A tool for scheduling a project review meeting based on monitoring of one or more documents required for the project review meeting. The documents/files are identified along with criteria that the documents must meet prior to scheduling the review meeting. The criteria can be default criteria or specifically defined and entered by a user. The tool monitors the documents and in response to finding that the criteria has been met, determines meeting participants, generally collaborators working on the documents, determines the meeting participants' individual schedules, and determines a meeting time based on the meeting participants' individual schedules.