RingCentral Meetings Outlook Plugin has overwritten the content of your invitation

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After a recent Windows update and reboot, I added an RC Meeting to an existing invite.  When I went to send, I received a dialog message stating: "RingCentral Meetings Outlook Plugin has overwritten the content of your invitation.  The invitation now includes only the updated Zoom information.  Your original content is available on the clipboard.  

I believe I turned this off in the past, so it feels like my settings are being lost with updates.  But if there is not a setting for this, there should be (I don't see it in the settings now).  Plus I think it is presumptuous to think that the RC content is more important than my carefully crafted agenda or that it is more important than what might be currently on my clipboard.  I would recommend that RC first asks if it is OK to replace my clipboard contents, and that it puts the RC content on the clipboard, not my carefully crafted agenda.  I need the RC content at the bottom so that when I assign agenda items to people they see themselves on the agenda and remember to prepare.  Feels like RC is causing me a bunch of extra work.
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Shannon Holck

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Posted 5 months ago

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BIS Tech Support

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I googled this issue and this is the only hit I got.  I agree there needs to be clarify on what this does, what triggers it and how to control it.  It is overwriting our users customizations of the message.  It seems to trigger every time the subject line is changed and "poof" the body of the invite is overwritten.
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YippeeKayaye

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Does anyone have any response to this?  The layout of the Ring Central Meeting invitation is not ideal and we have to modify and add info for the attendees.  When we hit send invite, it overwrites all the changes and sends the default layout without any opportunity to cancel.  The attendees end up getting incomplete info and we have to send a followup email to everyone.

We need a way to disable this or at least understand what triggers it.  It doesn't seem to happen every time.  We also need a way to modify the default invite content.  The layout is not tidy, there are call in numbers we don't want people to use, and the meeting ID is not indicated very well.

Anyone else seeing this popup?



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Shannon Holck

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Sometimes I see it, sometimes I don't, but not sure if it's because I once clicked "Do not remind me again" ... and I don't really need the "RingCentral section" so much as the portion of the meeting invite that it just wiped out (my agenda and message to the attendees). 
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YippeeKayaye

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If we click the "do not remind" it just overwrites and doesn't tell us that our invitation details got overwritten.

It also happens a lot on meeting changes and resending invitations.
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Saadet - Community Support, Official Rep

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Hmmm....I do not believe you should be receiving this error message. I would suggest opening a case so we can investigate.

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YippeeKayaye

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Thanks.  I do have a case open as well & sounds like it's been sent over to the partner/developer.
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Saadet - Community Support, Official Rep

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Perfect!
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Fogg

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I would like to add that this is also happening to us but its overwriting the whole message.



(Edited)
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Kristen

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This is extremely frustrating- I end up sending a separate email with the meeting agenda, when it should all be housed within the actual meeting invite. This "feature" is introducing waste in to our process, not removing it. 
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Yippeekayaye

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Well, we switched to Zoom as we could not get the required info or tech support with RC for issues like this.  I feel the pain so I'm posting my findings here for RC users since RC hasn't bothered to explain the issue in this thread and the case I opened went nowhere.

Zoom has pretty much the same issue which I was able to work with Zoom tech support to identify as follows:
Zoom Rooms requires the meeting info to be embedded in the meeting invite.  Zoom Rooms uses this info to auto connect to the meeting when the host starts it on the ipad.  If the info is tampered with (ie: if the meeting ID & call in number are removed) it will reload the required info.

This issue should only be occurring when booking a zoom room.  A non-zoom room meeting should not cause this to happen.

This makes sense for how Zoom Rooms work, but I really think they can improve the method so Zoom Rooms still gets it's info (imbedded & hidden from the users) and users have control back over their meeting invite content.

I've filed a request with Zoom to at least have a warning and a cancel option appear before deleting data and sending a modified version that the user did not approve.  It's quite shocking to me that they actually are not rushing to fix this.  No app should have the right to delete user data so indiscriminately, never mind deleting the user data and then sending the invite to everyone with no option to cancel.  It's caused some embarrassing moments for us and a mad scramble to followup with a seperate email containing the info that was just deleted.

One workaround we've employed is to educate users to input the agenda details above the meeting info and not edit the meeting info.  With Zoom we were also able to customize the meeting invite default message format & layout to be cleaner and neater and branded to our company so it fits well as part of the invite.  Unfortunately RC does not have the ability to edit the meeting templates and they aren't exactly the most legible layout.  You could just copy paste what you need and clean it up, then use carriage return to push the original template info way down and out of sight.  Not an efficient solution, but...

Sounds like Zoom will have this addressed in an upcoming version.  RC stays a version or two behind, so won't see it there until who knows when.
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Shannon Holck

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Thanks, @Yippeekayaye!  I will pass this info on to our Operations team for consideration when our RC contract comes up for renewal!  Call quality/dropped calls has been their bigger concern.  Great to know there are other companies that provide customer service!
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Yippeekayaye

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Yup, Zoom support and customer service has been absolutely stellar and they know the product inside out.  Losing the combined PBX & conferencing was the hardest part for us.  (I won't mention here that Zoom also has cloud PBX services rolling out in the new year).  I would love to see RC step up their game a bit and get back in the race.