New File/URL" button 174. Clicking the "Send New File/URL" button 174 will add the attachment to the topic in general currently being display if the user is currently viewing a topic discussion, or will add the attachment to the meeting in general currently being displayed on the meeting page 120 if user is viewing any other aspects outside of a topic area of a meeting currently being displayed in the meeting page 120. The meeting hub system 60 also contains tools to assist groups of people to achieve the purpose of their on-line meetings. Discussion is rarely the entire purpose of a meeting. Usually, the group needs to come to some sort of conclusion or start some actions. The meeting hub system
60 contains two tools that assist in reaching conclusions: a membership poll and a membership vote.
One starts the membership poll in the meeting page 120 by simply clicking 'New Poll' link 126 in the left-hand sidebar to activate a poll wizard 178 shown in Figure 12. A poll question is selected in the poll wizard 178 generally as a positive statement with which members can be in agreement or disagreement. There may be up to three options given for the poll question. The choice of the range of answers can also be selected. The default is Strongly Agree - Agree - Neutral - Disagree - Strongly Disagree. Other optional responses are also selectable. If the membership poll is started when a topic is active (the discussion showing on the screen), then the poll is part of that topic. If no topic is active, then the poll is a general poll, not associated with a topic. Clicking a 'Send' button 180 of the poll wizard 178 starts several actions. The server computer 62 enters the poll into the meeting and returns to the person starting the poll a copy of a poll window 182, shown in Figure 13, into which they can make the first response.
The server computer 62 also keeps count of the responses and displays any
'Comments' which members may wish to make about the membership poll. The server computer 62 then sends each member an email message notifying them of the poll in the meeting. The message contains a link that, when clicked on, launches the member's browser displaying the poll window 182 within the meeting for the member's response.
The membership votes are somewhat simpler than the membership polls. A vote in the meeting hub system 60 is similar to a motion that has been made, seconded and called under Robert's Rules of Order. A vote is started by clicking on the "New Vote" link 184 in the left-hand sidebar.
A statement of the question being voted on is entered into a vote statement window 186 of Figure 14 and a 'Send' button 188 is clicked to start voting. If voting is started with a discussion topic open, it becomes part of that topic and appears in the dialog for that topic. If no topic is open when voting is started, voting is general and appears only in the "List Votes" screen.
Starting a vote results in a ballot 190 shown in Figure 15 on which the person starting the vote can cast the first vote. For a particular vote, each member can vote as many times as they wish, but the meeting hub system 60 only keeps track of a member's last vote. Members can also enter comments in comments box 192 with their vote that become part of the meeting record. All votes are tallied by the system and displayed with the ballot 190 each time it is viewed.
The meeting hub system 60 includes two special tools to facilitate cooperative communication among members: huddle and whisper. Huddle assists members in planning face- to-face meetings. It is a similar to a poll, but is specialized for planning meetings. A huddle is called by activating a huddle link 194 to generate a huddle call screen 196 of Figure 16. After entering options to vote on found in the huddle call screen 196 and activating a send button 198, the system creates a huddle ballot shown in Figure 17 for members to respond. As members begin to respond, their responses are shown on the huddle ballot 200. For instance, the huddle ballot 200 shown in figure 18 indicates that Dean Smith cannot meet in July and prefers to meet in Mexico in June. In the depicted embodiment, the person calling the huddle or a Moderator determines and announces the results of the huddle.
Whisper is a process that makes use of the membership list in the meeting hub system 66 to create email templates. One starts the Whisper process by clicking on a 'Whisper' in the left-hand sidebar of the meeting page 120. This yields a list of members 204 shown in Figure 19 with each name checked. The person starting the whisper unchecks the names of those to whom they do not want to send emails. Clicking on "Email Checked Names" 206 creates a mail template (not shown) to those names that were checked for completion. Whisper is useful for communicating directly to a subset of the membership of the meeting.
Several other utility tools are provided to meeting members by the hub system 60. Inviting members to a meeting is done by clicking on the 'Invite New Member' button 208 of the meeting page 120 which produces an invitation screen within the meeting screen. Two methods in new member screen 210 are used for inviting (adding) a new member. The first method adds email addresses from an email address book found on the client computer 10 of the user. With the second method, the user manually types in a name and email address. Clicking a "Help" link 212 on the meeting screen 120 displays a Help page 214 within the meeting page 120 to answer usage questions.
