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 (Portable Document Format) 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.
Article Navigation
- Add a Minutes Design
- Edit a Minutes Design
- Delete a Minutes Design
- Assign a Minutes Design to a Meeting Type
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Add a Minutes Design
- Sign in to the system if you have not already
- Navigate to the User Menu, then select the Settings option
- Click the Meetings tile
- Click the Minutes Design tile
- Click the New Minutes Design button to start a new design
- Fill in the Minutes Design details
- 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>
- Click the Add New Minutes Design button
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. - The minutes design has been added
Edit a Minutes Design
- Sign in to the system if you have not already
- Navigate to the User Menu, then select the Settings option
- Click the Meetings tile
- Click the Minutes Design tile
- Click the Edit tool (purple pencil icon) to the right of an existing minutes design to modify it
- Edit the Minutes Design details as desired
- 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>
- Click the Save Changes button to save your changes
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. - The minutes design has been edited
Delete a Minutes Design
- Sign in to the system if you have not already
- Navigate to the User Menu, then select the Settings option
- Click the Meetings tile
- Click the Minutes Design tile
- Click the Delete tool (red trash can icon) to the right of the minutes design you wish to delete
- Click the Delete Minutes Design button on the Delete Minutes Design popup that appears to confirm the deletion
- The minutes design has been deleted
Assign a Minutes Design to a Meeting Type
- Sign in to the system if you have not already
- Navigate to the User Menu, then select the Settings option
- Click the Meetings tile
- Click the Meeting Types tile
- Click the Edit button (purple pencil icon) next to the desired Meeting Type
- Navigate to the View menu and select the Minutes option from the dropdown list
- Update the Minutes Section and Item Layout Settings as desired
- 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
- 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 page
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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