Create and Manage Item Reports

  • Updated on May 7, 2026
  • Published on May 8, 2025
  • 6 minute(s) read
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Item Reports (also known as Staff Reports, Memoranda, and Cover Letters) are documents, either produced by Agenda and Meeting Management Select or uploaded from an outside application, that contain all the relevant item information needed during a meeting.

System-created Item Reports are tied to Meeting Types. These are generated from the content contained within Item Fields rather than being uploaded as separate attachments. They share the same header/footer design and contain the same pre-determined text and fields that will automatically pull in from created agenda items.

This article will show you how to create, preview, regenerate, edit, reorder, and delete Item Reports.

Create or Upload an Item Report

  1. Sign in to the system if you have not already

  2. Navigate to the Meetings module:
    The Meetings Module option in the left-hand navigation menu.

  3. Select the agenda that has the item you wish to create an item report for:
    An example agenda tile in the Meetings module.

  4. Select the desired item:
    An example item in Agenda view.

  5. Navigate to the View menu and select the Item Files option from the dropdown list:
    The View menu and Item Files dropdown option for an example Budget Committee Report item.

    Note:

    The default view is Item Fields.

  6. In the Item Reports section, click the Create/Upload Report button:
    The white, rectangular Create/Upload Report button to the right of the Item Reports header.

  7. Click the Upload tab to upload an item report from your computer:
    The rectangular Upload tab below the Create/Upload header.

    1. Fill in the Upload tab information fields:
      The Upload tab information fields.

      • Item Report Name: Add a name for the report

      • Include in Packet: Check this checkbox to include the item report in the agenda packet

      • Drop or Select File to Upload: Drag-and-drop an item report onto the file upload field, or click the upload icon to select and attach an item report file from your computer

    2. Click the Upload File button:
      The green, rectangular Upload File button in the lower-right corner of the Create/Upload modal.

  8. Or click the Create tab to have the system create a new item report:
    The rectangular Create tab below the Create/Upload header.

    1. Fill in the Create tab information fields:
      The Create tab information fields.

      • Item Report Name (required): Enter a name for your report

      • Item Report Design: Select a Report template from the dropdown menu

      • Item Report Word Design: Select a pre-existing Word template or a Blank Document

      • Include In Packet: Check the box to include the item report in your agenda packet

    2. Click the Create File button:
      The green, rectangular Create File button in the lower-right corner of the Create/Upload modal.

    3. Click the Generate button to generate PDF (Portable Document Format) and Word files for the Item Report:

      The generate button to the right of an example Item Report.

  9. The item report has been added to the system:
    An example item report on Item Files page.

    Note:

    Uploaded Item Reports will not have Generate or Preview options in the Actions column.

  10. Click the View PDF File or View Word File icons to the right of the Item Report to download the file to your device:

    Example Item Report file icons.

Preview a System-Generated Item Report

  1. Sign in to the system if you have not already

  2. Navigate to the Meetings module:

    The Meetings Module option in the left-hand navigation menu.

  3. Select the agenda that has the item report you wish to preview:

    An example agenda tile in the Meetings module.

  4. Select the desired item:

    An example item in Agenda view.

  5. Navigate to the View menu and select the Item Files option from the dropdown list:

    The View menu and Item Files dropdown option for an example Budget Committee Report item.

    Note:

    The default view is Item Fields.

  6. Navigate to the Item Reports section:

    The Item Reports section on an example Item Files page.

  7. Click the Generate button to generate updated versions of the Item Report files, if needed:

    The generate button to the right of an example Item Report.

  8. Click the Preview button (eyeball icon) to preview the current Item Report:

    The Preview button to the right of an example Item Report.

  9. View a preview of your Item Report in the PDF Viewer:

    An example Item Report document in a PDF Viewer.

  10. Use the PDF Viewer’s tools to change the display of your Item Report preview or interact with the document, if desired:

    The Item Report Preview PDF Viewer toolbar.

    • Toggle Sidebar (rectangle and square icon): Show or hide a sidebar with additional PDF Viewer tools

    • Find in Document (magnifying glass icon): Click to display a search box that you can use to locate specific text within the Item Report preview

    • Previous Page (up arrow icon): Navigate to the page before the one you are currently viewing

    • Next Page (down arrow icon): Navigate to the page after the one you are currently viewing

    • Page: Manually enter the page number of the page you wish to view

    • Zoom Out (minus icon): Make the content in the viewing window smaller

    • Zoom In (plus icon): Make the content in the viewing window bigger

    • Zoom: Select a Zoom preference or percentage

    • Highlight (highlighter icon): Highlight text within the Item Report preview

    • Text (capital T icon): Type text in the color and size of your choice onto the Item Report preview

    • Draw (pencil icon): Freehand draw on the Item Report preview

    • Add or Edit Images (image icon): Upload an image from your device onto the Item Report preview

    • Print (printer icon): Open a print dialog box that can be used to print one or more pages of the Item Report preview according to your preference

    • Save (folder and down arrow icon): Download a Copy of the Item Report preview with any changes you have made in the PDF viewer

    • Tools (double right-arrow icon): See additional PDF Viewer tools, such as Document Properties and clockwise and counterclockwise rotation

  11. Click the Close Window button to exit the PDF Viewer and return to the Item Files page when you are done:

    The white Close Window button in the lower-right corner of an Item Report preview modal.