For Moderators Only, the meeting page 120 contains a moderator's only panel 126 of functions available to moderators through the topics 218, participants 220, features 222, and minutes 224 links. The Topics function 218 facilitates editing of topics such as correcting misspellings, changing order of topics, etc).
The Participants function 220 facilitates adding and editing membership information. Members can be added from the moderator's email address book, by direct entry of name and email, by selecting from among the members of all meetings in the group where the meeting is situated, or by copying the membership of another meeting for that group.
The Features function 222 facilitates editing of features of the meeting. The Minutes feature 224 facilitates selecting comments and/or replies that will be included in printed minutes of the meeting. All Polls and Votes are automatically included in the minutes. The meeting hub system 60 utilizes a set of templates which are associated with a plurality of databases that reside on the server computer 62. Users see only results of database queries made by the templates. These queries are determined by the user inputs through the meeting page 120 and other associated windows discussed. Data flow through the meeting hub system 60 is determined by the user and depends on the user's desires, and the content that has been put into the system.
The plurality of databases includes agenda.db, a.db, clarify.db, dialog.db, huddle.db, huddleresp.db, members.db, motdialog.db, parameters. db, poll.db, polltype.db, and replies.db. Field listings for these databases are found in Figures 22-33. The agenda. db database, with field listings shown in Figure 22, stores information regarding topics of discussion. The a.db database, with field listings shown in Figure 23, contains all fields referring to attachments or replies. The clarify.db database, with field listings shown in Figure 24, contains clarification text applied to comments or replies. The dialog.db database, with field listings shown in Figure 25, holds all of the comments, polls, votes, and actions comprising the meeting. The dialog.db database is the primary database for meeting dialog.
The huddle.db database, with field listings shown in Figure 26, contains data for huddles. The huddleresp.db database, with field listings shown in Figure 27, contains response data to the Huddles. The members.db database, with field listings in Figure 28, contains data on members of a meeting. The motdialog.db database, with field listings shown in Figure 29, contains dialog related to motions held within a meeting. The parameters.db database, with field listings shown in Figures 30A and 30B, contains general meeting parameters and describes to the meeting hub system 60 properties of the meeting. The poll.db database, with field listings shown in Figure 31, stores results of polls held within a meeting. The polltype.db database, with field listings shown in Figure 32, is a fixed database containing options for responses to polls. The replies.db database, with field listings shown in Figure 33, contains all replies (and replies to replies, etc.) that comprise the dialog of a meeting. Along with the dialog.db database, the replies.db database is a main database of the meeting hub system 60. As initially implemented, the meeting hub system 60 uses a Macintosh G3 or G4 computer for the server computer 60. The design is such that meetings can be easily spawned from one computer to another, so that multiple servers could be used. HyperText Transfer Protocol (HTTP) services for the LAN by and the WAN/Internet 66 is provided by WebTen, the Tenon, Inc. implementation of the Apache server from UNIX to the Macintosh platform. The engine that runs the meeting hub system 60 database interface is WebCatalog, from Pacific-Coast Software. WebCatalog is available on the Macintosh, UNIX, LINIX and WinNT platforms. All use just about the same template design, making the meeting hub system 60 an easy system to port to other platforms. The WebCatalog engine can use structured query language (SQL) or any Open Database Connectivity (ODBC) compliant database, or it can use its own built in database engine that operates with multiple (up to 100 simultaneously) flat ASCII database tables. The meeting hub system 60 implementation uses an internal flat ASCII structure. WebCatalog employs a tag language (webDNA) that is inserted into regular HyperText Markup Language (HTML) pages to control page content. WebDNA tags are executed at the server, before the page is delivered to the WAN/Internet 66 or the LAN 64. To gain speed, much of the HTML for the meeting hub system 60 interaction is delivered in the form of JavaScript inclusions in the HTML pages for execution on the client computers 10, which reduces the need to communicate with the server computer 62.
