Skip to main content

Search

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.

Add & Manage Word Designs

  • Updated:

Word designs are templates that provide a framework for your agendas, item or staff reports, and minutes. These will often contain a header, agenda content, and a footer with information you wish to appear consistently across recurring documents. This article will show you how to add and manage Word designs.

 

Important Notes

  • If you update the Word design template that is listed on an agenda, item/staff report, or minutes document, it should take effect immediately.
  • We recommend keeping backup copies of your Word designs in case someone accidentally deletes them or makes an undesired change.
  • There is no way to restore a Word design that has been deleted. If you accidentally delete a Word design, you will need to recreate it and reset all meeting types to use the new design.

 

Article Navigation

 

Not finding what you are looking for? View some additional resources.

 

Add a New Word Design

To add a new Word design to your solution, we recommend that you download an existing Word design that is similar to what you want it to look like, make the desired changes, and then upload the new file.

 

Instructions

 

  1. Sign in to the system if you have not already
  2. Navigate to the User Menu, then select the Settings option
    The User Menu with the Settings option highlighted.
  3. Click the Meetings tile
    The Meetings tile with a briefcase icon on the Site Settings page.
  4. Click the Word Design tile
    The Word Design tile with a Microsoft Word icon on the Meetings page.
  5. Click the Download button (purple monitor and down arrow icon) to the right of an existing Word design that is similar to the one you want to add
    The Download button to the right of an example Word design.
  6. Open the downloaded Word design file on your computer, make the desired changes, and save the file
  7. Navigate back to the Word Designs page within Agenda and Meeting Management Select
    The Word Designs page.
  8. Click the New Word Design button
    The white, rectangular New Word Design button to the right of the Word Designs header.
  9. Fill in the Add Word Design fields
    The Add New Word Design modal information fields.
    • Name (required): Enter a name for the new Word design
    • Type: Click the dropdown and select the type for the new Word design
  10. Click the Add New Word Design button
    The green, rectangular Add New Word Design button in the lower-right corner of the Add New Word Design modal.
  11. Click the Upload button (green up arrow and cloud icon) to the right of the newly created Word design
    The Upload button to the right of an example Word design.
  12. Click the Drop or Select File to Upload field to open your computer's File Explorer and select the Word design file you wish to upload, or drag and drop the desired file from your computer onto the field
    The Drop or Select File to Upload field on the Upload Word Design Modal.
  13. Click the Upload button
    The green, rectangular Upload button in the lower-right corner of the Upload Word Design modal.
  14. The Word design has been added

 

Go to Article Navigation

 

Edit a Word Design

You can update Word designs to change the framework of agendas, item or staff reports, and minutes that are created in the future.

 

Instructions

 

  1. Sign in to the system if you have not already
  2. Navigate to the User Menu, then select the Settings option
    The User Menu with the Settings option highlighted.
  3. Click the Meetings tile
    The Meetings tile with a briefcase icon on the Site Settings page.
  4. Click the Word Design tile
    The Word Design tile with a Microsoft Word icon on the Meetings page.
  5. Click the Edit button (purple pencil icon) to the right of an existing Word design to update its basic details, if desired
    The Edit button to the right of an example Word design.
    1. Update the Edit Word Design fields as necessary
      The information fields on the Edit Word Design modal.
      • Name (required): Update the name of the Word design, if desired
      • Type: Click the dropdown and select a new type for the Word design, if desired
    2. Click the Save Changes button
      The green, rectangular Save Changes button in the lower-right corner of the Edit Word Design modal.
  6. Click the Download button (purple monitor and down arrow icon) to the right of an existing Word design to download and edit the Word design, if desired
    The Download button to the right of an example Word design.
    1. Open the downloaded Word design file, make the desired changes, and save the file
    2. Navigate back to the Word Designs page within Agenda and Meeting Management Select
  7. Click the Upload button (green up arrow and cloud icon) to the right of the existing Word design file to replace it, if desired
    The Upload button to the right of an example Word design.
    1. Click the Drop or Select File to Upload field to open your computer's File Explorer and select the Word design file you wish to upload, or drag and drop the desired file from your computer onto the field
      The Drop or Select File to Upload field on the Upload Word Design Modal.
    2. Click the Upload button
      The green, rectangular Upload button in the lower-right corner of the Upload Word Design modal.
  8. The Word design has been edited

 

Go to Article Navigation

 

Reorder Word Designs

The Edit Order functionality allows you to change the order in which your Word designs appear on various pages or within certain dropdown menus.

