This article will show you how to generate a Minutes file using content previously entered into the system, as well as how to upload a Minutes file that has been created or uploaded outside the system.
Generate a Minutes File
Sign in to the system if you have not already
Navigate to the Meetings module:
Select the desired agenda:
Navigate to the View menu and select the Agenda Files option from the dropdown list:
Click the Create/Upload button in the Created/Uploaded section:
Ensure that the Create tab is selected:
Fill in the information fields:
File to Create (required): Click this field and select the Minutes option from the dropdown list
File Name (required): Enter a name for the Minutes file
Regenerate Agenda Item Reports: Check this checkbox to indicate if related agenda item reports should be automatically regenerated as part of the Minutes creation process
Order: Select the Item Order you wish the Minutes file to use
User Agenda Item Order: Select this option to have items in your Minutes file align with the order of items as they appear on the Agenda view
Use Minutes Item Order: Select this option to have items in your Minutes file align with the order of items as they appear on the Minutes Summary page
Click the Create File button:
The Minutes file will begin processing and will appear automatically once completed
Note:
It may take up to a few minutes for the system to create your Minutes, depending on the file size. You do not need to refresh or resumbit if your Minutes details if generation is delayed.
Once processing is complete, the Minutes will be listed in the Created/Uploaded section:
Click the View File icons to the right of the Minutes to download the document to your device, if desired:
Note:
If changes are made to the Minutes within the system, you will need to repeat the steps in this section to regenerate the Minutes and hav the file reflect those changes.
Upload a Minutes File
Sign in to the system if you have not already
Navigate to the Meetings module:
Select the desired agenda:
Navigate to the View menu and select the Agenda Files option from the dropdown list:
Click the Create/Upload button in the Created/Uploaded section:
Select the Upload tab:
Fill in the information fields:
File Name: Enter a name for your Minutes file
Type: Choose Minutes as the file type
Drop or Select File to Upload: Drag and drop your Minutes file onto the Drop or Select File field or click the field to locate and select the Minutes file from your device
Click the Upload File button:
The Minutes file has been uploaded and will now appear in the Created/Uploaded section:
Click the View File icons to the right of the uploaded document to download the Minutes file to your device, if desired:
