OVERVIEW

This section will demonstrate in detailed all system set up functions to be used by the system administrator. These are functions that need to be pre-setup before the users start accessing the system.

The system administrator has full privileges to the system. However, the administrator has an additional set of functionalities in Camms.Meeting, in order to set up the system for ease of use for the other users.

The administrator section can be accessed, following the steps given below: 

  • STEP 1: Click on the ‘Hamburger menu’ icon in the header. 
  • STEP 2: The menu will expand. There will be a separate list of functionalities under the ‘Administration’ tab as shown in the figure.


SETUP

Click on ‘Set up’ under the administration menu.

This functionality gives the administrator to configure the system and establish custom fields, set terminologies, Upload templates prior to system use.

Set up can be done for the following areas:


Site Configuration

The site configuration allows to set the standard features across the system such as Name, Logo Time zone, etc. The logo should not exceed 5 MB.

Notes:

a. It is not recommended to change the Font and the Font size frequently. The changes will effect Draft agendas, where the new setting will not be applied for existing reports 

b. The function to take a division vote during a meeting, is enabled only if the setting is ‘Yes’

c. Confidential report item output will depend on the setting. If the setting is ‘Yes’ then report outputs for agenda and minutes will be individual. It is not recommended to change this setting as it will impact meetings in Join Meeting stage.


Output Configuration

Ability to change the font size for an Agenda Item Title and TOC

The output configuration allows to change the font size for Agenda item title and TOC. It is possible for the Administrator to customise the sizes of the fonts in the table of content and the agenda item title in the below stated items.

  • Output font
  • Output font size
  • Font size for item title
  • Font size for group title in TOC
  • Font size for item title in TOC

Output Font Type

This change will enable the administrator to select the font type for all report field types including rich text fields in Draft Agenda, Finalised Agenda, Draft Minutes and Finalised Minutes, both confidential and non-confidential reports.


Output Font Size

This change will enable the administrator to select the font size for all report field types including rich text fields in Draft Agenda, Finalised Agenda, Draft Minute and Finalised Minutes, both confidential and non-confidential reports.

Further, changes made to the font size for Agenda and Minutes item title and TOC in the Output

Configurations section:


Item Title of Agenda & Minutes – Font Size

This change will enable the administrator to select the font size for all agenda item titles in Draft Agenda, Finalised Agenda, Draft Minute and Finalised Minutes, both confidential and non-confidential reports.


Group Title of Agenda TOC – Font Size

This change will enable the administrator to select the font size for all agenda group titles in Table of Content in the Draft Agenda and Finalised Agenda, both confidential and non-confidential reports.


Item Title of Agenda TOC – Font Size

This change will enable the administrator to select the font size for all agenda item titles in Table of Content in the Draft Agenda and Finalised Agenda, both confidential and non-confidential reports.

Position Terminology

This functionality can be used to add different types of positions for staff and non-staff users. To Add a new position:

  • STEP 1: Click on ‘Add position’ Icon. A pop up as shown in the figure, will be shown. 
  • STEP 2: Enter the fields for Add position and Click ‘Save’. 

a. Name – Mandatory 

b. Field Display name – This is the name the position needs to be displayed throughout the system. Mandatory 

c. Mark Active or Inactive – Tick box. Mandatory 



To Edit, the user can make changes in the editable text boxes. To save changes, click ‘Save’.

The Order of appearance in the drop down can be set up by arrow up and arrow down button. Positions can be deleted, if not linked with any other functionality or can be marked inactive. Refer Figure 14 given below for position set up. 


Attendance Terminology

This functionality can be used to add different types of attendance in a meeting. To Add a new attendance terminology, 

  • STEP 1: Click on ‘Add attendance’ Icon. 
  • STEP 2: Enter the fields for Add position and Click ‘Save’. 

a.    Name – Mandatory 

b.    Field Display name – This is the name the position needs to be displayed throughout the system. Mandatory 

c.    Mark Active or Inactive – Tick box. Mandatory 

To Edit, the user can make changes in the editable text boxes. To save changes, click ‘Save’.

Attendance can be marked inactive or deleted if it not linked. Refer the figure below for attendance terminology set up.


