You can edit or replace agenda item attachments in the Meetings module when attachment details or files need to be updated. Attachment settings, such as the attachment name, Public Portal visibility, Minutes inclusion, and confidentiality status, can be changed at any time.
Existing attachment files can also be replaced using a file from your computer or through supported integrations with Google Drive and OneDrive.
After saving your changes, you may need to regenerate and republish the agenda packet so the updated attachment appears in the Public Portal and Board Portal.
This article explains how to edit attachment settings and replace an agenda item attachment file.
Instructions
Sign in to your solution if you have not already
Navigate to the Meetings module:
Select the agenda with the attachment you wish to replace:
Select the item with the attachment you wish to replace:
Navigate to the View menu and select the Item Files option from the dropdown list:
Note:
The default view is Item Fields.
Navigate to the Attachments section:
Click the Edit button (purple pencil icon) to the right of the attachment you wish to replace:
Update the attachment settings as needed:
Attachment Name (required): Update the attachment name, if desired
Show Link on Public Portal: Select Yes or No to indicate whether the attachment link should be viewable on the Public Portal
Show Attachment in Minutes: Select Yes or No to indicate whether the attachment should be automatically appended to the end of the final Minutes PDF generated by the system
Confidential (required): Makes the attachment Non-Confidential or Confidential to the selected confidential attachments group
Note:
Confidential attachments cannot be included in Minutes. Attempting to do so prompts a warning.
Update the file used for the attachment:
To replace a file originally uploaded from a computer: Click the file field to select a new file from your computer’s File Explorer, or drag and drop the replacement file on top of the existing file:
Note:
If uploading a PDF file, the system will automatically run the file through an optimization process to attempt to reduce the file size and improve viewing on the web. The original PDF will not be retained in the system.
To replace a file uploaded using the Google Drive integration with a new Google Drive file: Click into the Shared Google URL field and remove the existing URL, then paste the new Google Drive file’s URL into the field:
Note:
The visibility of the Google URL entered into the Shared Google URL field must be set to "anyone with the link can view" for the attachment portion of the integration to work.
To replace a file uploaded using the OneDrive integration with a new OneDrive file: Click into the OneDrive Shared File Link
field and remove the existing URL, then paste the new OneDrive file’s URL into the File Link field:
Note:
You must use a publicly accessible URL in the OneDrive Shared File Link field for the function to work.
Click the Save button:
Click the Save Item button:
View and manage the attachment on the Item Files page as needed:
Regenerate the agenda packet and publish the updated version to the Public Portal and Board Portal if needed