This article explains how to publish existing agenda files to the Agenda and Meeting Management Select Public Portal. It also provides information on how to enhance Public Portal email notifications using the Notifications Admin system.
Important Notes
You must generate or upload files before you can publish them to the Public Portal. View these articles for instructions on how to create or add files to the system:
Files will not appear on the Public Portal unless both the file and its associated event are published. For instructions on publishing an event, see the Publish an Event to the Public Portal article.
Publish Files to the Public Portal
Sign in to the system if you have not already
Ensure the files you wish to publish have already been created or uploaded in the system (see the Important Note)
Navigate to the Meetings module:
Select the agenda containing the files you wish to publish:
Click the View menu and select Agenda Files from the dropdown list:
On the Agenda Files page you are directed to, scroll to the Published section:
Click the Publish button to publish agenda files (including Agendas, Packets, and Minutes):
Fill in the Publish fields:
Publish to:
Public Portal: Ensure this option is selected to publish files to the Public Portal
Board Portal: Select this option to publish files to the Board Portal instead of the Public Portal, if needed
Files to publish:
Agenda to Publish: Select an existing agenda to publish, if needed
Packet to Publish: Select an existing agenda packet to publish, if needed
Minutes to Publish: Select an existing Minutes file to publish, if needed
Notice to Publish: Select an existing notice file to publish, if needed
Other to Publish: Select an existing other file to publish, if needed
Publication options:
Not Published: Do not publish the file
Published: Publish the file immediately
Publish on Date: Publish the file automatically at midnight on a future date
Note:
If “Publish on Date” is selected, you can select the desired publication date in the calendar picker pop-up that appears.
Send Email Notifications (not depicted): Select “Yes” or “No” to indicate whether an email notification should be sent to all notification subscribers for the meeting type when the file is published
Note:
The “Send Email Notifications” option is only available for agendas, packets, and Minutes files. It only appears after “Published“ or “Publish on Date” is selected for one of those three file types.
Click the Publish button to publish the selected files:
Your published files will now appear in the Published list:
Public Portal Notification Templates
The templates used for Public Portal notifications (labeled as Resident Notifications) are integrated with the CivicPlus Notifications system and have additional settings that can enhance the notification experience for those users. Please see the Manage Meeting Type Subscription Lists article for more information on available options.
Notifications Admin allows administrators to View Sent Messages and Analytics for any of the messages triggered when publishing content to the Public Portal.