MeetingManager v1.15 Manual
Introduction
MeetingManager is a fully featured application for managing every aspect of a meeting from setting up the agenda, deciding on the participants, taking notes, recording decisions and synchronising action points with your EPOC Agenda/Calendar application.
Installation
MeetingManager is supplied as a SIS file for convenient installation to your EPOC device. Either copy the SIS file to your EPOC device and tap on the file to install it, or install the SIS file from your computer using an appropriate version of EPOC Connect - eg PsiWin.
Quick Start
MeetingManager is designed to be easy use from the start. AutoHELP screens give you essential help on each new view and option as you access it.
The first time you use MeetingManager the program will obviously not be able to open an existing file. Choose "Create New File" when prompted, and then enter the file name, folder and disk in the standard EPOC "Create new meeting" dialog. Press Enter to create a meeting with default values.
You are then presented with the "New meeting details" dialog. Type in the organisation, title and venue for the meeting. Enter the date and time if they are different from the defaults supplied. You can also add an objective for the meeting to remind of its purpose! Press Enter to continue.
The introductory AutoHELP screen is displayed - read this and press Enter to continue. Then the AutoHELP for the Summary View will be displayed. Again, Enter to continue. You will now see the information you have entered displayed in the Summary View. You can always return to this view with Ctrl+W.
You should set the General Preferences (Ctrl+B) now. Again, read the AutoHELP screen before continuing. Enter your name, initials and your preferred start up view. If you wish to be able to export MeetingManager Actions to your Agenda or Calendar application, you should add this information too (Ctrl+A and navigate to document).
You will probably want to add yourself to the list of people due to attend the meeting. Ctrl+K will take you to the Participants View. You will be prompted to add yourself to the list - say "Yes" for now. Read the AutoHELP screen, and then press Enter to continue to the Participants View.
You can add and edit details for any participant very easily. Just press the Right Arrow key to bring up the "Edit Participant" dialog (or tap on the person's name). The first dialog allows you to add/edit the name, initials, email address and office (eg Chairman, Secretary, Treasurer etc). There are also history picklists for participants you have added previously (Ctrl+K), or offices that have been entered before (Ctrl+O).
Press Ctrl+D to move to a dialog which allows you record more contact information for the Participant. When you have finished press Enter until you return to the Participants View. To "lookup" the information without editing it, use Ctrl+Right Arrow.
Next go to the Meeting View with Ctrl+G. You can edit a meeting Item by tapping on it or pressing Right Arrow. You can set the text for the Item, optionally the person who is associated with that Item, the duration and the level. You can also set the level from the Meeting View by pressing Ctrl+Right Arrow to demote an Item, or Ctrl+Left Arrow to promote an Item. You can control the appearance of each level from the Style Gallery (Shift+Ctrl+Y).
It is easy to add a Note to a meeting Item. Just press Ctrl+U or tap on the highlight to the left of the Item. This will open the Note Editor. Type your note into the Editor, and press Ctrl+S when you are finished. You can also add Actions (similar to Todos) to record any follow-up action that is required and who is to do it, and Decisions to keep of record of what was decided at the meeting. These can be accessed with Ctrl+A and Ctrl+D respectively from the Notes Editor, or using the same key presses from any other View.
Quick Help is available on all Views with Ctrl+Q or (except on Revo) from Toolbar.
Read through the rest of this manual or use the Help (Shift+Ctrl+Help) to learn about other powerful features in MeetingManager.
Help
MeetingManager provides extensive help to ensure you can make full use of all its features. There are three types of help available within MeetingManager:
AutoHELP: AutoHELP screens pop up each time you use a feature. You can choose to turn off each screen, or control the whole AutoHELP from Help Preferences (Shift+Ctrl+J)
Quick Help: A brief help screen is available in each view with Ctrl+Q or (except for Revo) by tapping the Quick Help button
Help File: An EPOC standard Help file is available with Shift+Ctrl+H or from the Tools menu
Meeting View
View Menu: Meeting
Hot Key: Ctrl+G
The Meeting View displays the agenda for the meeting, and is the main view in MeetingManager. You can create, delete and edit Items, add Notes and Actions, and manage most of the information from this view.