 


Voting Terminology

This functionality can be used to add voting terminology that will be used in the join meeting when members cast their votes. To Add a new Voting terminology, 

  • STEP 1: Click on ‘Add voting terminology’ Icon. A pop up as shown in the below figure, will be appear. 
  • STEP 2: Enter the fields for Add position and Click ‘Save’. 

a.    Name – Mandatory 

b.    Field Display name – This is the name the position needs to be displayed throughout the system. Mandatory 

c.    Mark Active or Inactive – Tick box. Mandatory 

To Edit, the user can make changes in the editable text boxes. To save changes, click ‘Save’.

Terminologies can be marked inactive and deleted if not linked. Refer the below figure for Voting terminology set up. 


Motion Terminology

This functionality can be used to add a motion terminology that will be used when members cast their votes. To Add a new Motion terminology, 

  • STEP 1: Click on ‘Add Motion terminology’ Icon. A pop up will be appear. 
  • STEP 2: Enter the fields for Add Motion and Click ‘Save’.

a.    Name – Mandatory 

b.    Field Display name – This is the name the position needs to be displayed throughout the system. Mandatory 

c.    Mark Active or Inactive – Tick box. Mandatory 

To Edit, the user can make changes in the editable text boxes. To save changes, click ‘Save’.

Terminologies can be marked inactive and deleted if not linked. 


The motions also need to be configured for Auto Generate Actions by ticking the tick box for motions that actions need to be auto generated. Actions will be auto generated in the Join meeting and Meeting minutes phase for voting items that has a resolution, setup in this module.  Refer below figure for Voting terminology set up. 


Snippets

This functionality can be used to add snippets which can be used when creating notes and Minute notes in the join meeting stage. To Add a new Snippet, 

  • STEP 1: Click on Administration- Setup and navigate to Snippet section where once the ‘Add Snippet’ Icon. A pop up as shown in the below figure will appear. 
  • STEP 2: Enter the fields for Add position and Click ‘Save’. 

a.    Snippet Title – Mandatory 

b.    Snippet – This is the Snippet. The snippet can be populated with variable selected from the drop down. This is Mandatory 

c.    Mark Active or Inactive – Tick box. Mandatory

  • The system administrator has the facility to create snippets that can be formatted using basic styling such as bold, Italics, underline, line spacing, etc. 
  • When snippets are created, the administrator can use these snippets as variables for the snippet content 
  • The snippets will be displayed by Snippet title in a drop down in the Join meeting and meeting minutes’ phase, in the Note RTF, Vote RTF and Division RTFs. The snippets can also be inserted using shortcut keys. The shortcut keys can be inserted within the body of the Add Snippet RTF by simply typing as '@' and the shortcut key number. For example; the shortcut key '@V1' would be for variable 1 - absent members.


To Edit, the user can make changes in the editable text boxes. To save changes, click ‘Save’.

Snippets can be edited, marked inactive or deleted, if not linked. Refer the below figure for Snippets set up.


Dictionary Management

This functionality can be used to add words to the dictionary file. Refer the below figure for Dictionary Management set up.

 


Custom Fields

This functionality can be used to add custom fields for the report and/or agenda templates. The Field types are List and multi select lists. The admin can add/edit options for the custom lists by clicking the ‘Edit options’ button and set the order of the options by Arrow up and arrow down buttons. Options can be deleted if not linked. 

Note: Special Custom Multi Lists have been created for ‘General Manager’ and ‘Corporate Manager’ under custom list in ‘Setup’. The options for each list can be added via ‘Edit Options’. These will be linked to the Report template.

Grid Configuration

This functionality can be used to configure the columns of a grid. The grid name must be selected from the drop down. The current grids that can be customised are:

  • Action Centre
  • Agenda Item Search
  • Committee List 
  • Meeting centre
  • Member list 
  • Public Excluded List 
  • Team List 

Columns can be marked as inactive. The order of the columns can be set up with the arrow up and arrow down buttons. Refer the below figure for grid configuration.

