The Meetings Document Set facilities can be used by officers to electronically manage document set for a meeting. Once a document set has been created, document numbers can be reserved for that meeting.

You can view on this page the document set details.

A meeting can only have one active document set. If you have update right for the related Technical Body you will be able to:

• Create the document set
• Modify the document set
• Delete the document set
• Manage allocations for this document set

You can only create a document set if you have update rights on the related Technical Body.

Note: You can create a document set for Joint Meetings provided that a main lead TB has been identified. If there is no main TB defined you will not be able to create a document set.

Fill in the details of the document set to be associated with the meeting.

• TECHNICAL BODY : the technical body is attached to the meeting that owns this new document set and can therefore not be changed. It is only shown for information
• RESERVATION START DATE : The default is tomorrow's date and has to be greater or equal to today. It is mandatory.
• RESERVATION END DATE : The default is the meeting end date and has to be greater or equal to the Start Date above. It is mandatory.
• STORE FILES IN: The server where files will be stored depends on the lead Technical Body and cannot be changed. The path where the documents are stored can be modified; the default value depends on the lead Technical Body.
• FILE NAME AND TYPE FOR DOCUMENT LISTING: A document list will be stored in the document area. Three different types of files can be generated: HTML, TEXT, and CSV (Comma Separated Values). You can specify a default filename and pick a file type. This field is optional.
  If the filename is left blank, then a DocumentList.htm is generated.
• ANONYMOUS DOCUMENT RESERVATION: Normally, you need a username and password in order to be able to reserve a document number for a meeting. However, you can allow anonymous document reservation, this means that anybody can submit a document (please refer to the topic "Reserving A New Anonymous Document Number" to learn how to upload the document). If you select to do so, then people will have the choice between reserving a document number using their username and password, or, if not, by entering their name, organisation and email address manually. 
  Note that if an anonymous document reservation is made, it will be obvious, when viewing the document details, that it was reserved anonymously (anonymous documents, addenda and revisions are green). The default is not to allow anonymous document reservation.
• DOCUMENT UPLOAD: If this option is selected, it will then be possible to upload files directly from two locations in the application. The first one is by clicking the upload button on the right-hand side of the document list. The other one is by clicking "Upload file" link at the bottom of the Document Details View page. To upload a file, you simply have to browse a file with the same extension as the one provided during the document pre-reservation. If you want to upload a file with an different extension, you must first change the selected one in the Document Details Update page.
• TITLE OR FREE TEXT APPEND TO FILENAME: If this option is selected, it will then be possible to append the document title or free text of your choice to the file name. By activating this option, when you reserve a new document number, a checkbox to append the title is provided along with a text box allowing the entry of free text. If the checkbox is clicked, the title will be appended to the file name even if some free text is provided. Only one of these two options is possible at a time.
• MAKE DOCUMENT ALLOCATION MANDATORY: If this option is selected, when reserving a document number, you will have to select at least one of the allocations.
• MANAGE CHANGE REQUEST: Depending on TB change request flag, the following options will be given:
  • if "Alway", then you'll not be able to unselect the option at this stage.
  • if "On Request", then you'll be able to check or uncheck this option.
  • if "Never", then you'll not be able to select the option.
• DOCUMENT NAME STRUCTURE: You can specify a model for creating the document name. What can be specified is a Prefix, the Number of Digits (default is 2) for the numbering sequence, a Suffix, and at which number to start numbering at (default is 1).
  You can specify whether to allow Revisions, and if allowed, the revision label (default is 'r') and the number of digits in the revision number (default is 1).
  You can specify whether to allow Addenda, and if allowed, the addendum label (default is 'a') and the number of digits in the addendum number (default is 1).
• FILE NAME STRUCTURE: You can specify a model for creating the filename. If you leave the filename model empty, then it will take the same model as the Document Name Structure with a blank file extension.
  What can be specified is a Prefix, the Number of Digits (default is 2) for the numbering sequence, a Suffix, and a file Extension.
• PRE-RESERVE DOCUMENTS : You can pre-reserve some document numbers based on the document information (title, source, allocations...) from the last meeting for this Technical Body. If there is no last meeting or the last meeting does not have documents the pre-reservation feature will reserve documents with the following Title and Source: Pre-Reserved Number and ETSI Secretariat

You can only modify a document set if you have update rights on the related Technical Body.