 

Instructions

 

  1. Sign in to the system if you have not already
  2. Navigate to the User Menu, then select the Settings option
    The User Menu with the Settings option highlighted.
  3. Click the Meetings tile
    The Meetings tile with a briefcase icon on the Site Settings page.
  4. Click the Word Design tile
    The Word Design tile with a Microsoft Word icon on the Meetings page.
  5. Click the Edit Order button
    The white, rectangular Edit Order button to the right of the Word Designs header.
  6. Click and hold the grid icon(s) to the left of the desired Word design(s) and drag and drop the design(s) into the preferred order
    A word design being dragged and dropped into a new place on the Edit Order modal.
  7. Click the Save Changes button
    The green, rectangular Save Changes button in the lower-right corner of the Edit Order modal.
  8. The Word designs have been reordered

 

Go to Article Navigation

 

Update the Word Designs Used by a Meeting Type

Each Meeting Type can have a distinct Word design for its agenda, item or staff reports, and minutes. This section will show you how to configure the Word designs used by a Meeting Type. New Meeting Type configurations will only apply to newly created documents.

 

Instructions

 

  1. Sign in to the system if you have not already
  2. Navigate to the User Menu and select Settings
    The User menu with the Settings option highlighted.
  3. Click the Meetings tile
    The Meetings tile with a briefcase icon on the Site Settings page.
  4. Click the Meeting Types tile
    The Meeting Types tile with a file folder icon on the Meetings Settings page.
  5. Click the Edit button (purple pencil icon) next to the Meeting Type you wish to update
    An edit button to the right of an example meeting type.
  6. Navigate to the View menu and ensure the Default Settings option is selected to update the Meeting Type's Default Agenda Word design, if desired
    The View menu with the Default Settings option selected.
    1. Navigate to the Default Templates & Content section
      The Default Templates and Content section on the Default Settings page.
    2. Click the Default Agenda Word Design field and select the Word design that you wish to apply to all meetings for this Meeting Type
      The Default Agenda Word Design dropdown field and options.
    3. Click the Save Changes button
      The green, rectangular Save Changes button below the User Menu icon.
  7. Navigate to the View menu and select the Item Reports option to update the Meeting Type's default Item Report Word Design, if desired
    The View menu with the Item Reports option highlighted.
    1. Click the Create Report button to create a new item or staff report, or click the Edit button (purple pencil icon) to the right of an existing item or staff report to edit it
    2. Enter or edit the Item Report Information fields as needed
      The Add Item Report modal information fields.
    3. Ensure that the Word design that you wish to be used by every item report created by this rule is selected in the Item Report Word Design field
    4. Click the Save button
      The green, rectangular Save Changes button in the lower-right corner of the Add Item Report modal.
  8. Navigate to the View menu and select the Minutes option to update the Meeting Type's default minutes Word design, if desired
    The View menu with the Minutes option highlighted.
    1. Click the Minutes Word Design field and select the Word design that you wish to apply to all meetings for this Meeting Type
    2. Click a Save option
      The green, rectangular Save Changes button and the blue, rectangular Save and Exit buttons below the User Menu icon.
      • Save Changes: Save your changes and continue configuring the current Meeting Type settings
      • Save and Exit: Save your changes and automatically navigate back to the Meeting Types page
  9. The default Word designs for the selected meeting type have been updated

 

Go to Article Navigation

 

Delete a Word Design

If you no longer need a Word design for future documents, you can delete it from the system. Just be aware that there is no way to restore a Word design that has been deleted. If you accidentally delete a Word design, you will need to recreate it and reset all meeting types to use the new design.

 

Instructions

 

  1. Sign in to the system if you have not already
  2. Navigate to the User Menu, then select the Settings option
    The User Menu with the Settings option highlighted.
  3. Click the Meetings tile
    The Meetings tile with a briefcase icon on the Site Settings page.
  4. Click the Word Design tile
    The Word Design tile with a Microsoft Word icon on the Meetings page.
  5. Click the Delete button (red trash can icon) to the right of the Word design you wish to delete
    The Delete button to the right of an example Word design.
  6. Click the Delete Word Design button on the Delete Word Design pop-up that appears to confirm the deletion
    The red, rectangular Delete Word Design button on the Delete Word Design confirmation pop-up.
  7. The Word design has been deleted

 

Go to Article Navigation

 

Resources

 

Go to Article Navigation

Comments

Let us know what was helpful or not helpful about the article.

0 comments

Please sign in to leave a comment.