Data Upload Templates 

This functionality can be used to Upload Excel Data files to populate the database of the system. The columns of the data file have to be the same as the database table. A script will run every 10 minutes to update the database, if any files have been uploaded by the administrator.

Data files can be uploaded for Dictionary, Legislation and User data by selecting the type from the drop down. A history of the uploads will be shown in a grid layout. 




MANAGE USERS

This functionality allows to manage all users for the system.  To Access manager users Click - hamburger menu icon Click on Manage Users (Under Administration Tab)

All users will display in a grid view as shown in the below figure.


All users are listed in a grid view as shown in the above figure. The admin can select the number of records to view per page from the page number drop down. 

The records can be sorted by clicking the Column Name. For Example; If the user clicks ‘Display name’ the records will be sorted on display name in alphabetical order. 

The records can be exported to Excel by clicking the 'Export to Excel' button on the top right corner of the grid.


Search Users

Users can be searched by User name. The User name will search from Username, First name and Last name. 


Add Users  

To Add a new user, the following steps has to be followed.

  • STEP 1: New users can be added by clicking the “Add new user” link in the view user page.  The admin will be directed to a new page as shown in the below figure.


  • STEP 2: Add new user page has the following fields:

1.    Staff/Non Staff – Select if user is staff or non-staff. Staff users are non-committee users. Non staff are committee members. 

2.    Username – Enter a username. The username has to be unique. System login is with the username. This is a mandatory field.

3.    First Name - Enter the user’s first name. This is a mandatory field. 

4.    Last Name – Enter the user’s last name. This is a mandatory field.

5.    Display Name – The display name loads the first name and the last name. This is editable. This also changes based on the position configuration done at set up. Refer ‘Set Up’ in 4.2

6.    Position – Select position from position drop down. The drop down will populate based on the staff/non staff selection.

7.    Email – Enter a valid email. Validation will be done to check if valid email with ‘@’ and ‘.’

8.    Home Address – Enter the home address of the user

9.    Work Address– enter the work address of the user 

10.    Mobile – Enter the mobile number. This is a numeric text box. Maximum number is 15.

11.    Home Phone – Enter the home phone number. This is a numeric text box. Maximum number is 15.

12.    Work Phone – Enter the work phone number. This is a numeric text box. Maximum number is 15.

13.    Employee number – Enter the employee number of the user 

14.    Expiration Date – Select a date of expiration from date selection. The account will get deactivated after that date

15.    Active – This is to tick if the user is active or inactive. Inactive users will not show in drop downs throughout the system.

16.    User Roles – Select user role from the drop down. A user can have more than one user roles. 

17.    Password – Enter a password. Password has to be minimum 6 characters. It can be alpha numeric characters 

18.    Confirm Password – Re-enter the password. Both passwords have to match.

19.    Time Zone – Select Time Zone 

20.    Upload Image– An image of the user can be uploaded. Maximum file size is 5MB 


  • STEP 3: Click ‘Save’ to save all data. 

Alternatively, A new field named ‘Shortcut key’ is included in the Add User page, placed below the username field as shown in the below figure.

Edit User

To edit, the following steps have to be followed 

  • STEP 1: Click on ‘Username’ in the grid display view page.
  • STEP 2: The User profile details page will load as shown in the below figure. Click on ‘Edit’ icon.

  • STEP 3: User details will load as per the above figure. 


Delete User

A user can be deleted only if the user doesn’t have any dependencies associated with the system functionalities. All dependencies have to be cleared, prior to delete. 

To delete a user, click on ‘Delete’ icon. The user will be prompted, click ‘Ok’ to continue.


TEAMS 

These are the teams within the council.  Each council will have many internal teams comprising of staff users with respective positions.

View Teams

All teams are listed in a grid view as shown in the below figure. The admin can select the number of records to view per page from the page number drop down.

The records can be sorted by clicking the Column Name. For Example; If the user clicks ‘Name’ the records will be sorted on team name in alphabetical order. 


Search Team

Teams can be searched by team name and Primary contact name. The search criterion can be saved by ticking the ‘Save selection for next time’. 


Add Team

To add a new team, the following steps, have to be followed.

