Item Reports are documents that contain all relevant item information needed during a meeting. They can be produced within Agenda and Meeting Management Select or uploaded from an outside application. When using the built-in functionality for creating Item Reports, the system allows users to enter their item data into modular item fields, which are then dynamically pulled into a pre-defined template.
To help create routine agenda content, you can create Report Designs that define the content of your Item Reports. Report Designs use merge tags (dynamic data) and fixed text to display information in a consistent way. They work with Field Designs, which control what data appears, while Report Designs control how that data is shown. Key features of Report Designs include:
Layout and Appearance: Control how report content is arranged using text, tables, and formatting tools.
Works with Field Designs: Field Designs control which fields are included. Report Designs control how those fields are displayed.
Flexible Use Across Meetings: Use Report Designs across different meeting types. You can create multiple designs for different boards or use cases.
Custom Headers and Content: Customize headers, logos, and formatting to match different meeting or board needs.
Merge Tags for Dynamic Content: Use merge tags to pull in item data automatically.
Advanced Formatting Options: Combine Report Designs with Word layouts for more complex formatting when needed.
This article will show how to create, edit, reorder, and delete Report Designs, and how to assign them to Meeting Type Item Reports.
Important Notes
To manage report design settings, a user must have the "Has Access to Meetings Site Settings" permission in their User Profile.
For instructions on how to manually create, edit, and delete Item Reports, see the Create and Manage Item Reports article.
For instructions on how to definte rules for the automatic creation of Item Reports, see the Manage Auto-Creation of Item Reports article.
When working with Report Designs, formatting issues can occur when tables or content extend beyond page margins. This is typically resolved by adjusting width settings in the report design (using specific measurements like "6.5in" instead of percentages like "100%").
Create a Report Design
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Report Design tile:
Click the New Report Design button:
Fill in the New Report Design fields:
Name: Enter a unique name for the report design
Content: Enter the content you wish to appear in the report design
Note:
You can use the paragraph formatting and text formatting tools to format the display of the report design, as desired:
Click Create Report Design to save the new report design and return to the Report Designs page, or click Create and Add New to save the new report design and immediately begin creating a new one:
The report design has been created
Edit a Report Design
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Report Design tile:
Click the Edit button (purple pencil icon) to the right of the report design you wish to edit:
Update the Edit Report Design fields:
Name: Update the name of the report design, if desired
Content: Update the content that appears in the report design, if desired
Note:
You can use the paragraph formatting and text formatting tools to format the display of the report design, as desired:
Click the Save Changes button:
The report design has been edited
Reorder Report Designs
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Report Design tile:
Click the Edit Order button:
Click and hold the grid icon next to the report designs you wish to move, then drag and drop them into the desired order:
Click the Save Changes button:
The report designs have been reordered
Delete a Report Design
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Report Design tile:
Click the Delete button (red trash can icon) to the right of the report design you wish to remove permanently:
Click the Delete Report Design button on the Delete Report Design pop-up that appears to confirm the deletion:
The report design has been deleted
Assign Report Designs to Meeting Type Item Reports
To help create routine agenda content, you can define rules for the auto-creation of Item Reports. These auto-creation rules, which include the report design that should be used, are configured by Meeting Type to ensure that the right content appears based on the specific needs of the meeting. When the rules are properly defined, new items created under designated sections will automatically have one or more Item Reports created. For instructions on how to create, edit, and delete the Item Report auto-creation rules that apply to a Meeting Type, see the Manage Auto-Creation of Item Reports article.