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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.

Historical Imports

  • Updated:

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 Agenda and Meeting Management Select solution. This article will explain how to prepare and send your historical files.

 

Important Notes

  • 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 or timestamp your files once they have been imported.

 

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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

 

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Upload Your Files

You will send your historical PDF and MP4 files to us through the Imports File Transfer Protocol (FTP). To do so, you will need the following credentials:

  • FTP URL: ftp://imports.civicclerk.com
  • Username: will be provided by your project lead
  • Password: will be provided by your project lead

 

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.

 

Notes:

  • We recommend that you download and use the FileZilla Client version of the free FileZilla FTP program.
    The FileZilla homepage with the FileZilla Server software download button highlighted.
  • If you choose to use the FileZilla Client program, you can connect to the Imports File Transfer Protocol by entering the FTP URL ftp://imports.civicclerk.com into the Host field, entering the username and password provided to you by your project lead into the Username and Password fields, and then clicking the Quickconnect button. As you transfer files, they will appear in the Directory window below the Remote site window on the right side of the screen.
    The FileZilla user interface with the login fields, Quickconnect button, and Directory window highlighted.

 

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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.

 

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Article Glossary

The terms located in this section are listed alphabetically.

  • FTP: File Transfer Protocol
  • MM_DD_YYYY: Date format with two digits for the month, two digits for the day, and four digits for the year
  • MP4: Moving Picture Experts Group-4 Part 14
  • PDF: Portable Document Format

 

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