Item Reports 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. When using the built-in functionality for creating Item Reports, the system allows users to enter their item data into modular item fields, which are then dynamically pulled into a pre-defined template.
To help create routine agenda content, you can define rules for the auto-creation of Item Reports. When the rules are properly defined, new items created under designated sections will automatically have an Item Report created (or multiple Item Reports, if defined as such). Auto-creation rules are configured by Meeting Type to ensure that the right content appears based on the specific needs of the meeting.
Important Notes
To manage these settings, a user must have the "Has Access to Meetings Site Settings" permission in their User Profile.
The Auto-creation rules only apply to sections that are part of the template at the time a meeting is created.
Best Practice Recommendation: Proper use of the Auto-creation of Item Reports functionality can save significant time and effort for users creating items, but not all items created under a designated section may require a report. Users can still delete unneeded reports from their items after initial creation.
Create Rules for Item Report Auto-Creation
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Meeting Types tile:
Click the Edit button (purple pencil icon) next to the Meeting Type with the recommended actions you wish to modify:
Navigate to the View menu and select Item Reports in the dropdown list:
Click the Create Report button:
Fill in the Add Item Report fields:
Item Report Name (required): Enter the default name to be given to every item report created by this rule
Item Report Design (required): Select the default Item Report Design that will be used by every item report created by this rule
Item Report Word Design (required): Select the default Word Design that will be used by every item report created by this rule
Include In Packet: Check this box if you want every item report created by this rule to automatically be flagged to be included in Agenda Packet generation
Sections: Check the box next to each Section that you want the auto-creation rule to apply to
Note:
This list only displays sections that are currently part of the default template for the selected Meeting Type.
Click the Save button:
The item report rules have been created:
Edit Rules for Item Report Auto-Creation
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Meeting Types tile:
Click the Edit button (purple pencil icon) next to the Meeting Type with the recommended actions you wish to modify:
Navigate to the View menu and select Item Reports in the dropdown list:
Click the Edit button to the right of the item report you wish to edit:
Fill in the Edit Item Report fields:
Item Report Name: Enter the default name to be given to every item report created by this rule
Item Report Design: Select the default Item Report Design that will be used by every item report created by this rule
Item Report Word Design: Select the default Word Design that will be used by every item report created by this rule
Include In Packet: Check this box if you want every item report created by this rule to automatically be flagged to be included in Agenda Packet generation
Sections: Check the box next to each Section that you want the auto-creation rule to apply to
Note:
This list only displays sections that are currently part of the default template for the selected Meeting Type.
Click the Save button:
The item report rules have been edited:
Delete Rules for Item Report Auto-Creation
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Meeting Types tile:
Click the Edit button (purple pencil icon) next to the Meeting Type with the recommended actions you wish to modify:
Navigate to the View menu and select Item Reports in the dropdown list:
Click the Delete button to the right of the item report you wish to delete:
Click the Delete Item Report button on the Delete Item Report pop-up that appears to confirm the deletion:
The item report rules have been deleted:
