Default Event Workflow

By default the Astra Schedule application includes the following event workflow rules:

Event and Meeting Statuses (user intent)

By default, when creating an event or meeting, the system will automatically attempt to go to "Scheduled".  The remaining statuses are optional:

  • Schedule
  • Cancel
  • Tentative
  • Pending

Event States (workflow controlled)

The event record state is an indication of the completion of the overall event scheduling process, including all meetings and room/resource assignments. Event record states include:

  • Scheduled - All meetings have assigned rooms and no room or resource requests are pending approval.
  • Incomplete - One or more meetings needs a room assigned, or has a requested room or resource that requires approval.
  • Tentative - The event was intentionally labeled as tentative by the event scheduler. All meetings are tentative. All room and resource bookings are tentative and not reserved.
  • Pending - The event was intentionally labeled as pending by the event scheduler. All meetings are pending. All room and resource bookings are pending and reserved.
  • Requested - The event record was generated as the result of a submitted event request form. The event has not yet been approved or declined.
  • Canceled - The event record was canceled by an event scheduler, and/or all event meetings are canceled. Associated rooms and resources are no longer reserved.
  • Declined - The event record was generated as the result of a submitted event request form and declined from the notification list by an approver.

Event Meeting States (workflow controlled)

The event meeting state indicates the scheduling progress for the individual meeting within an event. Default event meeting states include:

  • Scheduled - The meeting has a room assigned and there are no resource requests pending approval.
  • Incomplete - The meeting needs a room assignment, or has a requested room or resource that requires approval.
  • Tentative - The meeting was intentionally labeled as tentative by the event scheduler. Any rooms or resources associated with the meeting are also considered tentative and are not reserved.
  • Pending - The meeting was intentionally labeled as pending by the event scheduler. Any rooms or resources associated with the meeting are also considered pending and are reserved.
  • Requested - The meeting was generated as the result of a submitted event request. The overall event has not yet been approved or declined.
  • Canceled - The meeting was canceled by an event scheduler. Rooms and resources are no longer reserved.

Event Room and Resource States (workflow controlled)

The room and resource state indicates the reservation progress for the specific room or resource in question. Room and resource states include the following:

  • Scheduled - The room or resource was scheduled or approved and is officially reserved.
  • Requested - The room or resource could not be scheduled by the user and a request is pending approval. The room or resource IS reserved while in the requested state, unless the event was requested as well and still requires approval.
  • Declined - The room or resource was requested and was declined by the approver.
  • Canceled - The room or resource reservation or request was canceled by an event scheduler.
  • Tentative - The room or resource is associated with an event or event meeting that is labeled as tentative. A tentative state may also be manually assigned during event validation if a conflict is encountered during simultaneous booking of a room or resource by two schedulers. The room or resource is not yet reserved.
  • Pending - The room or resource is associated with an event or event meeting that is labeled as pending. The room or resource is reserved.

Usage Types

The default usage types are defined as:

  • Scheduled (resources are booked)
  • Requested (resources are booked, unless the event was requested as well and still requires approval)
  • Tentative (resources are not booked)
  • Pending (resources are booked)

Notifications

Notification messages for event and room/resource requests are automatically sent to the members of approval groups.

Other notification types (i.e. event summary confirmation messages) are optional and may be invoked by the event scheduler.


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