Meetings with the meeting hub system 60 can be started from two different places with the same process and templates. One can click on the "New Meeting" link 74 on the Home Page 72 or, one can click a "Start New Meeting" link 224 on the meeting page 120 shown on Figure 21. Either way, the "New Meeting Wizard" 76 appears shown in Figure 2.
An optional (highly recommended) field of the "New Meeting Wizard" 76 is the group name 86. This field will keep meetings for the same group of users collected together for ease of copying memberships, etc. Also optional (but defaulting to being active) is the choice to continue the meeting setup via email (not shown). This enables one to select membership for the meeting from one's email address book on one's client computer 10.
The process of starting a meeting is actually carried out at an "Action address" (not shown) of the "New Meeting Wizard" 76 and is illustrated in Figure 34. First, the "Start Meeting" process checks the user name 78, email 80, password 82, and title 84 fields contain data (step 232) and if not returns an error message (step 234) to the "New Meeting Wizard" 76. If no error message is sent, then a cookie for the user is set to the user's password (step 236). A group name is determined by either user entry, name of previously used group, or using the name 78 field if no group is selected or entered (step 238). A computer file directory is then created for the group if required (step 240). A folder number is determined for the group (step 242) by using either an already existing group folder number if one exists or assigning a next sequential number. An identification number is determined for the meeting (step 244) starting with "1" for a new group or using a next sequential number for pre-existing groups. A directory is created for the meeting within the group directory (step 246).
All .db, .tmpl, and .tpl files are copied from the 'Proto' directory to the new meeting directory (step 248). The 'uploads' folder is created within the meeting directory (step 250). The meeting parameters are added to the params.db database in the meeting directory (step 252). The meeting starter's name, email address, password, status (moderator) and other identifying data are added to the members.db database within the meeting directory (step 254). The meeting starter's name, email, password, etc are added to the globalList.db database (step 256). The meeting page 120 for the new meeting is then displayed for the meeting starter, (step 258).
A new topic can be added to a meeting by clicking on the "Start New Topic" button 226 shown in Figure 21 while within the meeting page 120 to produce an "Add New Topic" template 228 on top of the meeting page 120. The user can type in a topic title 230 and optional description 232 of the topic as well as choose the position the topic will have in the topic list 122 of Figure 4. A "send" button 234 is activated to complete the action of starting a new topic. Alternatively, a "cancel" button 236 can be activated to abort the process.
The process for Adding/Editing a topic is illustrated by Figure 36. Clicking the Start New Topic button 226 opens another window and loads the "Add New Topic" template 238 template to fill in for the new topic (step 272). The list of existing topics is checked and a numerical ID next in sequence for the new topic (step 274). The new topic is added to the appropriate database (step 276). The user is redirected to the new topic as displayed on the meeting page 120 so that a discussion can be started (step 278). Inviting members to a meeting is done by clicking on the 'Invite New Member' button 208 of the meeting page 120 which produces the new member screen 210 is shown in Figure 20 containing two methods described above for inviting (adding) a new member. The two methods involve either using an email address book on the users client computer 10 to add a name and email address or manually typing in a name and email address. The process of inviting a new member is illustrated in Figures 37 and 38. The first method of using the address book starts with the user's email program receiving a preformatted email already formatted in the "To", "Subject", and "Body" fields of the message (step 292). Names addresses of desired recipients and then added to the "CC" field of the preformatted email (step 294) before the email is sent (step 296). For the manual method the user inviting first checks the membership list for the meeting to make sure the invitee is not already included and assigns a member LD for the new invitee (step 302). The user updates the membership database (step 304). The user then sends an email to the invitee inviting them to the meeting (step 306). The meeting hub system 60 then redirects the user to the 'Announcements' section of the meeting page (120) (step 308). Dialog in a meeting is based on comments made by a user, intermixed with actions made in response (replies) to or in addition (amendments, attachments) to the comment. Only members of a meeting can make comments in a meeting. To instigate a comment, the user must be within a topic area of the meeting page 120. Clicking on the "New Comment" button 144 while within a topic area produces the New Comment window 148 of Figure 6.