Fill in the details of the document set to be associated with the meeting.

• TECHNICAL BODY : the technical body is attached to the meeting that owns this document set and can therefore not be changed. It is only shown for information
• RESERVATION START DATE : Start Date has to be greater or equal to today. It is mandatory.
• RESERVATION END DATE : End date has to be greater or equal to the Start Date above. It is mandatory.
• STORE FILES IN: Modifying the path for the document set will automatically modify the path for all the documents already reserved.
  Note that the server where files are stored depends on the lead Technical Body and cannot be changed.
• FILE NAME AND TYPE FOR DOCUMENT LISTING: A document list will be stored in the document area. Three different types of files can be generated: HTML, TEXT, and CSV (Comma Separated Values). You can specify a default filename and pick a file type. This field is optional.
  If the filename is left blank, then a DocumentList.htm is generated.
• ANONYMOUS DOCUMENT RESERVATION: Normally, you need a username and password in order to be able to reserve a document number for a meeting. However, you can allow anonymous document reservation. If you select to do so, then people will have the choice between reserving a document number using their username and password, or, if not, by entering their name and organisation manually. Note that if an anonymous document reservation is made, it will be obvious, when viewing the document details, that it was reserved anonymously. The default is not to allow anonymous document reservation.
• DOCUMENT UPLOAD: If this option is selected, it will then be possible to upload files directly from two locations in the application. The first one is by clicking the upload button on the right-hand side of the document list. The other one is by clicking "Upload file" link at the bottom of the Document Details View page. To upload a file, you simply have to browse a file with the same extension as the one provided during the document pre-reservation. If you want to upload a file with an different extension, you must first change the selected one in the Document Details Update page.
• TITLE OR FREE TEXT APPEND TO FILENAME: If this option is selected, it will then be possible to append the document title or free text of your choice to the file name. By activating this option, when you reserve a new document number, a checkbox to append the title is provided along with a text box allowing the entry of free text. If the checkbox is clicked, the title will be appended to the file name even if some free text is provided. Only one of these two options is possible at a time.
• MAKE DOCUMENT ALLOCATION MANDATORY: If this option is selected, when reserving a document number, you will have to select at least one of the allocations.
• MANAGE CHANGE REQUEST: Depending on TB change request flag, the following options will be given:
  • if "Alway", then you'll not be able to unselect the option at this stage.
  • if "On Request", then you'll be able to check or uncheck this option.
  • if "Never", then you'll not be able to select the option.
• DOCUMENT NAME STRUCTURE: You can specify a model for creating the document name. What can be specified is a Prefix, the Number of Digits (until a document has been reserved) for the numbering sequence, a Suffix, and at which number to start numbering at (until a document has been reserved).
  You can specify whether to allow Revisions, and if allowed, the revision label and the number of digits in the revision number (until a document has been reserved).
  You can specify whether to allow Addenda, and if allowed, the addendum label and the number of digits in the addendum number (until a document has been reserved).
• FILE NAME STRUCTURE: You can specify a model for creating the filename. If you leave the filename model empty, then it will take the same model as the Document Name Structure with a blank file extension.
  What can be specified is a Prefix, the Number of Digits (until a document has been reserved) for the numbering sequence, a Suffix, and a file Extension.

You can only delete a document set if you have update rights on the related Technical Body. A history is kept of the document set that was deleted

Note: If you delete a document set that has documents you will not be able to access these documents electronically anymore.

You can only manage allocations if you have update rights on the Technical Body associated with the meeting the document set belongs to.

On this screen, you will see the list of current active allocations for that document set. You will be able to create a new allocation, modify the sort order of the active allocations, and finally select to update or delete an active allocation. When selecting to delete an active allocation, a history is kept of the allocation that was deleted.

What can be specified when creating or updating an allocation is:

• NAME: The name of the allocation. This field is mandatory.
• DESCRIPTION: The description of the allocation. This field is optional.

Facilitates the document handling. (ie: Trace if the document has been uploaded after a "cut-off" date with the aim of setting priorities which is very useful for a Technical body with over 500 documents at every meeting).

• ENABLE: When ticked the late contribution date is disabled / enabled when not ticked.
• DATE: The contribution uploaded after this date will be flagged as Late.

When data is entered click reserve new document. This will then show you a summary record of the document reservation.