  • STEP 1: New teams can be added by clicking the “Add new team” link in the view team page.  The user will be directed to a new page as shown in the below figure.

  • STEP 2: Add team has the following fields; 

1.    Title Enter the Title. This is the name of the team. This is a mandatory field 

2.    Description– Enter information about the team can be described in this section. 

3.    Primary Contact –This is the primary contact person of the team. The administrator can select a staff participant from the drop down 

4.    Secondary Contact – This is the secondary contact person of the team. The administrator can select a staff participant from the drop down

5.    Meeting Locations – Select the meeting location from the location drop down

6.    Upload Image – Click on Upload image button. A user-controlled attachment will appear. 

  • STEP 3: Click ‘Save’ to save team details

Add Staff Members - To add members, the team details have to be saved. If not, the user will be prompted to save details before adding team members. 

  • STEP 4: To Add staff members, click the ‘Add staff member’ button. Then the pop up, as shown in the below figure will appear. 

     

Add new staff member has the following fields:

1.    Member Select the member from the drop down. The drop down will show all the staff members

2.    Role – Select the position of each team member from the drop down menu


To Edit staff member, the user must click on the ‘Edit’ button in the staff member grid. Then the add staff member pop up will appear. Then the user can edit and click ‘save’ to update.

To Delete staff member, the user must click on the ‘Delete’ button in the member grid. The user will be prompted to confirm. 


Edit Team

To Edit team details, click the team name from the grid display view. The add team page will load with text editable fields. The admin can edit the information, and click ‘Save’ to update.  


Delete Team

The team can be deleted by clicking on the ‘Delete’ button in the view team grid. Delete is not possible if the team is linked to meetings. All links have to be cleared to delete. The user will be prompted, click ‘ok’ to continue.


COMMITTEE

These are the council committees. Each council will have their own committee. A committee will have its members with respective positions.

View Committees 

All committees are listed in a grid view as shown in the below figure. The user can select the number of records to view per page from the page number drop down.

The records can be sorted by clicking the Column Name. For Example; If the user clicks ‘Committee’ the records will be sorted on Committee name in alphabetical order.


Search Committee

Committees can be searched by committee name and Primary contact name. The search criterion can be saved by ticking the ‘Save selection for next time’. 


Add Committee

To add a new committee, the following steps, have to be followed.

  • STEP 1:  New committees can be added by clicking the “Add new Committee” link in the view committee display page.  The user will be directed to a new page as shown in the below figure.

  • STEP 2: Add committee has the following fields; 
  • Title – Enter the title. This is the name of the committee. This is a mandatory field 
  • Description – Enter the information about the committee can be described in this section. 
  • Primary Contact – This is the primary contact person of the committee. The administrator can select a staff member from the drop down 
  • Secondary Contact – This is the secondary contact person of the committee. The administrator can select a staff member from the drop down
  • Meeting Locations – Select the meeting location from the location drop down
  • Upload Image – Click on Upload image button. A user-controlled attachment pop-up will appear
  • STEP 3: Click ‘Save’ to save committee details

Add Members To add members, the Committee details have to be saved. If not, the user will be prompted to save committee details before adding committee members. 

  • STEP 4: To Add committee members, click the ‘Add member’ button. Then the pop up shown in Figure 34 will appear. 

     

Add new member has the following fields: 

  • Staff/Non Staff – Select if the member is Staff member or a non-staff member. 
  • Member Select the member from the drop down. The drop down will populate based on the selection of Staff or non-staff. 
  • Role – Select the position of each committee member from the drop-down menu
  • Start Date – Select the start date from the calendar drop down
  • End Date   Select the end date from the calendar drop down 

To Edit a member, the user must click on the ‘Edit’ button in the member grid. Then the add member pop up will appear. Then the user can edit and save to update.

To Delete a member, the user must click on the ‘Delete’ button in the member grid. The user will be prompted to confirm. 


Edit Committee

To Edit committee details, click the committee name from the grid display view. The add committee page will load with text editable fields. The admin can edit the information and click ‘Save’ to update.  


