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Minutes Setup

  • Updated:

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 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 Adding or Editing Available Minutes Designs section, to start your design. Adjustments can be made to the base template as desired. This design is recommended to be used with the Append styling option.

 

Instructions

Add or Edit Available Minutes Designs

 

  1. Navigate to User Menu > Settings
    settings
  2. Select Meetings
    meetings
  3. Select Minutes Design
    minutes design
  4. Click New Minutes Design to start a new design or click the Edit button to modify an existing design
    new minutes design
  5. Fill in the details
    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.
      • Note: This field uses Merge Tags to dynamically pull in related item content when generated your documents.
      • Note: The content of your design will vary depending on your usage of Append or Replace functionality.
      • Note: Our recommended base template, to be used with Append functionality, can be copied/pasted into the Code View for this field. 
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  6. Click Add New Minutes Design if creating a new design or Save Changes if modifying an existing design
    add new minutes design
    • 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.

 

Assign the Minutes Designs to a Meeting Type

 

  1. Navigate to User Menu > Settings
    settings
  2. Select Meetings
    meetings
  3. Select Meeting Types
    meeting types
  4. Click the Edit button for the desired Meeting Type
    edit meeting type
  5. From the View menu, select Minutes
    view minutes
  6. Complete the selections
    minutes fields
    • 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
  7. Click Save Changes
    save changes
    • 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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