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
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Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Data Source Options tile:
Scroll to the Agenda Item Motions section:
Click the New Motion Action button:
Fill in the Add Motion Action fields:
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.
Click the Create Motion Action button to save the motion and close the Add Motion Action dialog, or click the Create and Add New button to save the motion and automatically start work on another motion:
The motion action has been added
Edit a Motion Action
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Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Data Source Options tile:
In the Agenda Item Motions section, click the Edit tool (purple pencil icon) to the right of the existing motion that you wish to edit:
Update the Edit Motion Action fields as desired:
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.
Click the Save Changes button:
The motion action has been edited
Reorder Motion Actions
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Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Data Source Options tile:
In the Agenda Item Motions section, click the Edit Order button:
Click and hold the grid icon next to the motion actions you wish to move, then drag and drop them into the desired order:
Click the Save Changes button:
The motion actions have been reordered
Delete a Motion Action
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Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Data Source Options tile:
In the Agenda Item Motions section, click the Delete tool (red trash can icon) to the right of the existing motion that you wish to delete:
Click the Delete Motion Action button on the pop-up that appears to confirm the deletion:
The motion action has been deleted
Modify the Motions for a Meeting Type
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Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Meeting Types tile:
Click the Edit tool (purple pencil icon) to the right of the Meeting Type that has the motions you wish to edit:
Click the View menu and select Options in the dropdown list:
Navigate to the Motions section and check or uncheck the checkboxes for the motions that you wish to make available or unavailable for this Meeting Type:
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.
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):
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.
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 Meeting Type's motions have been updated
Note:
Changes to motions will apply the next time you visit the Minutes module.