Minutes Setup

  • Updated on Jul 14, 2025
  • Published on May 5, 2025
  • 3 minute(s) read
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The Minutes module allows users to record data, draft summary content, and produce minutes files, along with providing access to other live meeting tools. This article covers the steps required to configure the templates that are used to produce minutes PDF files.

Important Notes

  • To manage these settings, a user must have the "Has Access to Meetings Site Settings" permission in their User Profile.

  • Best Practice Recommendation: Utilize the base Minutes Design, provided below in the Add a Minutes Design and Edit a Minutes Design sections, to start your design. Adjustments can be made to the base template as desired. It is recommended that this design be used with the Append styling option.

Add a Minutes Design

  1. Sign in to the system if you have not already

  2. Navigate to the User Menu, then select the Settings optionThe User Menu with the Settings option highlighted.

  3. Click the Meetings tileThe Meetings tile with a briefcase icon on the Site Settings page.

  4. Click the Minutes Design tileThe Minutes Design tile with an icon of a sheet of paper and a clock inside a box.

  5. Click the New Minutes Design button to start a new designThe white, rectangular New Minutes Design button which appears to the right of the Minutes Designs header.

  6. Fill in the Minutes Design detailsThe New Minutes Design modal fields.

    • Name: Enter a unique name that will be used in the Settings to reference this design

    • Content: Create a design that dictates what your Minutes content will look like on your generated document

      Notes:

      • This field uses Merge Tags to dynamically pull in related item content when generated your documents.

      • The content of your design will vary depending on your usage of Append or Replace functionality.

      • Our recommended base template, to be used with Append functionality, can be copied/pasted into the Code View for this field:

      <table style="width:100%;"> <tbody><tr><td> [DISCUSSION][IGNORE_INDENT] </td></tr></tbody> </table>

  7. Click the Add New Minutes Design buttonThe green, rectangular Add New Minutes Design button in the lower-right corner of the New Minutes Design modal.

    Note:

    Changes to Minutes Designs are effective the next time the document is previewed or created if the design is properly assigned to the Meeting Type.

  8. The minutes design has been added

Edit a Minutes Design

  1. Sign in to the system if you have not already

  2. Navigate to the User Menu, then select the Settings optionThe User Menu with the Settings option highlighted.

  3. Click the Meetings tileThe Meetings tile with a briefcase icon on the Site Settings page.

  4. Click the Minutes Design tileThe Minutes Design tile with an icon of a sheet of paper and a clock inside a box.

  5. Click the Edit tool (purple pencil icon) to the right of an existing minutes design to modify itThe Edit button for an example minutes design.

  6. Edit the Minutes Design details as desiredThe Edit Minutes Design modal fields.

    • Name: Enter a unique name that will be used in the Settings to reference this design

    • Content: Create a design that dictates what your Minutes content will look like on your generated document.

      Notes:

      • This field uses Merge Tags to dynamically pull in related item content when generated your documents.

      • The content of your design will vary depending on your usage of Append or Replace functionality.

      • Our recommended base template, to be used with Append functionality, can be copied/pasted into the Code View for this field:

        <table style="width:100%;"> <tbody><tr><td> [DISCUSSION][IGNORE_INDENT] </td></tr></tbody> </table>

  7. Click the Save Changes button to save your changesThe green, rectangular Save Changes button in the lower-right corner of the New Minutes Design modal.

    Note:

    Changes to Minutes Designs are effective the next time the document is previewed or created, if the design is properly assigned to the Meeting Type.

  8. The minutes design has been edited

Delete a Minutes Design

  1. Sign in to the system if you have not already

  2. Navigate to the User Menu, then select the Settings optionThe User Menu with the Settings option highlighted.

  3. Click the Meetings tileThe Meetings tile with a briefcase icon on the Site Settings page.

  4. Click the Minutes Design tileThe Minutes Design tile with an icon of a sheet of paper and a clock inside a box.

  5. Click the Delete tool (red trash can icon) to the right of the minutes design you wish to deleteThe Delete button for an example minutes design.

  6. Click the Delete Minutes Design button on the Delete Minutes Design popup that appears to confirm the deletionThe red, rectangular Delete Minutes Design button on the Delete Minutes Design popup box.

  7. The minutes design has been deleted

Assign a Minutes Design to a Meeting Type

  1. Sign in to the system if you have not already

  2. Navigate to the User Menu, then select the Settings optionThe User Menu with the Settings option highlighted.

  3. Click the Meetings tileThe Meetings tile with a briefcase icon on the Site Settings page.

  4. Click the Meeting Types tileThe Meeting Types tile with a file folder icon on the Meetings Settings page.

  5. Click the Edit button (purple pencil icon) next to the desired Meeting TypeThe Edit tool for an example Meeting Type.

  6. Navigate to the View menu and select the Minutes option from the dropdown listThe View dropdown menu with the Minutes option highlighted.

  7. Update the Minutes Section and Item Layout Settings as desiredThe Minutes Section and Item Layout Settings fields.

    • Minutes Word Design: The Word Design to be used as the base template for the generated document.

    • Minutes Section Style: Use the toggle to set the style that will be used for Section designs

      • Replace: This style will take the entire Section Design from your Agenda and replace it with the selected Minutes Section Design

      • Append: This style will take the entire Section Design from your Agenda and append the selected Minutes Section Design underneath it

    • Minutes Section Design: The Minutes Design to be used based on the Minutes Section Style

    • Minutes Item Style: Use the toggle to set the style that will be used for Item designs

      • Replace: This style will take the entire Item Design from your Agenda and replace it with the selected Minutes Item Design

      • Append: This style will take the entire Item Design from your Agenda and append the selected Minutes Item Design underneath it

    • Minutes Item Design: The Minutes Design to be used based on the Minutes Item Style

  8. Click the Save Changes button to save your changes and remain on the Minutes page, or click the Save and Exit button to save your changes and return to the Meetings Types pageThe green, rectangular Save Changes button and the blue, rectangular Save and Exit button which appear below the Support button and User Menu.

    Note:

    Changes to Minutes Settings are effective the next time the document is previewed or created if the settings are properly assigned to the Meeting Type.

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