A user sending a comment to the meeting hub system 60 initiates a method performed by the meeting hub system as illustrated in Figure 39. The meeting hub system 60 first checks to see when the person was last in this meeting (step 312). A check is then made to see if the person making a comment is a member of the meeting (step 314). If not, an error message is given (step 316). The time is then determined that the user made the comment (step 318). The meeting hub system 60 then checks the list of comments and assigns a comment identification (step 320). Check is made to see who made the comment, and their email address (step 322). The comment is put into the comment database (step 324). The global database is updated to show where the last posting was (step 326). The user is then returned to the meeting page 120 (step 328).
Like comments, replies are only possible within a topic area as part of a discussion.
You cannot make a reply unless you are a member of a meeting. Once in a topic area, replies can be made to comments, or other replies. In either case, the user clicks on the word 'reply' to display the reply window 152 of Figure 8.
The user types in the reply they wish to make and clicks on the 'send' button 156 to initiate the meeting hub system 60 to perform a method illustrated in Figure 40. The meeting hub system 60 first checks to see when the person was last in this meeting (step 332). Check is made to see if the person making a reply is a member of the meeting (step 334). If not, give an error message (step 336). Determination is made of the time the user made the reply (step 338). The meeting hub system checks the list of replies and assign an identification for the reply (step 340). Check is made to see who made the reply and their email address (step 342). The reply is then put into the reply database (step 344). The global database is updated to show where the last posting was (step 346). The user is then returned to the meeting page (step 348). For attachments the meeting hub system 60 performs the method illustrated in
Figure 41. The meeting hub system 60 first figures out the time the attachment was uploaded (step 352). The information completed in the attachment form is parsed out, and names are assigned to each piece of information (step 354). The meeting hub system 60 then determines if it was a file or a link that was uploaded (step 356). A check is made that there are no spaces in the names of the files or links uploaded (step 358). The attachment is assigned an LD number (step 360). The meeting hub system 60 Checks to see who made the attachment (step 362) and adds the attachment to the attachment database (step 364). If attaching to a comment or reply, the meeting hub system 60 redirects the user back to the topic discussion page where the attachment was made (step 366). If attaching to a topic or the meeting in general, the meeting hub system 60 redirects the user to either the list of all attached files (if the attachment was a file) or the list of all links respectively (step 368). Polls can be taken from anywhere in the meeting and at any time. Clicking the
'send' button 180 of the poll wizard 178 takes the user to a screen where he/she can now respond to the poll question and causes the meeting hub system 60 to perform the method illustrated in Figure 42 for making a poll. In making a poll the meeting hub system 60 first checks to see when the person was last in this meeting (step 352a). Check is made to see if the person making the poll is a member of the meeting (step 354a). If not, give an error message (step 356a). The meeting hub system 60 then determines the time the user composed the poll (step 358a). The meeting hub 60 checks the poll database and assigns an ID for the poll (step 360a). Check is made of who asked the poll and which meeting they are in (step 362a). The poll is then added to the dialog database (step 364a). The meeting hub system 60 then searches the meeting database for all members (step 366a) and then sends an email to all members notifying that a poll has been called, and it is requested that they come and respond to the poll (step 368a). The user is then redirected to the list of polls in the meeting page 120, then is shown the poll so that the user can respond (step 370a).
When a user responds to a poll, the meeting hub system 60 implements the method illustrated in Figure 43 by first checking to see what time they voted (step 382). The poll database is then changed to record the user's vote (step 384). If the user made a comment in responding to the poll, the meeting hub system 60 checks the poll comment database and assigns an LD to the poll comment (step 386). If the user made a comment in the poll, the comment is added to the poll comment database (step 388). Once the poll response has been sent by the user the meeting hub system 60 posts the results of the poll back to the user. A vote can be called by any member of the meeting and causes the meeting hub system 60 to implement the method illustrated in Figure 44 by first checking when the person was last in this meeting (step 402). The meeting hub system 60 then checks if the person calling the vote is a member of the meeting (step 404) and if not, gives an error message (step 406). The meeting hub system 60 then determines the time the user called the vote (step 410) and then checks the dialog database and assigns an ID for the vote (step 410) and then checks who called the vote and from which meeting (step 414) and adds the vote to the dialog database (step 416) and searches the meeting database for all members (step 416). Email is sent to all members notifying that a vote has been called, and requesting them to vote (step 418). The meeting page 120 is then redirected to the list of votes for the meeting, and then shown the vote so that user can respond (step 420).
