As part of your Meetings Hub setup, your Project Lead can help you import historical meeting PDFs (including agendas, agenda packets, and minutes) into our Agenda and Meeting Management Essential solution. This article will explain how to prepare, send, and review your historical files.
Important Notes
The Agenda and Meeting Management Essential solution allows you to import PDF files only.
The PDF import of your agenda packets will bring over PDF packet documents as single units. Agenda packets cannot be separated to create individual items for the packet content.
If you would like your content to be searchable from your site, you will need to ensure all PDFs have been through OCR prior to uploading them to the FTP site.
Up to 7,500 files can be processed in a single import. If you have more than 7,500 files, it will be necessary to run multiple imports.
Select and Rename Your Files
You can upload one agenda file, one agenda packet file, and one minutes file per meeting. All files must be in PDF format.
Please make sure that all files that you plan to upload use the following naming convention:
MeetingBody_MeetingType_FileType_MM_DD_YYYY
Here are some examples of filenames that will successfully import:
City Council_Regular Meeting_Agenda_12_18_2022
City Council_Regular Meeting_Agenda Packet_12_18_2022
City Council_Regular Meeting_Minutes_12_18_2022
Upload Your Files
Note: All files should be separated into folders for each meeting body and subfolders for documents such as agendas, packets, and minutes.
You will send your historical PDF files to us through the FTP. To do so, you will need the following credentials:
FTP URL: ftp://imports.civicclerk.com
Username: will be provided by your project lead
Password: will be provided by your project lead
If you have not accessed an FTP site before, please review How-To Geek's How to Connect to FTP Servers in Windows (Without Extra Software) article to get started. Dedicated FTP client software (for example, FileZilla, WinSCP, and Cyberduck) can sometimes be easier to use.
Note:
We recommend that you download and use the FileZilla Client version of the free FileZilla FTP program.
If you choose to use the FileZilla Client program, you can connect to the Imports File Transfer Protocol by entering the FTP URL ftp://imports.civicclerk.com into the Host field, entering the username and password provided to you by your project lead into the Username and Password fields, and then clicking the Quickconnect button. As you transfer files, they will appear in the Directory window below the Remote site window on the right side of the screen.
If you have any questions during the import process, please follow up with your Project Lead.
Review Your Imported Files
Once your files have been uploaded to the FTP site, please notify your Project Lead. Your Project Lead will:
Access your files and process the import
Spot-check your import once it is complete
Release the import to you
Assist with diagnosing and resolving errors, if necessary
After your import is complete, review your files in the system. Reach out to your Project Lead with details on errors and any steps you have taken for resolution.