Delete Committee

The committee can be deleted by clicking on the ‘Delete’ button in the view committee grid. Delete is not possible if the committee is linked to a meeting. All links have to be cleared to delete. The user will be prompted, click ‘ok’ to continue.


LOCATIONS

View Locations 

All locations are listed in a grid view as shown in the below figure. The user can select the number of records to view per page from the page number drop down.

The records can be sorted by clicking the Column Name. For Example; If the user clicks ‘Name’ the records will be sorted on location name in alphabetical order. 

Search Location

Locations can be searched by Location name. The search criterion can be saved by ticking the ‘Save selection for next time’ tick box.

 

Add Location

To add a new location, the following steps, have to be followed.

  • STEP 1: New locations can be added by clicking the “Add new Location” link in the view Location page. A pop-up window will appear as shown in the below figure.

  • STEP 2: Add Location has the following fields; 

1.    Name – This is the name of the location. This is a mandatory field 

2.    Address – This is the postal address of the location 

3.    Phone –This is the phone number of the location


Edit Location

To Edit location details, click the location name from the grid display view. The add location page will load with text editable fields. The admin can edit the information and click ‘Save’ to update.  


Delete Location 

To Delete an existing location, click on the ‘Delete’ button in the location grid. Only locations that have not linked with meetings and other functionalities can be deleted. All links have to be cleared to delete. The user will be prompted, click ‘ok’ to continue.


LEGISLATION

View Legislations

All created legislations are listed in a grid view as shown in the below figure. The user can select the number of item view per page from the page number drop down. 

The records can be sorted by clicking the Column Name. For Example; If the user clicks ‘Section No the records will be sorted on Section No in alphabetical and numeric order.

Legislations can be marked active and inactive. Only Active Legislations will be listed for selection at Meeting preparation stage. This will be visible only if the user has selected the agenda item to be confidential. 


Add Legislations

To add a new legislation, the following steps needs to be followed. 

  • STEP 1: New legislations can be added by clicking the “Add new Legislation” link in the view Legislation page. A pop-up window will appear as shown in the below figure. 


  • STEP 2: The add legislation has the following fields, to be entered;

1.    Section Number – Enter the legislation section number is as per the laws governing councils. This is a mandatory field. 

2.    Legislations - This will be the legislation content. This is a mandatory field. 

3.    Type–Select the type of legislation from the drop down. There are two types; Reasons and grounds. 

4.    Active – Tick box to mark if active or inactive. 

  • STEP 3: Click ‘Save’ to save all legislation details


Edit Legislations

Legislations can be edited by clicking the ‘Edit’ button within the grid. The user can edit the legislation within the text editable boxes. Click ‘Update’ to save.


Delete Legislations 

Legislations can be deleted, if it is not linked with any meeting agendas. To delete, click the ‘Delete’ button within the grid. The user will be prompted if to delete or not. Click ‘Ok’ to proceed.



REPORT TEMPLATES

View Templates


All report templates will be listed by Template Title in an alphabetical order in a grid view as per the below figure. The user can select the items view per page from the drop down. 

The records can be sorted by clicking the Column Name. For Example; If the user clicks ‘Template Title” the records will be sorted on template name in alphabetical and numeric order.


Add New Report template

This enables the administrator to create customised report templates for different types of meetings. The report is used to create an agenda.

To Add a new report template, the following steps, have to be followed:

  • STEP 1: Click on the hamburger menu icon in the header 
  • STEP 2: Click on ‘Add new report template’ link in the view page.
  • STEP 3: Enter the following fields: 

1.    Template Tittle -This is the Name of the template. It is Mandatory

2.    Template Type – There are two types of templates.

a.    Report Template – This template is suitable for details meeting reports. 

b.    Meeting conduct – This template is for short summarized meeting reports. This meeting template does not have approvals. 