A plus sign (+) next an Item shows that it has a Note attached, and asterisk (*) indicates there are Actions attached.
Ctrl+G/Enter: Add Item - see Insert Meeting Item Dialog
Right Arrow: Edit Item
Del: Delete Item
Ctrl+U: Add/Edit Note - see Note Editor
Ctrl+Right Arrow: Demote Item level
Ctrl+Left Arrow: Promote Item level
You can control the appearance of each Item level from the Style Gallery (Shift+Ctrl+Y).
Left Arrow: View attached Actions
Ctrl+Up Arrow: Move Item up the list
Ctrl+Down Arrow: Move Item down the list
Ctrl+X: Delete Item from list and copy details to the Item Clipboard for pasting into the list at a different point
Ctrl+V: Paste details from Clipboard
Preferences for the Meeting View may be set from the Meeting Preferences Dialog (Shift+Ctrl+G).
Insert Meeting Item Dialog
The Insert Meeting Item dialog allows you to add Items to your meeting. 
Enter the text for the Item and its duration. Set the level, and whether the new Item is be inserted before or after the current Item. Choose a person to associate with the Item from the list of Participants.
Participants View
View Menu: Participants
Hot Key: Ctrl+K
The Participants View allows you to display and change the people who are involved in the meeting. You can include contact information for each person.
Ctrl+K: Add Participant - see Add Participant Dialog
Ctrl+L/Ctrl+Right Arrow: Lookup contact details for Participant
Right Arrow: Edit participant
Del: Delete participant
Ctrl+Up Arrow: Move participant up the list
Ctrl+Down Arrow: Move participant down the list
Ctrl+X: Delete person from list and copy their details to the Participants Clipboard for pasting into the list at a different point
Ctrl+V: Paste details from Clipboard
Preferences for the Participants View may be set from the Participants Preferences Dialog (Shift+Ctrl+K).
Add Participant Dialog
The Add Participant dialog allows you to add people to your meeting. You can choose someone from a list of previous people (Ctrl+K), or you can easily create a new participant.
In the main dialog you can add the name and initials for the person, plus their email address, and you can also select an "office" for them.
To add further information, tap on the "Details…" button (Ctrl+D). Fill in the contact fields as required.
Add Action Dialog
View Menu: Actions | Add
Hot Key: Ctrl+A
The Add Action dialog allows you to add Actions to your meeting. You can add an Action either from the Action View or from the Note Editor.
Actions are very similar to Todos in the EPOC Agenda/Calendar application. See Synchronisation for details on how to export Actions to your Todo lists.
Action: Type the text that describes the Action
Person: Select the Participant with whom the Action is associated. The "All" option is available for Actions that are associated with more than one person
Item: Choose the Item to which the Action should be attached - by default this is the current Item in the Meeting View
Due Date: Ctrl+D Allows you to record a due date for the Action - this is especially useful if you synchronise Actions with your Todo lists
Dated: Tick to set due date
Due date: Enter the date you require
Days before due date: This will control when the Action appears in a Todo list
Show due date: This will control how the Action appears in a Todo list
Alarm: Ctrl+A Allows you to set an Alarm for the Action when it is a Todo - this has no affect if you don't synchronise your Actions.
Has alarm: Tick to set Alarm
Alarm relative to: Set to Due date or Warning date
Days before: Enter the number of days before the Due/Warning date the Alarm is to sound
Alarm at: Enter the time for the Alarm to sound
Sound: Choose the sound for the Alarm
Other: Ctrl+O Further options for when the Action is a Todo.
Priority: Set priority for Todo
Entry symbol: Set entry symbol that appears in EPOC Agenda/Calendar views.
Entry is tentative: Set as tentative in EPOC Agenda/Calendar.
Add Decision Dialog
View Menu: Decision | Add
Hot Key: Ctrl+D
The Add Decision dialog allows you to add Decisions to your meeting. You can add an Decision either from the Decision View or from the Note Editor.
Decision: Type the text that describes the Decision 
Date made: Record the date the Decision was made - by default the current date
Meeting Details Dialog
View Menu: Summary | Setting
Hot Key: Ctrl+W
The Meeting Details dialog allows you to add/change details such as time, venue, organisation and description for your Meeting.
