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.

Manage Auto-Creation of Item Reports

  • Updated:

Item Reports are documents, either produced by Agenda and Meeting Management Select (formerly CivicClerk) or uploaded from an outside application, that contain all the relevant item information needed during a meeting. When using the built-in functionality for creating Item Reports, the system allows users to enter their item data into modular item fields which are then dynamically pulled into a pre-defined template.

 

To help create routine agenda content, you can define rules for the auto-creation of Item Reports. When the rules are properly defined, new items created under designated sections will automatically have an Item Report created (or multiple Item Reports, if defined as such). Auto-creation rules are configured by Meeting Type to ensure that the right content appears based on the specific needs of the meeting.

 

Important Notes

  • To manage these settings, a user must have the "Has Access to Meetings Site Settings" permission in their User Profile.
  • The Auto-creation rules only apply to sections that are part of the template at the time a meeting is created.
  • Best Practice Recommendation: Proper use of the Auto-creation of Item Reports functionality can save significant time and effort for users creating items, but not all items created under a designated section may require a report. Users can still delete unneeded reports from their items after initial creation.

 

Article Navigation

 

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

 

Create Rules for Item Report Auto-Creation

 

  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 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 with the recommended actions you wish to modify
    The Edit tool for an example Meeting Type.
  6. Navigate to the View menu and select Item Reports in the dropdown list
    The View menu and the Item Reports option highlighted.
  7. Click the Create Report button
    The white, rectangular Create Report button to the right of the Item Reports header.
  8. Fill in the Add Item Report fields
    The Add Item Report modal and detail fields.
    • Item Report Name (required): Enter the default name to be given to every item report created by this rule
    • Item Report Design (required): Select the default Item Report Design that will be used by every item report created by this rule
    • Item Report Word Design (required): Select the default Word Design that will be used by every item report created by this rule
    • Include In Packet: Check this box if you want every item report created by this rule to automatically be flagged to be included in Agenda Packet generation
    • Sections: Check the box next to each Section that you want the auto-creation rule to apply to
      Note: This list only displays sections that are currently part of the default template for the selected Meeting Type.
  9. Click the Save button
    The green, rectangular Save button in the lower-right corner of the Add Item Report modal.
  10. The item report rules have been created
    The newly created item report added to the Item Reports list.

 

Go to Article Navigation

 

Edit Rules for Item Report Auto-Creation

 

  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 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 with the recommended actions you wish to modify
    The Edit tool for an example Meeting Type.
  6. Navigate to the View menu and select Item Reports in the dropdown list
    The View menu and the Item Reports option highlighted.
  7. Click the Edit button to the right of the item report you wish to edit
    The Edit tool for an example item report.
  8. Fill in the Edit Item Report fields
    The Edit Item Report modal and detail fields.
    • Item Report Name: Enter the default name to be given to every item report created by this rule
    • Item Report Design: Select the default Item Report Design that will be used by every item report created by this rule
    • Item Report Word Design: Select the default Word Design that will be used by every item report created by this rule
    • Include In Packet: Check this box if you want every item report created by this rule to automatically be flagged to be included in Agenda Packet generation
    • Sections: Check the box next to each Section that you want the auto-creation rule to apply to
      Note: This list only displays sections that are currently part of the default template for the selected Meeting Type.
  9. Click the Save button
    The green, rectangular Save button in the lower-right corner of the Edit Item Report modal.
  10. The item report rules have been edited
    The newly edited item report added to the Item Reports list.

 

Go to Article Navigation

 

Delete Rules for Item Report Auto-Creation

 

  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 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 with the recommended actions you wish to modify
    The Edit tool for an example Meeting Type.
  6. Navigate to the View menu and select Item Reports in the dropdown list
    The View menu and the Item Reports option highlighted.
  7. Click the Delete button to the right of the item report you wish to delete
    The Delete tool for an example item report.
  8. Click the Delete Item Report button on the Delete Item Report popup that appears to confirm the deletion
    The red, rectangular Delete Item Report button on the Delete Item Report confirmation popup.
  9. The item report rules have been deleted
    The Item Reports list with the deleted item report moved.

 

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.