As part of your implementation project, your Implementation Consultant can help you import historical meeting files (including agendas, packets, minutes, notices, and more) into your new CivicClerk, now our Select Agenda and Meeting Management, solution. This article will explain how to prepare and send your historical files.
- Your Select Agenda and Meeting Management software allows for the import of PDF and MP4 files only.
- Each imported event can have up to five associated PDF files (Agenda, Packet, Minutes, Notices, and Other) and one Audio/Video file.
- The PDF import of your agenda packets will bring over PDF packet documents as single units. Agenda packets cannot be separated to create individual items for the packet content.
- The MP4 import will not bring over any bookmarks or timestamps that exist in another system. You may opt to manually bookmark your files once they have been imported.
- Up to 7,500 files can be processed in a single import. If you have more than 7,500 files, it will be necessary to run multiple imports.
Select and Rename Your Files
You can upload one Agenda, Agenda Packet, and Minutes file per meeting. We also have the option to include one Media file, one Notice, and/or one Other file (which can be renamed for all meetings to use). All files must be in PDF or MP4 format.
Please make sure that all files that you plan to upload follow the following naming convention: MeetingBody_MeetingType_FileType_MM_DD_YYYY
Here are some examples of filenames that will successfully import:
- City Council_Regular Meeting_Agenda_12_18_2020
- City Council_Regular Meeting_Agenda Packet_12_18_2020
- City Council_Regular Meeting_Minutes_12_18_2020
Upload Your Files
You will send your historical PDF and MP4 files to us via the CivicClerk Imports File Transfer Protocol (FTP), using the username and password provided by your Implementation Consultant.
If you have not accessed an FTP site before, How-To Geek's How to Connect to FTP Servers in Windows (Without Extra Software) article may be helpful. Dedicated FTP client software (for example, FileZilla, WinSCP, and Cyberduck) can sometimes be easier.
Please note that all files should be in the FTP site's main folder. There is no need to separate your files into subfolders by date or meeting.
Review Your Imported Files
Once your files have been uploaded to the FTP site, please notify your Implementation Consultant. Your Implementation Consultant will:
- Access your files and process the import
- Spot-check your import once it is complete
- Release the import to you
- Assist with diagnosing and resolving errors, if necessary
After your import is complete, review your files in the system. Reach out to your Implementation Consultant with details on errors and any steps you have taken for resolution.