This article will show you how to see, update, and delete written comments submitted for agenda items.
Important Notes
Item Written Comment functionality is part of the Public Engagement Suite add-on. For more information or to enable the feature, please contact your Customer Success Manager or Account Manager.
Users must have both the “View: Item Written Comments” and “Take Actions” permissions enabled in their Meetings Security Profile to take action on a written comment, including updating its status. The “View: Item Written Comments” and “Delete” permissions must be enabled for a user to delete a written comment.
View Item Written Comments
Sign in to your solution if you have not already
Navigate to the Meetings module:
Select the desired agenda:
Items with written comments will have a Written Comments button (speech bubble icon) to the right of their name:
Notes:
You can hover over the Written Comments button to see a tooltip with the number of written comments that have been submitted:
You can also click the Written Comments button to bypass steps 5 and 6 and quickly access the Item Written Comments page.
Select the item you wish to view written comments for:
Navigate to the View menu and select the Item Written Comments option from the dropdown list:
View comment submissions in the Item Written Comments section:
Name column: See the names of the people who have submitted written comments
Comment column: See short previews of written comments that have been submitted
Attachment column: Quickly see if files have been attached to written comment submissions; when attachments are present, you click Preview (paper icon) to preview and interact with the comment attachment, if applicable and desired
Note:
The Attachment column will only be visible if the “Allow Attachments” Public Comment function has been enabled for the meeting type that this item falls under.
Position column: Quickly see if comment submitters are in Support of, Neutral on, or Against the item they are commenting on
Status column: View or update the current status of written comment submissions
Note:
You must have both the “View: Item Written Comments” and “Take Actions” permissions enabled in your Meetings Security Profile to update a comment’s status using the Status dropdown. If you only have the “View” permission, the Status field will be static.
Actions column: Click a comment’s Manage Comment button to view additional details and action options for a written comment submission, if applicable and desired
Notes:
You must have both the “View: Item Written Comments” and “Take Actions” permissions enabled in your Meetings Security Profile to take any action on written comments.
If a user has changed the status of an Item Written Comment to anything other than “Requested,” that change will be recorded in the item timeline.
Manage an Item Written Comment
Sign in to your solution if you have not already
Navigate to the Meetings module:
Select the desired agenda:
Select the desired item:
Navigate to the View menu and select the Written Comments option from the dropdown list:
Click the Manage Comment button (right arrow icon) to the right of the comment you wish to manage:
View the full written comment in the Public Comment field:
Quickly see if a file has been uploaded with the written comment in the Attachments field:
If an attachment has been uploaded, you can click the kebab menu to the right of its name to take additional actions on the file
View: Preview and interact with the comment attachment
Delete: Remove the attachment from the written comment
Download: Download a copy of the attachment to your device
Learn if the comment submitter is in Support, Neutral, or Against the item they are commenting on in the Position section:
View the commenter’s contact information (info) in the Contact Info section:
Click the Status dropdown and select an option to update the written comment's status, if desired:
Requested: The written comment has been received, but has not yet been acted upon by staff (this is the default status)
Approved: The written comment has been approved
Flagged: The written comment has been flagged for follow-up
Rejected: The written comment has been rejected
Notes:
Users must have both the “View: Item Written Comments” and “Take Actions” permissions enabled in their Meetings Security Profile to update a comment’s status using the Status dropdown. If only the “View” permission is active, the Status field will be static.
Only approved comments can be included in Minutes.
Click the Delete button to delete the written comment, if desired:
Notes:
You must have both the “View: Item Written Comments” and “Delete” permissions enabled in your Meetings Security Profile to delete a written comment. If you only have the “View” permission, the Delete button will not be visible.
After clicking the Delete button, you will need to click "Delete Comment" on the pop-up to confirm the deletion.
Click the Download Attachment button to download a copy of the comment's attachment to your device, if applicable and desired:
Click the Save button to save your changes to the written comment:
Delete an Item Written Comment
Sign in to your solution if you have not already
Navigate to the Meetings module:
Select the desired agenda:
Select the item you wish to view written comments for:
Navigate to the View menu and select the Item Written Comments option from the dropdown list:
Click the Manage Comment button (right-arrow icon) to the right of the comment you wish to delete:
Click the Delete button:
Note:
You must have both the “View: Item Written Comments” and “Delete” permissions enabled in your Meetings Security Profile to delete a written comment. If you only have the “View” permission, the Delete button will not be visible.
Click the Delete Comment button on the Delete Comment pop-up that appears to confirm the deletion:
The written comment has been deleted