3.    Require an Approval – This allows/disallows approval on the report that is created when creating agenda item, based on the selected option approval. The options are;

a.    Not required 

b.    Required – On final approval only 

c.    Required – On all Approvals

  • STEP 4: Customise the field types 

The grid allows to select the fields of the report and customise it based on the requirement. Some mandatory fields are disabled from customisation. The admin can edit the field display label, include a tooltip, and select fields to make mandatory, etc., for the report. The custom fields are as follows:

  • Custom RTF box 25
  • Custom RTF Light box 10
  • Custom Text box short string 25 
  • Custom Text box integer 5
  • Custom Date 5
  • Custom Lists – 10        
  • Custom Multi Select Lists – 10 
  • Custom Image Field 10

The new ‘Image’ field type in the report template configuration allows images to be directly uploaded into a report. This feature can be configured only for users with administrator user role privileges. 

To configure the field type for an Agenda report or Minute Report, the admin user needs to go to Administration > Report Template > Select an Existing Report or Click ‘Add New Report Template’ to create a new template. Scroll down and click on the field type ‘Custom Image’ and replace the ‘Field display label’ with a short ‘Tool Tip’ if required. 

Additionally, the user can insert an image field into a report by using the ‘+’ icon in the Agenda Item – New Agenda Type in Meeting preparation section. The uploaded image can be of any type and size, but any large image will be resized in proportion of its full width and height.

  • If the image width is lesser than 700 pixels but the height is larger, the image will not be resized but will be split into multiple pages depending on the height of the image.
    The admin has the option to customise the fields that needs to be included in minute taking, agenda report, and minutes report.
  • The administrator can configure the fields of a report by giving a suitable name for the fields by Editing the ‘Field Display Label’. A tooltip can also be provided. The fields can be marked visible and/or mandatory as well. 
    The field name can be ticked to include in Minute Taking, Agenda Report and Minute report. If the field is not ticked for ‘Include in Minute taking’, then the field will not appear in the join meeting page. If the field is not ticked for ‘Include in Agenda Report’, then the field will not appear in agenda report. If the field is not for ‘Include in Minutes report’, then the field will not appear in the Finalised Minutes output report. 
  • Including in voting – This functionality allows only one RTF to be selected, to be included in Voting. This means, the content entered in this RTF box during the Agenda creation, will be auto populated, when the organizer clicks on ‘voting’ action icon at the ‘Join meeting’ stage.
  • Is Action Officer – This configuration is to select the Responsible Officer for actions, which are auto generated for agenda items, in the Join Meeting & Meeting Minute Stage.
  • Text Right Align in the report is to have any data fields right aligned in the report.
  • The sort order is customisable. If the admin wants to place a field between two sort numbers, the lesser value has to be given in the sort order. 
  • If the report is confidential, then the ‘Reasons’ Will appear in the non-confidential report even if the field is un-ticked. 
  • STEP 5: Once the template is complete the user has to click ‘Save’. If the user attempts to navigate away a pop up (Figure 47) will appear. 

  • STEP 6: The User can also create a copy of the template by clicking the ‘Duplicate’ button.


Edit Report Template 

A Report Template can be edited by clicking ‘Report title’ within the grid. The ‘Add report’ page will load with text editable text boxes and grid. Click ‘Save’ to update. 


Delete Report Template 

To Delete an existing report, click on the ‘Delete’ button in the report template grid. Only templates that are not linked with meetings and other functionalities can be deleted. All links have to be cleared to delete. The user will be prompted, click ‘ok’ to continue.


AGENDA TEMPLATES

View Agenda Template

All report templates will be listed by Template Title in an alphabetical order in a grid view as per the below figure. The user can select the items view per page from the drop down. 

The records can be sorted by clicking the Column Name. For Example; If the user clicks ‘agenda template” the records will be sorted on template name in alphabetical order.

The template can be deleted by clicking on the ‘Delete’ button if the report is not linked with one or more Agenda templates.


Add Agenda Template

The agenda template is used to create pre-defined agenda which can be used in create multiple meeting reports. An agenda template is created for a meeting type (i.e. Formal Public, Formal Internal and informal). 

To add an agenda template, the following steps, have to be followed. 

  • STEP 1: Click on the hamburger menu icon in the header and click on ‘Agenda Templates’.
  • STEP 2: Click on ‘Add new agenda template’ link in the view page.


Create Agenda Detail

An agenda template has two sections, the agenda details and the agenda. To create agenda detail the following steps have to be followed.