Regenerate System-Generated Item Report Files

  1. Sign in to the system if you have not already

  2. Navigate to the Meetings module:

    The Meetings Module option in the left-hand navigation menu.

  3. Select the agenda that has the item report you wish to preview:

    An example agenda tile in the Meetings module.

  4. Select the desired item:

    An example item in Agenda view.

  5. Navigate to the View menu and select the Item Files option from the dropdown list:

    The View menu and Item Files dropdown option for an example Budget Committee Report item.

    Note:

    The default view is Item Fields.

  6. Navigate to the Item Reports section:

    The Item Reports section on an example Item Files page.

  7. Click the Generate button to generate updated versions of the Item Report’s PDF and Word files:

    The generate button to the right of an example Item Report.

  8. Click the Ok button on the Success! pop-up message that appears:

    The green, square OK button on the Success! item report generation pop-up.

  9. Click the Preview button to preview the current Item Report, if desired:

    The Preview button to the right of an example Item Report.

  10. The Item Report has been generated

Edit an Item Report

  1. Sign in to the system if you have not already

  2. Navigate to the Meetings module:
    The Meetings Module option in the left-hand navigation menu.

  3. Select the agenda that has the item report you wish to edit:
    An example agenda tile in the Meetings module.

  4. Select the desired item:
    An example item in Agenda view.

  5. Navigate to the View menu and select the Item Files option from the dropdown list:
    The View menu and Item Files dropdown option for an example Budget Committee Report item.

    Note:

    The default view is Item Fields.

  6. Navigate to the Item Reports section:

    The Item Reports section on an example Item Files page.

  7. Click the Edit tool (purple pencil icon) next to the item report you wish to edit:
    The Edit button to the right of an example item report.

  8. Update the Edit Item Report fields as desired:
    The Edit Item Report modal information fields for a created item report.

    • Item Report Name (required): Edit the name of your report, if desired

    • Item Report Design (required): Select a Report template from the dropdown menu, if desired

    • Item Report Word Design (required): Select a pre-existing Word Template or a Blank Document, if desired

    • Include In Packet: Check the box to include the item report in your agenda packet, if desired

    Note:

    The Edit Item Report modal will include a separate set of fields if the existing item report was uploaded rather than created within the system:

    The Edit Item Report modal information fields for an uploaded item report.

    • Item Report Name (required): Edit the name of the item report, if desired

    • Include In Packet: Check the checkbox to indicate whether the item report should be included in the associated agenda packet

    • Drop or Select File to Upload: Drag-and-drop a replacement item report file onto the file upload field, or click the upload icon to select and upload an item report file from your computer, if desired (the text description for this field will be replaced with a document name if a file has already been uploaded)

  9. Click the Save button to save your changes:
    The green, rectangular Save button in the lower-right corner of the Edit Item Report modal.

  10. Click the Generate button to generate updated versions of the Item Report’s PDF and Word files if you are updating a system-created report:

    The generate button to the right of an example Item Report.

  11. The item report and its files have been updated

Reorder Item Reports

  1. Sign in to the system if you have not already

  2. Navigate to the Meetings module:

    The Meetings Module option in the left-hand navigation menu.

  3. Select the agenda that has the item report you wish to regenerate:

    An example agenda tile in the Meetings module.

  4. Select the desired item:

    An example item in Agenda view.

  5. Navigate to the View menu and select the Item Files option from the dropdown list:

    The View menu and Item Files dropdown option for an example Budget Committee Report item.

    Note:

    The default view is Item Fields.

  6. In the Item Reports section, click the Edit Order button:

    The white, rectangular Edit Order button to the right of the Item Reports header.

  7. Click and hold the grid icon to the left of the desired Item Reports, and drag and drop the reports into the preferred order:

    An example Item Report being dragged and dropped into place on the Edit Order modal.

  8. Click the Save Changes button:

    The green, rectangular Save Changes button in the lower-right corner of the Edit Order modal.

  9. The item reports have been reordered

Delete an Item Report

  1. Sign in to the system if you have not already

  2. Navigate to the Meetings module:
    The Meetings Module option in the left-hand navigation menu.

  3. Select the agenda that has the item report you wish to delete:
    An example agenda tile in the Meetings module.

  4. Select the desired item:
    An example item in Agenda view.

  5. Navigate to the View menu and select the Item Files option from the dropdown list:
    The View menu and Item Files dropdown option for an example Budget Committee Report item.

    Note:

    The default view is Item Fields.

  6. Navigate to the Item Reports section:

    The Item Reports section on an example Item Files page.

  7. Click the Delete tool (red trash can icon) next to the item report you wish to delete:
    The Delete button to the right of an example item report.

  8. Click the Delete Item Report File button on the Delete Item Report File pop-up that appears to confirm the deletion:
    The red, rectangular Delete Item Report File button on the Delete Item Report File popup box.

  9. The item report has been deleted

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