When a user casts a vote, the meeting hub system 60 implements the method of Figure 45 by first checking when the user was last in the meeting (step 432) and then checking what time the vote response was made (step 434). The meeting hub system 60 then changes the vote database to record the user's vote (step 436). If there was a comment made when the user voted the meeting hub system 60, checks the discussion database and assigns an LD for the comment (step 438) and adds the comment to the vote discussion database (step 440). Once the vote has been cast, the meeting hub system 60 then posts the results of the vote back to the user (step 442). Generating minutes is a tool for the moderator of the meeting. When the moderator clicks on the word 'minutes' 224 of Figure 21 under the "Moderators Only" section on the right hand side, minutes screen 444 is displayed with the meeting page 120 as shown in Figure 46. The minutes screen 444 displays all activities in each topic of the meeting with checkboxes 446 next to each item (marked as checked by default). All the moderator has to do is de-select the checkboxes 446 of which items to not print out, and when finished, click the 'Ready to Print Minutes' button (not shown) at the bottom of the page.
A new browser window will then open up with all the items ready to print, and the user can then choose the browser print page command and print out the minutes. To process minutes the meeting hub system 60 implements the method of Figures 47A and 47B by first searching the agenda database for all items in the meeting (step 472). The meeting hub system 60 then searches the dialog database for all items under each agenda found (step 474). If the type of dialog is a comment, the clarify database is searched for any amendment that is associated with the comment and is listed along with the comment and a checked checkbox (step 476). The reply database associated with the comment is searched, and any replies are listed along with a checked checkbox (step 478). The clarify database associated with the replies is searched for comments and any found are listed (step 480). If the type of dialog is a motion (call for a vote), the person's name that made the motion is listed (step 482). The meeting hub system 60 searches the motion dialog database and list the motion with a checked checkbox (step 484). If the motion status is 'called', the name of the motion instigator and the person who seconded the motion are listed (step 486). The meeting hub system 60 checks what time the motion was seconded and lists that with the name (step 488), search the vote database and list the results of the voting on the motion being voted on, and the roll call of who voted (step 490). If the type of dialog is a poll question, the poll question is shown along with a checked checkbox (step 492). The poll response database is searched and the results of the poll are listed (step 494). The poll comment database is searched and any comments associated with responses in the poll are listed along with the date and time the comment was made. The dialog database for motions not identified under a certain topic is searched, and the vote is listed under "General Votes", along with the person who moved to make the motion who made the motion, and who it was seconded by. The motion dialog database is searched and any discussion to do with the motion listed in step 498 is listed (step 500). If the status of the motion is 'called', the motion dialog database is searched and the vote responses to the motion are listed (step 502). When the user clicks on the "Ready to Print Minutes" (not shown), the entire process is repeated, but the system looks for which checkboxes are no longer checked, and doesn't show them on the ensuing display.
A moderator or optionally a member may assign an action to another member of a meeting by clicking on a hypertext link associated with actions (not shown) to cause a actions assignment window 504 in the meeting page 120 as shown in Figure 48. The actions assignment window 504 includes fields for description of the action 506, designation of which member(s) are involved with the action 508, due date 510, those, other than members, that are involved with the action 512 and their email address 514. The action is initiated by activating the send button 516 of the actions assignment window 504. An actions section 518 of the meeting page 120 contains individual actions 520 that have been assigned.
The assigned actions 520 can be updated by clicking with the mouse 44 to activate hypertext displayed with an individual assigned action in the actions section 518 of the meeting page 120. Details for an individual assigned action are displayed in a action details screen 522 shown in Figure 49. Updating an action generally includes changing the report date 524, percent complete (not shown), and adding new comments by activating the new comment button 526. As an option, the assignment action and associated discussion can be carried into a new meeting with the discussion appearing as the first topic in the new meeting. This option facilitates spawning committee meetings from a main meeting.