Organisation: Enter the Organisation or choose from the history list with Ctrl+O
Title: Enter the Title/description or choose from history list with Ctrl+T
Venue: Enter the Venue or choose from history list with Ctrl+P
Date: Enter the date of the Meeting - by default the current date.
Start time: Enter the start time - by default the current time.
Objective: Enter a brief objective or additional description for the Meeting
Actions View
View Menu: Actions
Hot Key: Ctrl+A
The Actions View allows you to display and change the Actions arising from the Meeting.
Ctrl+A: Add Action - see Add Action Dialog.
Actions behave very like Todo items in the EPOC Agenda/Calendar application, and can be synchronised with Todo lists. See Synchronise Actions Dialog, which can be accessed with Shift+Ctrl+Z.
Right Arrow: Edit Action
Del: Delete Action
Ctrl+Up Arrow: Move Action up the list
Ctrl+Down Arrow: Move Action down the list
Ctrl+X: Delete Action from list and copy details to the Actions Clipboard for pasting into the list at a different point
Ctrl+V: Paste Action from Clipboard
Preferences for the Actions View may be set from the Actions Preferences (Shift+Ctrl+E).
Decisions View
View Menu: Decisions
Hot Key: Ctrl+D
The Decisions View allows you to display and change the Decisions made at the Meeting.
Ctrl+D: Add Decision - see Add Decision Dialog
Decisions are recorded with the date they were made (by default the current date).
Right Arrow: Edit Decision
Del: Delete Decision
Ctrl+Up Arrow: Move Decision up the list
Ctrl+Down Arrow: Move Decision down the list
Ctrl+X: Delete Decision from list and copy details to the Decisions Clipboard for pasting into the list at a different point
Ctrl+V: Paste Decision from Clipboard
Preferences for the Decisions View may be set from the Decisions Preferences (Shift+Ctrl+D).
Summary View
View Menu: Summary
Hot Key: Ctrl+W
The Summary View displays a summary of the Meeting information. This information can be changed from the Edit Meeting Details dialog (Shift+Ctrl+W).
Preview
Tools Menu: Preview
Hot Key: Shift+Ctrl+P
Preview allows you to view your entire meeting including all notes, actions, decisions and contact details, in a single document. By default, Preview will use the Web application and format the output using HTML. You can also use the Opera browser or Editor application if you have these installed. The Preview can be formatted as either HTML (web page) or plain text.
Set the Preview preference in the General Preferences dialog (Ctrl+B).
Close the Preview with Ctrl+E to return to MeetingManager, or press ESC within MeetingManager to continue.
Timer
Meeting View Menu: Meeting | Timer  
Hot Key: Shift+Ctrl+T from all views
A Timer can be set that will sound an alarm after the time allowed for each Item in the Meeting has elapsed.
The Timer can be set to sound an alarm at the start of the meeting, or to begin immediately with a timer for the first item.
Once a Timer has been set, its status can be checked by pressing Shift+Ctrl+T again. This will display a dialog which shows which Item the Timer is set for, and allows the options of skipping to the next Item, cancelling the Timer completely, or continuing with the current Timer.
The Timer uses the Alarm function of the Time Application. It is recommended that you ensure the last Alarm slot is kept free if you use MeetingManager Timers.
When an alarm sounds to indicate that the Meeting should start or that time for the current item has elapsed, ALWAYS cancel the alarm using the Esc key. You can still snooze the Timer from within MeetingManager, but if you do this through the alarm screen MeetingManager will assume you have cancelled the Timer.
After the alarm has been cancelled, MeetingManager will display a dialog with the options to snooze for a user-defined number of minutes, to move on to the next meeting item, or to cancel the Timer.
If the business for an Item is completed before the alarm sounds, press Shift+Ctrl+T and use the “Skip to next Timer” option to begin a Timer for the next option.
If you try to exit MeetingManager while a Timer is running, you will be warned and given the options to delete the outstanding alarm, exit anyway, or return to the program. When you restart MeetingManager, you will need to restart the Timer with Shift+Ctrl+T.
