Create & Manage Motion Actions

  • Updated on Jul 14, 2025
  • Published on May 6, 2025
  • 4 minute(s) read
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Each Meeting Type can be customized with a distinct group of available motions to be used within the Minutes module. This also includes the ability to set a default that will be used every time you add a motion action to an item within Minutes. By tailoring this list to your boards' preferred motions, you can increase minutes-taking efficiency by eliminating the need to retype commonly used motion text.

This article will show you how to add, edit, reorder, and delete the motions that are saved in the system as well as how to assign them to Meeting Types. For instructions on how to add a motion in the Minutes module, see the Add a Motion article.

Important Notes

  • To manage these settings, a user must have the Has Access to Meetings Site Settings permission in their User Profile.

  • A motion alone has little functionality. You will need to assign the motion to a Meeting Type to activate motion-connected functionality. This allows the motion to be used when working in the Minutes module.

  • By default, motion actions are displayed in the Meetings module according to the order in which they were created; the system does not alphabetize them automatically. If you would like to have the event categories appear in a particular order, you will need to manually reorder them.

Add a Motion Action

  1. Sign in to your solution if you have not already

  2. Navigate to the User Menu, then select the Settings optionThe User menu with the Settings option highlighted.

  3. Click the Meetings tileThe Meetings tile with a briefcase icon on the Site Settings page.

  4. Click the Data Source Options tileThe Data Source Options tile with a paper checklist icon on the Meetings page.

  5. Scroll to the Agenda Item Motions sectionThe Agenda Item Motions section.

  6. Click the New Motion Action buttonThe white, rectangular New Motion Action button.

  7. Fill in the Add Motion Action fieldsThe Motion Action and Notes fields on the Add Motion Action modal.

    • Motion Action: Enter the text that will be used for this motion

    • Notes: Enter optional helper text that is visible when working with motions within Settings

      Note:

      The Notes field is limited to 100 characters.

  8. Click the Create Motion Action button to save the motion and close the Add Motion Action dialog box, or click the Create and Add New button to save the motion and automatically start work on another motion The green, rectangular Create Motion Action button and blue, rectangular Create and Add New button in the lower-right corner of the Add Motion Action modal.

  9. The motion action has been added

Edit a Motion Action

  1. Sign in to your solution if you have not already

  2. Navigate to the User Menu, then select the Settings optionThe User menu with the Settings option highlighted.

  3. Click the Meetings tileThe Meetings tile with a briefcase icon on the Site Settings page.

  4. Click the Data Source Options tileThe Data Source Options tile with a paper checklist icon on the Meetings page.

  5. Scroll to the Agenda Item Motions sectionThe Agenda Item Motions section.

  6. Click the Edit tool (purple pencil icon) to the right of the existing motion that you wish to editThe Edit tool for an example motion.

  7. Update the Edit Motion Action fields as desiredThe Motion Action and Notes fields on the Edit Motion Action modal.

    • Motion Action: Edit the text that will be used for this motion, if desired

    • Notes: Edit the optional helper text that is visible when working with motions within Settings, if desired

      Note:

      The Notes field is limited to 100 characters.

  8. Click the Save Changes buttonThe green, rectangular Save Changes button in the lower-right corner of the Edit Modal Action modal.

  9. The motion action has been edited

Reorder Motion Actions

  1. Sign in to your solution if you have not already

  2. Navigate to the User Menu, then select the Settings optionThe User menu with the Settings option highlighted.

  3. Click the Meetings tileThe Meetings tile with a briefcase icon on the Site Settings page.

  4. Click the Data Source Options tileThe Data Source Options tile with a paper checklist icon on the Meetings page.

  5. Scroll to the Agenda Item Motions sectionThe Agenda Item Motions section.

  6. Click the Edit Order buttonThe white, rectangular Edit Order button to the right of the Agenda Item Motions.

  7. Click and hold the grid icon next to the motion actions you wish to move, then drag and drop them into the desired orderAn example motion action being dragged and dropped from one place in the Event Categories list to another.

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

  9. The motion actions have been reordered

Delete a Motion Action

  1. Sign in to your solution if you have not already

  2. Navigate to the User Menu, then select the Settings optionThe User menu with the Settings option highlighted.

  3. Click the Meetings tileThe Meetings tile with a briefcase icon on the Site Settings page.

  4. Click the Data Source Options tileThe Data Source Options tile with a paper checklist icon on the Meetings page.

  5. Scroll to the Agenda Item Motions sectionThe Agenda Item Motions section.

  6. Click the Delete tool (red trash can icon) to the right of the existing motion that you wish to deleteThe Delete tool for an example motion.

  7. Click the Delete Motion Action button on the popup that appears to confirm the deletionThe red, rectangular Delete Motion Action button a the Delete Motion Action popup.

  8. The motion action has been deleted

Modify the Motions for a Meeting Type

  1. Sign in to your solution if you have not already

  2. Navigate to the User Menu, then select the Settings optionThe User menu with the Settings option highlighted.

  3. Click the Meetings tileThe Meetings tile with a briefcase icon on the Site Settings page.

  4. Click the Meeting Types tileThe Meeting Types tile with a file folder icon on the Meetings Settings page.

  5. Click the Edit tool (purple pencil icon) to the right of the Meeting Type that has the motions you wish to editThe Edit tool for an example meeting type.

  6. Click the View menu and select Options in the dropdown listThe View menu and the Options option highlighted.

  7. Scroll to the Motions section and check or uncheck the checkboxes for the motions that you wish to make available or unavailable for this Meeting TypeThe Motions section on the Options page.

    Notes:

    • This list displays the name of all available motions and any notes that have been saved to each, which allows you to quickly differentiate between two motions that share similar names.

    • When creating or editing motion actions from the Minutes module for this Meeting Type, users will only be able to select Item Categories that are checked within this list.

  8. Click the Default Motion Name dropdown and select the motion to be used by default when adding new motion actions from the Minutes module, if desired (optional)The Default Motion Name dropdown in the Motions section.

    Note:

    The Default Motion Name dropdown list only includes motions that have been checked in the list that appears above it. If you have checked any motions checkboxes without saving your changes, you will need to do so (see step 9) before those motions will appear in the dropdown.

  9. Click the Save Changes button to save all changes and remain on the Options page, or click the Save and Exit button to save all changes and return to the Meeting Types page The green, rectangular Save Changes button and blue, rectangular Save and Exit button below the User Menu.

  10. The Meeting Type's motions have been updated

    Note:

    Changes to motions will apply the next time you visit the Minutes module.

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