CAB Workbench Meeting - Agenda Management

Eric Jones · ‎08-04-2020

Hello Community!

We are in the process of implementing CAB Workbench for our organization. As part of our testing and training we are seeing an issue with the agenda auto-populating. Our issue is a bit different than others that I have seen question posted about.

We have created our CAB Definition and the Agenda Management section and refreshed our CAB Meetings. To validate that I have data that should be captured I have created a report that returns data for my specified criteria, however, the CAB Meeting agenda does not populate with the data from the report when we use Refresh Agenda Items on the CAB Meeting. I can manually add a Change request to the agenda which will sometimes get the data that I expected to auto-populate to appear, but not always.

This is our last hurdle to get ready for implementation and use of the functionality. We can manually create the agenda, but that is not a feasible solution to a tool that is supposed to help with automating the CAB meeting.

Has anyone had similar issues with the Agenda Management in CAB Workbench?

Eric Jones · ‎12-09-2020

I believe that we have solved this issue.

Per Tony's comment above:
This can cause confusion, and you might want to check the cab agenda items to see if your change_requests are already related to CAB meetings (for the same definition) with a state of pending or in-progress.

In our initial usage of CAB Workbench in our Test instance we found that Refresh Agenda Items link appeared to not be functioning properly.

Through trial and error and understanding of Tony's comment, we learned that when Change requests were added to a CAB Agenda using the Refresh Agenda Items link there is a record created on the meeting table. If during your meeting you do not address the agenda item it remains in a pending state on the meeting table. Therefore, the Refresh Agenda Items link does not recognize it as being completed and ignores it when populating the next meeting occurrence agenda.

By ensuring that all agenda items are completed in each meeting, the original behavior reported in this thread is not encountered.

Thank you.

View solution in original post

Tony Chatfield1 · ‎08-04-2020

Hi, as well as the CAB definition's filter conditions, the script that adds the change_request to the cab meeting (via ui action 'Refresh agenda items') also checks to see if the change_requests already exist as pending/in-progress items from another cab meeting (for the same CAB definition).
This can cause confusion, and you might want to check the cab agenda items to see if your change_requests are already related to CAB meetings (for the same definition) with a state of pending or in-progress.

sn_change_cab.CABMeetingSNC
/nav_to.do?uri=sys_script_include.do?sys_id=22a5e6f3eb32120034d1eeea1206fe40

refreshChangeAgendaItems() about line 333

Eric Jones · ‎08-06-2020

Hi Tony,

Thanks for your response. It looks like your reply in the other thread "Auto Populating CAB Workbench Agenda" (https://community.servicenow.com/community?id=community_question&sys_id=5d42f4c9db399c90feb1a851ca96...) seems to have taken care of my issues. Properly defining the 'repeat_until' field was my issue.

Thanks again sir!

Eric Jones · ‎08-11-2020

Tony,

Question for you: Regarding the 'repeat_until' field, should we choose the date immediately after our next CAB Meeting?

By doing this, the meeting isn't populating out more than two times when I would like it to be recurring each week day.

Any additional insights?

Thank you in advance,
Eric

Tony Chatfield1 · ‎08-11-2020

Hi, repeat_until identifies the end date for meeting creation, IE it will result in meetings (based on your schedule) from when the refresh meeting is triggered) up until this repeat_date is reached.

If you were automating the CAB meeting creation you would set it at 7 days from the first running of your schuled job (to give 1 automated meeting a week), but within normal manually triggered cab meeting context you would set it for however many weeks of CAB meeetings you wanted to create in advanced.

I recommend not creating too many meetings ahead (at least to start with), as if you make any changes to the parent CAB definition, these will not be reflected in any already created meetings.