•	A Timer cannot be set for meetings dated in the past, although the “Start timer: Now” option can be used for meetings which begin late!
•	The accuracy of the Timer is +/- 1 minute.
•	The Timer uses only the duration of Items to set the next alarm, not the absolute time.
•	Alarms will sound whatever you are doing in MeetingManager, but the Timer dialog will appear only after you have closed any menus or dialogs (eg Note Editor).
•	Alarms appear in the Time Application with the text of the Item preceded by ^MM: to remind you this is a MeetingManager alarm. These alarms can be deleted safely from Time, but this will have the same effect within MeetingManager as if the alarm had sounded.
Item Level
Each Meeting Item can be set to one of eight levels.
You can set the Item Level in two ways. The Add/Insert/Edit Meeting Item dialog allows you to choose the Level. In the Meeting View, use Ctrl+Left Arrow to promote an Item, and Ctrl+Right Arrow to demote it.
The appearance of the Items at different Levels can be changed via the Style Gallery (Shift+Ctrl+Y).
You have three options for how to display the level numbering - set this from the Meeting Preferences dialog (Shift+Ctrl+G). The options are full numbering, significant numbering which doesn't display training zeros in the number, or to turn numbering off altogether.
If you change the order of Items, the Level of an Item is always preserved. This may mean that subsequent numbering appears illogical. Simply adjust the Level for the Item you have moved and all the Items will automatically be re-numbered.
See Meeting Preferences for more details.
Meeting Preferences
The Meeting Preferences dialog can be accessed in several ways:
Hot Key: Shift+Ctrl+G
Menu: Tools | Preferences | Meeting
Toolbar: Prefs | Meeting
The Tab size determines how big the indent is for each Level in the Meeting View. You can set this between 1 and 5 characters.
Item numbering can be set to Full, Significant or None. See Item Level for more information.
There are five options for Show timings: Absolute 12hr, Absolute 24hr, All durations, Set durations and None. See Timings for details.
You can choose between two options for Note preview in the Meeting View. None does not display notes at all (but you can still see that is a note is attached if there is an asterisk in the left hand margin); Single line will show just the first line of a Note, even if the Note is longer. For a full Preview of the entire meeting, use Preview (Shift+Ctrl+P).
The Line spacing between Meeting Items can be set between 100% and 200% of the line height. Use this to control the balance between how much information fits on the screen and the ease of reading it. 125% is the default value.
Notes
Meeting View Menu: Meeting | Notes
Hot Key: Ctrl+U from all views
Toolbar: Note button
MeetingManager makes it easy to record the Minutes of a meeting by using Notes. Each Item for the meeting can have a Note attached to it. The Note Editor can be accessed by pressing Ctrl+U from any View.
From the Note Editor you can type the text for the Note, and also add Actions and record Decisions. To save the Note, press Ctrl+S or tap the Save button.
You can preview Notes in the Meeting View by pressing Ctrl+L. This hot key between two modes modes: no preview and single line preview. Full preview is available with Shift+Ctrl+P.
•	A Note is automatically attached to the current Item. If you wish to add a Note to a different Item, close the Note Editor and highlight the Item you want.
•	If you accidentally type text into a Note for the wrong Item, you can easily Cut/Copy the text and Paste it into the right note.
•	When you open the Note Editor for a Note that already exists, the text is highlighted. Press the Right Arrow key to move the cursor to the end of the text so you can continue typing.
•	If you accidentally delete highlighted text, just press Esc and re-open the Note – the original text will be there.
Trouble-shooting
You may occasionally experience some problems with MeetingManager. The follow points may help you to overcome these.
•	Sometimes the highlight may disappear from the screen. Using Page Up/Page Down may bring the current item and highlight back to the screen. Otherwise, all the Views include a Refresh option (Ctrl+R) on the View menu.
•	In the unlikely event that a Meeting document becomes corrupted or cannot be opened, the document can be imported into EPOC Word as a plain text file (File | More | Import text file…) and any information viewed there.
•	Due to the way the Agenda application is implemented on the Revo, it is not possible to synchronise with MeetingManager when Agenda is in the Today view.
