Word designs are templates that provide a framework for your agendas, item or staff reports, and minutes. These will often contain a header, agenda content, and a footer with information you wish to appear consistently across recurring documents. This article will show you how to add and manage Word designs.
Important Notes
If you update the Word design template that is listed on an agenda, item/staff report, or minutes document, it should take effect immediately.
We recommend keeping backup copies of your Word designs in case someone accidentally deletes them or makes an undesired change.
There is no way to restore a Word design that has been deleted. If you accidentally delete a Word design, you will need to recreate it and reset all meeting types to use the new design.
Add a New Word Design
To add a new Word design to your solution, we recommend that you download an existing Word design that is similar to what you want it to look like, make the desired changes, and then upload the new file.
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 Word Design tile
Click the Download button (purple monitor and down arrow icon) to the right of an existing Word design that is similar to the one you want to add
Open the downloaded Word design file on your computer, make the desired changes, and save the file
Navigate back to the Word Designs page within Agenda and Meeting Management Select
Click the New Word Design button
Fill in the Add Word Design fields
Name (required): Enter a name for the new Word design
Type: Click the dropdown and select the type for the new Word design
Click the Add New Word Design button
Click the Upload button (green up arrow and cloud icon) to the right of the newly created Word design
Click the Drop or Select File to Upload field to open your computer's File Explorer and select the Word design file you wish to upload, or drag and drop the desired file from your computer onto the field
Click the Upload button
The Word design has been added
Edit a Word Design
You can update Word designs to change the framework of agendas, items, or staff reports, and minutes that are created in the future.
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 Word Design tile
Click the Edit button (purple pencil icon) to the right of an existing Word design to update its basic details, if desired
Update the Edit Word Design fields as necessary
Name (required): Update the name of the Word design, if desired
Type: Click the dropdown and select a new type for the Word design, if desired
Click the Save Changes button
Click the Download button (purple monitor and down arrow icon) to the right of an existing Word design to download and edit the Word design, if desired
Open the downloaded Word design file, make the desired changes, and save the file
Navigate back to the Word Designs page within Agenda and Meeting Management Select
Click the Upload button (green up arrow and cloud icon) to the right of the existing Word design file to replace it, if desired
Click the Drop or Select File to Upload field to open your computer's File Explorer and select the Word design file you wish to upload, or drag and drop the desired file from your computer onto the field
Click the Upload button
The Word design has been edited
Reorder Word Designs
The Edit Order functionality allows you to change the order in which your Word designs appear on various pages or within certain dropdown menus.
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 Word Design tile
Click the Edit Order button
Click and hold the grid icon(s) to the left of the desired Word design(s) and drag and drop the design(s) into the preferred order
Click the Save Changes button
The Word designs have been reordered
Update the Word Designs Used by a Meeting Type
Each Meeting Type can have a distinct Word design for its agenda, items, or staff reports, and minutes. This section will show you how to configure the Word designs used by a Meeting Type. New Meeting Type configurations will only apply to newly created documents.
Sign in to the system if you have not already
Navigate to the User Menu and select Settings
Click the Meetings tile
Click the Meeting Types tile
Click the Edit button (purple pencil icon) next to the Meeting Type you wish to update
Navigate to the View menu and ensure the Default Settings option is selected to update the Meeting Type's Default Agenda Word design, if desired
Navigate to the Default Templates & Content section
Click the Default Agenda Word Design field and select the Word design that you wish to apply to all meetings for this Meeting Type
Click the Save Changes button
Navigate to the View menu and select the Item Reports option to update the Meeting Type's default Item Report Word Design, if desired
Click the Create Report button to create a new item or staff report, or click the Edit button (purple pencil icon) to the right of an existing item or staff report to edit it
Enter or edit the Item Report Information fields as needed
Ensure that the Word design that you wish to be used by every item report created by this rule is selected in the Item Report Word Design field
Click the Save button
Navigate to the View menu and select the Minutes option to update the Meeting Type's default minutes Word design, if desired
Click the Minutes Word Design field and select the Word design that you wish to apply to all meetings for this Meeting Type
Click a Save option
Save Changes: Save your changes and continue configuring the current Meeting Type settings
Save and Exit: Save your changes and automatically navigate back to the Meeting Types page
The default Word designs for the selected meeting type have been updated
Delete a Word Design
If you no longer need a Word design for future documents, you can delete it from the system. Just be aware that there is no way to restore a Word design that has been deleted. If you accidentally delete a Word design, you will need to recreate it and reset all meeting types to use the new 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 Word Design tile
Click the Delete button (red trash can icon) to the right of the Word design you wish to delete
Click the Delete Word Design button on the Delete Word Design pop-up that appears to confirm the deletion
The Word design has been deleted