Microsoft Exchange Server meeting management pre-built topics for ITSM Virtual Agent

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 2 minutes to read
    • Summarize
    Summarized using AI
    This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.

    Summary of Microsoft Exchange Server Meeting Management Pre-Built Topics for ITSM Virtual Agent

    The ITSM Virtual Agent facilitates efficient meeting management within Microsoft Exchange Server. Users can schedule, reschedule, or cancel meetings using the Manage Meetings EXS topic, which leverages Natural Language Understanding (NLU) to interpret user requests effectively.

    Show full answer Show less

    Key Features

    • Cancel a Meeting: Users can request cancellation through a message or by selecting a template. The process involves entering the original meeting's date and time, selecting from potential meetings, and confirming cancellations, which are then communicated to attendees via email.
    • Reschedule a Meeting: Similar to cancellation, users can initiate rescheduling through messaging or a template. After providing the original meeting date, users can choose a meeting to reschedule and input a new time. The Virtual Agent updates all relevant parties accordingly.
    • Schedule a Meeting: Users can schedule new meetings by entering attendees' email addresses, meeting time, and duration. The Virtual Agent checks availability, confirms details, and sends invitations upon user confirmation.

    Key Outcomes

    By utilizing the ITSM Virtual Agent for Microsoft Exchange Server meeting management, customers can expect streamlined scheduling processes, reduced administrative workload, and improved communication with meeting attendees, ultimately enhancing productivity and efficiency in meeting coordination.

    ITSM Virtual Agent helps you manage meetings in Microsoft Exchange Server. Using the Manage Meetings EXS topic, you can schedule, reschedule, and cancel a meeting.

    Manage Meetings EXS

    Natural Language Understanding (NLU) is used to identify and trigger the meeting action that a user wants to perform. Users can schedule, reschedule, or cancel a meeting.

    Requirements:
    • Microsoft Exchange Server spoke (sn_exchange_spoke)
    • Email addresses for meeting attendees must be configured in the User [sys_user] table to be added to meeting invites
    • Some topics can use the Zoom spoke to add meeting links
    Note:
    If these topics are duplicated in a different scope than ITSM Virtual Agent Conversations, script logic can be affected and cause errors. This topic must be duplicated in the ITSM Virtual Agent Conversations scope.

    Manage Meetings EXS: Cancel a meeting

    Users can send a message to Virtual Agent requesting to cancel a meeting, or users can select the desired template and select Cancel Meeting.

    Basic flow:
    1. User enters the start and end date and time of the original meeting.
    2. Virtual Agent returns a list of potential meetings to cancel.
    3. User selects the desired meeting or can choose to cancel all meetings during the specified duration.
    4. Virtual Agent cancels the meetings, sends an email to all attendees, and updates the calendar.

    Manage Meetings EXS topic - Canceling a meeting.

    Manage Meetings EXS: Reschedule a meeting

    Users can send a message to Virtual Agent requesting to reschedule a meeting, or the user can select the desired template and select Reschedule Meeting.

    Basic flow:
    1. User enters the original meeting date.
    2. Virtual Agent returns a list of potential meetings to reschedule.
    3. User selects the desired meeting.
    4. User enters a new meeting time.
    5. Virtual Agent reschedules the meeting, emails the attendees, and updates the calendar.

    Virtual Agent reschedules the meeting, emails the attendees, and updates the calendar.

    Manage Meetings EXS topic - Rescheduling a meeting.

    Manage Meetings EXS: Schedule a meeting

    Users can send a message to Virtual Agent requesting to schedule a meeting, or the user can select the desired template and select Set up Meeting.

    Basic flow:
    1. User enters the email addresses for all attendees, the meeting time, and the meeting duration.
    2. Virtual Agent provides a list of available meeting times, based on the calendars of the invitees.
    3. User enters the meeting subject and description.
    4. Virtual Agent returns the meeting details.
    5. User confirms that Virtual Agent should schedule the meeting.
    6. Once the user confirms, Virtual Agent sends the email invitations and schedules the meeting.

    Manage Meetings EXS topic - Scheduling a meeting.