Find
Meeting Menu etc: Find
Hot Key: Ctrl+F
Enter the text to search for in the Find dialog, and check the data you would like to search. Press Enter to start the search. If a match is found, the relevant view and entry will be displayed.
To find the next occurrence of the text use Find next (Ctrl+J). To start a new search, or to change the data to be searched, use Find again.
Find next
Meeting Menu etc: Find next
Hot Key: Ctrl+J
Each use of Find next will look for the next occurrence of the text entered with Find until no further matches are found. Using Find next again will display the Find dialog and allow a new search to be started.
New meeting
File Menu: New meeting…
Hot Key: Ctrl+N
The New meeting dialog allows you to name a new file and choose the initial values to use.
Use current values Ctrl+C will copy all the data from the current file to the new one.
Copy from template Ctrl+T will copy information from the MeetingManager template (see Save as… and Template for more information).
Use default values Enter will create a new file with no entries in it.
Open existing meeting
File Menu: Open existing meeting…
Hot Key: Ctrl+O
The Open existing meeting dialog allows you to open a Meeting that already exists. Press Tab while on the Folder line to browse through the folders on the selected disk.
Save
File Menu: More | Save
Hot Key: Ctrl+S
Saves all changes to the Meeting.
Save as
File Menu: More | Save as…
Hot Key: Shift+Ctrl+S
Allows you to save all the changes to the Meeting with a different name or to a different folder or disk.
Export meeting
File Menu: More | Export meeting
Hot Key: Shift+Ctrl+X
You can export all the data from your Meeting so that you can share it with people who don’t have MeetingManager. Export meeting allows you to choose a file name and folder to save the exported file, and to choose a format.
Plain text is a format that anyone can use, although it contains no text style information. It is safe and easy to email.
HTML is the coding used for web pages. This is a very portable format that most computers will be able to view. Use Web or Opera on EPOC devices. Microsoft Word and other word processors can also open HTML pages and save the document in their native format, rich text format (RTF) or several other formats.
The extension .txt or .html is automatically added to the file name.
If the file already exists, you will be prompted whether to overwrite it or not.
After you have chosen a format a dialog appears so that you can select which data to include in the exported file.
For plain text files there is an option to use double spacing, which can help to make the file easier to read.
There are two additional options for HTML files:
Use cascading style sheets produces smaller files that make it easier to edit the appearance of the data in an HTML editor. Most modern browsers support style sheets, but you may prefer to leave this option unchecked so your document can be loaded into any browser.
Item numbering can use HTML ordered lists which can be displayed by nearly all browsers. However, this only displays one level of numbering for each Item, unlike MeetingManager, which displays the full number for each Item.
Distribution list
File Menu: More | Distribution list
Hot Key: Shift+Ctrl+L
This option exports a plain text tab separated file of the contact information for each Participant in your Meeting. This allows easy manipulation of the data in a spread sheet or database.
A screen preview of the information is also available, which can be useful is you need to contact some or all of the Participants, for example by telephone.
You can specify which items to include from the Distribution list dialog.
Close
File Menu: Close
Hot Key: Ctrl+E
Close the Meeting, saving any changes, and exit from MeetingManager. If there is an active Timer, you will be warned and given the option to delete any outstanding alarms.
Changing view
There are several ways that you can change Views in MeetingManager.
View Menu: Displays a list of available views and their hot keys.
Hot Key: Just press the Hot Key combination for the View you want to see.
Toolbar: Tap on the View button on the Toolbar to pop up a menu of Views with their Hot Keys.
General Preferences
Tools Menu: Preferences | General
Hot Key: Ctrl+B
Use the General Preferences to store your name and initials, your preferred start up view, and the location of the Agenda/Calendar  file to use for synchronising Actions with Todo lists. You may also set the application and format used for the Preview of a Meeting.
Documents
MeetingManager will always attempt to open the last file you used. If it can't find this file, you will be prompted to create a new file or open an existing one.
•	See Open Existing Meeting for more details
You can share MeetingManager documents with other EPOC users very easily. If they have MeetingManager, you can simply send them the Meeting Document by infrared or email.
If you need to share information with users who don't have MeetingManager, you can export a Meeting in either plain text or HTML (web page) format. A wide range of options is available to customise the content and appearance  of the exported Meeting.