  • STEP 1: Create Agenda Details

These are the basic details of the agenda. The fields defined in this area will be listed when creating a meeting.

I.    Agenda Template – Enter the template name. This is the Name of the template which is a mandatory field. 

II.    Agenda Type - Select from the three type of agendas. Formal Public, Formal internal and Internal. 

III.    Link Report Template – The agenda template needs to be linked with one or more report templates. The report template can be used to create the agenda item. On default the previous meeting minutes’ report will load on default which can be changed by the user. 

IV.    Default Committees - Select one or more member committees participating in the meeting. The members of the selected committees will auto populate in the ‘members’ field in create meeting.  

V.    Default Teams – Select one or more teams participating in the meeting. The members of the selected teams will auto populate in the ‘participants’ field in create meetings.  

  • STEP 2: Customise the field types 

As shown in below figure, the field configuration grid, allows to select the fields of the meeting. The user can edit the field display label, include a tool tip, and select to make fields mandatory and visible. These selected fields populated the ‘Create Meeting’ page. Some of the custom fields are listed below:

i.    Agenda Deadline – This is to set a deadline date for the agenda. On default the agenda date will be 7 days prior to meeting commencement date.

ii.    Response Options 

iii.    Confidential Reasons 

iv.    Issues considered when writing the report

v.    Present 

vi.    Voting

vii.    Decision making authority


  • STEP 3: Design Cover page, Header and Footer for Agenda and Minute Report 

The Administrator can design the Cover page, Header and Footer for the report outputs. This needs to be designed and saved separately. 



Designing a cover image

Click on the ‘Edit’ button to design the cover page. This will open a rich text editor and the cover page can be designed using images and text. A background image can be inserted using the ‘Inline image’ option from the insert menu tab. In order to apply the image as a background image, the user should tick the ‘Background image Enable’ tick box. 


The user can also select variables to customise the cover page from the ‘Variables’ drop down as shown in the below figure.


Place text on top of the image and format accordingly.

The user can place text on top of the image, where the image needs to be sent behind text. Click on the image, go to ‘Format’, click on ‘Wrap text’ and select ‘Behind Text’.

Insert variables from the Variable drop down

Auto text variables can be inserted on to the background image. To insert variables, click on the ‘Variables’ drop down and apply necessary text formatting. The variables will auto populate when the Agenda or Minute report is generated. 

Preview the design

The user can preview the report cover image design by using the ‘View’ option or by generating the respective report output in the application.



Designing Header/Footer

Click on the ‘Edit’ button to design the cover page, which will open a pop up as shown in the below figure. 


The following steps needs to be followed:

  • Upload a pre designed background image to fit the header area. The image width should not exceed 1000 pixels and the height should not exceed 65 pixels. 
  • Insert text into the header area. The text can be formatted using basic options such as Text alignment, Font Size, Font Colour and Bold/Italics styles.
    Note: If a background image has been inserted, the text will appear on top of the image.
  • Insert Variables into the header area. The available variable options are ‘Page Number, One of Total pages. and Current Date. Text of the variables can be formatted using basic formatting options of Text alignment and Text colour. 


  • STEP 4: Click ‘Save’ the Agenda template to update.


Create Agenda

The agenda tab will allow the admin to create the agenda template of a meeting. This agenda template can be edited, by the meeting organizer in the ‘Meeting preparation’ stage. The following steps needs to be followed to create an agenda.

  • STEP 1: Click on ‘Agenda Tab’ to Create Agenda 

This is the agenda schedule of the meeting. The user can create the agenda by adding agenda groups and agenda items for each group. All agenda groups and agenda items created in the agenda template will be pre-populated at meeting preparation stage. 

If the template needs to be edited, it needs to be done by the administrator. 

Note: Any meetings that have been created linking the agenda template prior to any edits, those changes won’t be reflected In the agenda of such meetings. 

Following are the standard action icons in the Agenda page. 

Table 4 : Agenda Template Action Icon

  • STEP 2: Add Agenda group

An Agenda group is a main agenda topic. This will have many agenda items.