Entering an action causes the meeting hub system 60 to implement a method shown in Figure 50. An entry is made to the dialog.db database for all fields in the actions assignment window 504 (step 530). An email is then sent to notify the person assigned the action (step 532). A database is then created for dialog associated with the action (step 534). From the foregoing it will be appreciated that, although specific embodiments of the invention have been described herein for purposes of illustration, various modifications may be made without deviating from the spirit and scope of the invention. Accordingly, the invention is not limited except as by the appended claims.

Claims

CLAIMSIt is claimed:
1. A meeting hub system on a server computer communicatively linked to a plurality of client computers used by users, the meeting hub system comprising: an security system configured to control access by the users to items including messages associated with individual meetings, the individual meetings being defined through the meeting hub system; one or more databases configured to store messages received by the server computer from the client computers, the messages being identified by meeting, author, topic, and date; and a user interface displayed by the plurality of client computers, the user interface configured to display the messages based upon access granted by the security system, the user interface configured to display the messages first grouped by meeting, then grouped by topic, and listed in a date sequence order.
2. The meeting hub system of claim 1 wherein access to messages includes creation of the messages and reading the messages and the messages include comments, replies to comments, replies to replies, attachments, and amendments to comments.
3. The meeting hub system of claim 1 wherein the one or more databases are further configured to store responses to polls and/or votes received by the server computer from the client computers, the responses to polls and/or votes being identified by meeting, and wherein the user interface is configured to display the responses to polls and/or votes by meeting and by topic.
4. The meeting hub system of claim 1 wherein the messages include comments and replies to comments displayed on the client computers in alternating bands of contrasting color, the replies displayed as indented below the comments.
5. The meeting hub system of claim 1 wherein the user interface is further configured to indicate which messages have not been displayed to a user identified by the security system.
6. The meeting hub system of claim 1 wherein the security system is password based.
7. The meeting hub system of claim 1 wherein the messages includes comments and clarifications by authors of the comments.
8. The meeting hub system of claim 1 wherein the messages include comments having comment authors, the comments once received by the server computer configured to be unalterable by the comment authors.
9. The meeting hub system of claim 1 wherein the user interface includes input windows that are moveable about the user interface.
10. The meeting hub system of claim 1 wherein the messages include comments, replies, and files and web pages attached to the comments and replies.
11. The meeting hub system of claim 1 wherein the user interface is further configured to display email to announce a calling of a poll with a link to facilitate responding to the poll, to display multiple options and selectable ranges of responses to the poll, and to allow attachments to the poll responses.
12. The meeting hub system of claim 1 wherein the security system provides various levels of authorization for each meeting to different users identified to the security system including a member level, a moderator level, and an observer level, wherein at the member level, a user is authorized to send, read, and reply to messages, and invite other users to become members, start a poll, start a vote, participate in polls and votes, and start a huddle or whisper, at the moderator level, in addition to the member authorizations, a user is authorized to delete dialog, at the observer level, a user is authorized to read messages pertaining to a meeting.
13. The meeting hub system of claim 1 wherein the security system includes authorizing users to become members of a meeting through an email address book.
14. The meeting hub system of claim 1 wherein the security system grants access to messages associated with a meeting to some of the users through invitation by other of the users that have been granted access.
15. The meeting hub system of claim 1 wherein the security system grants access to messages associated with a meeting to any of the users that activate links associated with the meeting.
16. The meeting hub system of claim 1 wherein the security system grants access to messages associated with a meeting to some of the users by sending an email to the users, the email containing a link associated with the meeting.
17. The meeting hub system of claim 1 wherein the user interface is configured to display notification of new activity including new messages associated with a meeting based upon access granted by the security system and according to a predefined frequency of occurrence.
18. The meeting hub system of claim 1, further comprising one or more actions databases configured to store action data associated with actions to be taken by a user or a non-user, the meeting hub system configured to notify the user or the non-user through an email address, the one or more actions databases configured to store comments associated with the actions, the action data configured for use as a first topic of a meeting.
19. The meeting hub system of claim 1, wherein the one or more databases are configured to provide message data to the meeting hub system for printing of minutes of the meetings associated with the messages.
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