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We are excited to announce the launch of updated product names, logos, and headers within our user interfaces as part of the CivicPlus® Solution Rebranding initiative. These changes mark the first step toward creating a cohesive and seamless user experience across all solutions in our portfolio. As part of this transition, users may notice minor design updates. While the functionality you rely on remains unchanged, we are in the process of updating screenshots and other resources on our Help Centers to reflect the new branding. We appreciate your patience and understanding as we work to complete these updates.

Generate or Upload a Minutes File

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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.

 

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Generate a Minutes File

 

  1. Sign in to the system if you have not already
  2. Navigate to the Meetings module
    The Meetings Module option on the left-hand navigation menu.
  3. Select the desired agenda
    An example agenda tile in the Meetings module.
  4. Navigate to the View menu and select the Agenda Files option from the dropdown list
    The View menu dropdown with the Agenda Files option highlighted.
  5. Click the Create/Upload button in the Created/Uploaded section
    The white, rectangular Create/Upload button to the right of the Created/Uploaded section header.
  6. Ensure that the Create tab is selected
    The purple, rectangular Create tab below the Create/Upload modal header.
  7. Fill in the information fields
    The information fields that appear when Minutes is selected in the File to Create field.
    • 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
    • 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 summary page
      • 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
  8. Click the Create File button to generate the agenda packet
    The green, rectangular Create File button in the lower-right corner of the Create/Upload modal.
  9. The minutes have been created and can now be found under the Created/Uploaded section
    An example minutes file in the Created/Uploaded list.
  10. Click the View File icons to the right of the minutes to download the document to your device
    Example minutes file icons.
    Notes:
    • It may take up to a few minutes for the system to create your minutes, depending on the file size.
    • If changes are made to the minutes within the system, you will need to regenerate the minutes to reflect those changes.

 

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Upload a Minutes File

 

  1. Sign in to the system if you have not already
  2. Navigate to the Meetings module
    The Meetings Module option on the left-hand navigation menu.
  3. Select the desired agenda
    An example agenda tile in the Meetings module.
  4. Navigate to the View menu and select the Agenda Files option from the dropdown list
    The View menu dropdown with the Agenda Files option highlighted.
  5. Click the Create/Upload button in the Created/Uploaded section
    The white, rectangular Create/Upload button to the right of the Created/Uploaded section header.
  6. Select the Upload tab
    The white, rectangular Upload tab below the Create/Upload modal header.
  7. Fill in the information fields
    The Upload tab 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
  8. Click the Upload File button
    The green, rectangular Upload File button in the lower-right corner of the Create/Upload modal.
  9. The minutes file has been uploaded and will now appear in the Created/Uploaded section
    An example minutes file in the Created/Uploaded list.
  10. Click the View File icons to the right of the uploaded document to download the minutes file to your device
    Example minutes file icons.

 

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