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Create a CAB definition

Create a CAB definition

CAB definitions are similar to a recurring meeting invitation. When you define a CAB definition, it determines the attributes that are associated with all CAB meetings generated from that definition.

Before you begin

Role required: sn_change_cab.cab_manager

Procedure

  1. Navigate to Change > Change Advisory Board > My CAB Definitions.
  2. Click New.
  3. On the CAB Definition form, fill in the fields.
    Table 1. CAB Definition form
    Field Description
    Name Name for the CAB definition.
    CAB Manager Name of the user who manages the CAB meetings.
    Delegates Delegate CAB members who can substitute as the CAB manager during the meeting.
    Board Members Board members who are expected to attend the CAB meeting, selected from the list of users.
    Board Groups Board groups who are expected to attend the CAB meeting, selected from the list of user groups.
    Rolling Meeting Window Number of days for which you want to create CAB meetings.
    Note: The CAB schedule and related schedules, if any, determine the number of CAB meetings that are created. For example, if you have a CAB schedule of once every week and you enter 28 days in the Rolling Meeting Window field, then three CAB meetings are created.
    CAB Type Type of CAB meeting this definition is used for.
    Time zone Time zone for the CAB meeting.
    Locations One or more locations for your CAB meetings. For example, meeting rooms in different offices.
    Active Check box that specifies whether the CAB definition is active. Clear the check box to deactivate the CAB definition.
    Conference Details Information such as meeting links, passwords, and phone numbers.
    Agenda Management
    Notification lead time Number of days prior to which change requesters are notified that their changes are coming up for discussion on the CAB agenda.
    Automatically Add Change Requests Check box to define the types of change requests that are automatically added to the CAB meeting agenda.

    When you select Automatically Add Change Requests, the Refresh CAB Meetings related link appears. If you click this link, search is performed for change requests that match the value in the Change Request Addition Conditions field. If there are any matching change requests, agenda items are created for them and added to the CAB agenda.

    If you do not select Automatically Add Change Requests, then you need to create individual agenda item for the associated change request for the meeting agenda.

    Change Request Addition Conditions Condition builder to specify which change requests are added to the CAB meeting agenda.
    • Add Filter Condition: Click to add additional filter conditions, or click AND next to the existing filter condition.
    • Add “OR” Clause: Click to display the results of multiple filter criteria in a single list.
    • Add Sort: Click to define the order of the change requests in this CAB meeting agenda. The agenda order can be defined in CAB Definitions or CAB Meetings, and can be based on one or more fields.
    Time per Agenda Item The time, in minutes and seconds, allotted to discuss each change request on the agenda. The allotted time can be adjusted for agenda items before or during the meeting.
    Complete Pre-approved Changes Check box to mark each pre-approved change request as Complete in the CAB meeting agenda.
    Note: Pre-approved changes are automatically marked as complete so that approvers do not have to review them. The pre-approved changes are visible in the CAB Workbench, and can be discussed if necessary.
  4. Open the form context menu and select Save.
    The Schedule Entries, Related Schedules, and CAB Meetings related lists appear.
  5. To set the meeting schedule for your CAB meeting series, complete the following steps:
    You can add one or more schedule entries to a CAB definition to schedule the series of CAB meetings. These schedule entries let you set valid days and times for holding CAB meetings.
    1. In the Schedule Entries related list, click New.
    2. On the Schedule Entry fields form, fill in these fields.
      Table 2. Schedule Entry fields form
      Field Description
      Name Name for the schedule entry.
      Type Type of schedule entry for the specified date and time duration, for example, appointment or meeting.
      • Time off: Shown as planned time-off.
      • Appointment: Shown as appointment time.
      • Meeting: Shown as meeting time.
      • Phone call: Shown as time for making phone calls.
      • Excluded: The duration is excluded.
      Show as How the schedule entry is displayed on the CAB calendar, for example, busy or tentative.
      When Start and end date and time for the schedule entry.
      All day Check box to make the schedule entry active for the entire duration of the selected dates.
      Time zone Time zone for the schedule entry. The time zone cannot be modified.
      Repeats Frequency with which the schedule entry repeats, for example, daily or weekly.

      When you select Monthly, the Monthly type field appears. Enter the number of times in a month when the schedule entry repeats.

      When you select Yearly, the Yearly type field appears. Select an option, as follows:
      • Day of the year: Chosen as the current day on which you define the schedule.
      • Floating: If you select this option, the following fields appear:
        • Float week: The week of the month when the schedule entry repeats.
        • Float day: The day of that week when the schedule entry repeats.
        • Month: The month when the schedule entry repeats.
      Repeat every If the schedule entry is selected to repeat, specifies how often it repeats. For example, if you select weekly repetitions, specify the frequency such as every week or every two weeks.

      This field appears when you select the Weekly, Monthly, or Yearly options.

      Repeat on If the schedule entry is selected to repeat, then specify when it repeats. For example, if you select weekly repetitions, specify the days of the week when it repeats.

      This field appears when you select the Weekly option.

      Repeat until If the schedule entry is scheduled to repeat, specifies an end date until which the schedule entry is repeated.
    3. Click Submit to add the schedule entry to the CAB definition.
    4. (Optional) Click the Show Schedule related link to view the series of CAB meetings in a calendar view in a new browser window or tab.
  6. Complete the following steps to set a related schedule for your CAB meeting series.
    You can add one or more related schedules to a CAB definition. Related schedules enable you to set valid schedules for holding CAB meetings. For example, if you set the public holiday schedule as a related schedule, it ensures that no CAB meeting is scheduled on a public holiday.
    1. In the Related Schedules related list, click Edit.
    2. Select one or more related schedules and move them to the Related Schedules List.
    3. Click Save.
    4. (Optional) On the CAB Definition form, click the Show Schedule related link to view the defined schedule in the calendar.
  7. In the Related Links section, click Refresh CAB Meetings.
    The CAB meeting series created from CAB definitions inherit the criteria of the CAB definition.
    You can view the series of CAB meetings generated from the CAB definition in the CAB Meetings related list.

What to do next

You can modify CAB meeting details and send meeting requests to attendees. You can also manage agendas by reviewing or adding agenda items to each of the meetings.