GroupWise: Modify an Appointment

Already scheduled an appointment and now you want to modify it? Introducing GroupWise Ascot!

We first introduced the concept of modifying an appointment in GroupWise 8. Using your Windows Client in GroupWise 8 today, you can modify the recipients of an appointment you have scheduled ‘after’ it has already been sent. You simply right-click on the appointment in your calendar and choose ‘Modify Recipients’.

This functionality, which exists today in the GroupWise 8 Windows Client, allows you to add or remove attendees for an existing appointment without having to resend, retract or even notify the other attendees.

The most common use case for this functionality is the fact that you have scheduled an appointment for your team or organization and someone either is added to the team or leaves the team before the appointment actually occurs. Especially true with recurring appointments. (ie. weekly staff meetings).

Now, with GroupWise Ascot, you can modify essentially every aspect of an appointment. Attendees, subject, message body, attachments, place, date/time, etc.

Each modification to an existing appointment has a few things to consider.

First of all….Appointment modifications can only be done by the ‘Organizer’ or ‘Sender’. Recipients of an appointment can NOT modify the original appointment in any way. They can delegate/forward the appointment to add attendees, but that is something they could always do.

Not all modifications are treated the same. There are some appointment modifications that will cause the appointment to have to be ‘re-accepted’ by all of the recipients. If you modify the place, date or time, then the modification will cause the appointment to ‘re-appear’ in the recipients in-box and they will have to re-accept or decline the appointment as necessary.

However, if you simply modify the attendee list, add an attachment, change the subject or modify the body of the appointment, no ‘re-accept’ will be required by the attendees. This allows you to do several things with an appointment. For example, you can schedule an appointment and add the agenda later. You can schedule an appointment and update the subject after the fact.

Note: If you ‘add’ new attendees, those new attendees will be required to ‘accept/decline’ the appointment. If you remove an attendee, they will be notified that the appointment has been deleted.

All modifications will cause some sort of ‘notification’ to happen on the already existing appointment. It will for sure be marked ‘unread’ again in the Calendar. It may also receive some sort of ‘badge’ or other indicator that the appointment has changed. We are still working on the design of how best to notify recipients of a change and how to tell them what exactly has changed.

How to access

We are still working out a few of the details, but we think we will completely remove the Modify… option, that exists in GroupWise 8, from the menu. Instead we propose to replace the functionality under ‘Resend’, with this Modify functionality. What this means is that when you select 'Resend', you will get this new 'Modify' functionality.

Once the appointment dialog is open you are able to modify everything about the appointment you want to and then on the tool bar we will have a new Send button.
The text on this button will be "Send As" – and there will be an arrow next to it.

- If you select ‘Send as New’ then we will invoke the new Modify Appointment explained in this blog.

- If you select ‘Send as Copy’ then we allow the user to send this one as a copy of the old one. In this case, we will not retract the old appointment and we make recipients re-accept this new appointment. This allows you to use an existing appointment as a ‘template’ for other new appointments.

I’m sure there are several questions and use-cases that you might want to discuss. I think they are probably best handled as they are presented in this forum. So tell us how you will use this feature and let’s make sure that the final implementation meets your needs.

Allowing for full appointment modification has been a request for some time and with GroupWise Ascot you will now be able to do just that. This is another great reason to update to the very latest versions of GroupWise as they are delivered and made available.



How To-Best Practice
Comment List
  • We had a little dialog going in your blog post GroupWise 8.0.2 Public Beta now available( and you referenced it as Defect #611203 in the last reply from that dialog. Our conversation starts about half way down the comment section and you were able to duplicate the issue back then. Hard to believe it was almost a year ago already.
  • Mark,

    You will have to refresh our memory. We looked at your comment and tried to find a particular bug and even tried to duplicate the problem. We either do not understand exactly the 'Steps to Duplicate" OR we already fixed it!!!

    Here are the comments from the engineer who investigated....

    I can't duplicate this either, I tried a few things:

    1. Editing a posted appointment by opening it: Never asks to modify all recurring appointment and only modifies the selected one regardless of text or html mode.
    2. Change the time of a posted appointment by drag and drop it in the calendar: It asks you if you want to apply this to all. I implemented this for Ascot, in GW8 it only moved the selected one. Works the same in either text or html mode.
    3. Change the time of a group appointment by drag and drop it in the calendar: It asks you if you want do to edit it before moving, if you answer yes or not it always asks to modify this or all instances.

    I tried a few other scenarios, like changing from text to html or html to text after the appt already existed and could never duplicate the bug.

    So - back to you! Do you have an SR#, Steps to duplicate or any other details that will lead us in a better direction?



  • Please tell me that the HTML/Plain Text bug is fixed when editing/modifying recurring appointments too. This was where when editing a repeating appointment you don't receive a prompt to edit "This Instance, All Instances, or This Instance Forward" and depending on if your current edit mode is Plain Text or HTML it modified either only that instance or All Instances automatically.
  • With GroupWise Ascot POA and Clients - this is the exact behavior your users will experience.

    1. The reset will be in just one new appointment.
    2. You will not get a meeting cancelled on a modify with GroupWise 8.

  • I'm in the camp of keeping it simple for the users. One thing that has plagued us is changing a time or date on an appointment. Our blackberry and droid users see "Meeting Cancelled..." and then another email inviting them to accept the new meeting. Because of the smaller screens they don't see the entire subject and it's very confusing for them. If you're going to reset the appointment so they need to accept it could you do it all in one email? If not, could you at least change that notification email to something a little less misleading, like "Meeting Modified...."?
  • Stubbing is still not complete for WebAccess. We will recommend that you continue to use the 3rd party addon to access it in Ascot.

  • We have implemented stubbing quite extensively here. Will the new WebAccess client have the capability to view stubbed messages? Or will we still have to use our 3rd party addon to access it through archiving?

  • To be clear: Archive for WebAccess is not in Ascot.

    However - we do plan to bring Archive capabilities to WebAccess. Several of our partners already do this today. We will follow a very similar model which gives users access to their archive no matter where they are at. This means that the archive will not be stored locally or at least, optionally, not stored locally.

  • How will Email Archiving in the new WebAccess work given that a user can login from practically anywhere?
  • Not at all - in fact we had long discussions about getting rid of Resend completely. The reason that we are doing it the way we are is because the vast majority of our users know that in order to change something about an appointment they have to do a Resend or a Delegate.

    If we remove or rename the resend option they will struggle to find it. This way we can remove the pain that the recipients were feeling, we can remove the pain that the organizers had, and we put it in a place that everyone was already using without forcing new behavior to achieve the thing they wanted in the first place.

    We designed it this way with the approval of our collaboration advisory council, which are a set of customers that we are working closely with on these design decision.