•	See Export Meeting for more details
Style Gallery
Tools Menu: Style Gallery
Hot Key: Shift+Ctrl+Y
MeetingManager allows up to eight different levels for the display of Items. As well as indicating each level by indenting it, MeetingManager allows you to customise the appearance.
In the Style Gallery, highlight the level you wish to change and tap on it or press Enter. There are five options for changing the style:
Font: Choose Arial, Times or Courier
Bold: Set this option On or Off
Italic: Set this option On or Off
Underline: Set this option On or Off
Numbering: This option relates to the numbering style used when a Document is exported as HTML.
Level 8 - Body Text - is used for the display of Notes and entries in the Actions, Decisions and Participants Views.
Synchronise
Tools Menu: Synchronise
Hot Key: Shift+Ctrl+Z
Actions can be converted to Todos and added to any Todo List in an EPOC Agenda or Calendar file.
Before you can use the Synchronise feature, ensure that you have set the Agenda file to use in General Preferences - Ctrl+B.
•	Due to the way the Agenda application is implemented on the Revo, it is not possible to synchronise with MeetingManager when Agenda is in the Today view.
There are three options in the Synchronise Actions dialog:
Filter: You will probably only want to convert Actions that relate to you. Set this option to My Actions only and MeetingManager will only synchronise Actions that have the same Code as the one you have set in General Preferences. Allow all Actions will process all the Actions in your meeting.
Todo-list: You can choose to add all the Actions to the any one Todo-list in your Agenda, or set each one individually.
Verify: If you have chosen to add all the Todos to one list, you can still check each one by setting this option to Yes
MeetingManager will add the Todos to the Agenda. If you have asked to set each Todo list individually or to verify the synchronisation, a dialog will appear for each Action, showing its text and person. Choose the Todo list, and Confirm.
You may Skip an individual Action, or Cancel the remaining synchronisation process.
Import Participants
Person Menu: Import
Hot Key: Ctrl+I
You can import a list of Participants from another Meeting document. This is especially useful if you share Meeting documents with other MeetingManager users.
File: Use the standard EPOC file selector to choose the file from which you wish to import the Participants
Options: Set either to add to current Participants, or to replace them
If there are too many Participants to add to the current list you will be prompted:
Action: Choose to import as many Participants as possible, or cancel the import

Participants Preferences
Tools Menu: Preferences | Participants
Hot Key: Shift+Ctrl+K
Show contact info: Hide or show contact info in the Participants View. You can check the details for a Participant by using Lookup with Ctrl+L or Ctrl+Right Arrow
Check info before updating: By default, every time you change the Contact details in MeetingManager for a Participant, the history list is updated with new information. Set this option to Yes if you wish to check the updates, or to No for it to happen automatically
Code column width: Change width to accommodate longer or shorter initials
Update contact history now: Use this option to copy all the information from the Participants to the history file. This is useful if you are using a Participants list or Document from another user.
Help Preferences
Tools Menu: Preferences | Help
Hot Key: Shift+Ctrl+J
Use the Help Preferences dialog to set the options for the AutoHELP screens, or to view a particular AutoHELP screen.
By default, MeetingManager shows an AutoHELP screen every time you access specific functions. This screen will give you some help on using the function, and also give you the option of hiding the screen in future.
Show AutoHELP screens: Hide all screens, or reset so all screens show, or keep settings for individual screens
Show AutoHELP screen now: Choose the specific AutoHELP screen you would like to see
Template
Creating:
File Menu: More | Save as template…
Hot Key: Shift+Ctrl+R
Using:
File Menu: New meeting…
If you find that you are using the same settings repeatedly, you can save a Meeting as a Template. A Template is a valid MeetingManager Document which is used as the basis of a new Meeting.
When you create a new Meeting you will have a choice of creating it from the Template or using the default values.
When you have a Document in a suitable state to use as a Template, save it as a Template using Shift+Ctrl+R. This will update the Template and allow you to continue working with the current Meeting.
If you want to change the Template, either save another Meeting as the Template, or create a new file from the Template, make the changes you require, and Save as template... again.