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

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Microsoft Exchange Server Meeting Management Pre-Built Topics for ITSM Virtual Agent

    The ITSM Virtual Agent enables users to efficiently manage meetings within Microsoft Exchange Server. With the Manage Meetings EXS topic, users can schedule, reschedule, or cancel meetings through natural language commands. This functionality simplifies meeting management directly from the Virtual Agent interface.

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    Key Features

    • Cancel Meeting: Users can request to cancel a meeting by providing the start and end dates. The Virtual Agent will list potential meetings for cancellation, allowing users to select specific meetings or cancel all within the specified timeframe. Notifications are sent to attendees, and calendar updates occur automatically.
    • Reschedule Meeting: Users can reschedule meetings by entering the original meeting date. The Virtual Agent will present a list of meetings to choose from, after which users can specify a new meeting time. Notifications are sent to attendees, and the calendar is updated accordingly.
    • Schedule Meeting: Users can initiate the scheduling of a meeting by entering attendees' email addresses, the meeting time, and duration. The Virtual Agent will suggest available times based on participants’ calendars, and after confirming the meeting details, it will send out invitations and schedule the meeting.

    Key Outcomes

    By utilizing the ITSM Virtual Agent for meeting management, users can streamline their scheduling processes, reduce manual errors, and enhance collaboration within their teams. This integration ensures that all attendees are notified promptly and that calendars remain up-to-date, improving overall productivity and efficiency.

    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.