1.    Title – The Agenda Group Name

2.    Description – Description for the Agenda group


  • STEP 3: Add Agenda Item

An agenda item is a sub topic for an agenda group. An Agenda item can be marked as confidential. If marked confidential the item will be made visible only for the report creator, report writer and report prepared by users. However, this can be edited by granting permission by the Report creator at the meeting preparation to enable report viewing rights for defined confidential users for a specific item and  global confidential users. If the Agenda creator doesn’t set the confidential users, this will not be visible to any of the meeting participants and/or members. 


The fields of Add agenda item are explained below:

  • Title – This is the name of the Agenda Item. This is a mandatory field. 
  • Report Template – Select the report template to create the Agenda Item. The drop down will list all the reports linked with the Agenda template. The fields of the Agenda item get populated based on the selected report. This is a mandatory field.  
  • Report Writer – The default report writer will be the person assigned by the system administrator when creating the agenda template – agenda item. But this can be changed by selecting a staff name from the drop down. 
  • Report Prepared – The default report prepared will be the person(s) assigned by the system administrator when creating the agenda template – agenda item. The agenda creator can assign him/herself as well. This can be changed by selected one or more persons from the staff name drop down.     
  • Custom Fields – There will be custom fields that can be included in the agenda item. These are populated based on the configuration of the Report template. 
  • STEP 4: Click ‘Save’ to update agenda item details


Copy Agenda Template

An existing agenda template can be copied, by clicking the Copy icon within an existing agenda template. The copied agenda can be renamed. 


EMAIL NOTIFICATIONS

Email Templates

This Functionality is used to create/edit/delete email templates that would be generated during different action items.

View Email templates 

This page list all the created templates in a grid as shown in the below figure. The user can select the number of records to view per page from the page number drop down.

The records can be sorted by clicking the Column Name. For Example; If the user clicks ‘Template Name” the records will be sorted on template name in alphabetical order.


Add new email template 

Different types of email templates can be created for different purposes.  To add a template, click on “Add new template” in the view email template screen. The admin will be directed to a new page as shown in the below figure. 


The add new email template fields are:

1.    Name – Enter the name of the template. 

2.    Type – Select the type of template from General, Meeting, Report or task

3.    Subject – enter the subject heading of the email 

4.    Body – Enter the content of the email. This will can be formatted using the RTF box 


Delete Email Template

Email templates can be deleted by clicking on the ‘Delete’ button in the View email template page. The user will be prompted. Click ok to continue.


Email Notifications 

This functionality is used to set up the triggers for when emails must be generated. 


View Email notifications 

To view email notifications that are already created, click on the email notification tab. This page will give a grid view of all notifications as shown in the below figure. The user can select the number of records to view per page from the page number drop down. 

The records can be sorted by clicking the Column Name. For Example; If the user clicks ‘Notification Name’ the records will be sorted on template name in alphabetical order. 


Add Email Notifications 

Email notifications can be created to be linked with existing email templates, based on the email type.  The form will dynamically change based on the email type selected.

To add a notification, click on “Add a new email notification” in the view email template screen. The admin will be directed to a new page as shown in the below figure.

 Add email notification – General


The fields for add email notification – general are:

  • Email type – Select the meeting type from the drop down. The form dynamically changes bases on the type. This is mandatory
  • Notification name – Enter the name of the notification. This is a mandatory field 
  • Email template – Select the template which needs to be triggered from the drop down. The drop down will show the templates for the selected email type 
  • Active – Mark as active 
  • Starting on – Select start date from the date selection 
  • Continue every – Set the recurrence frequency. It can be set for hours, days or months
  • Recipient type – Select the user role from the drop down. One or more user roles can be added. The email will be sent to all users who are assigned the selected user roles
  • Recipient name – Select a specific list of users of that user roles. The email will be sent only to these specified list of users 

Add email notification – meeting 

The email notification – meeting form will have additional field other to General Type email notification, as shown in the below figure. 



The additional fields for Email notifications – meeting are:

Trigger Criteria

a.    Tick Meeting Status – Select Draft or Finalised 

And/or 

b.    Tick Meeting Template – Select meeting agenda template 

And / Or 

c.    Tick period before the meeting starts – Select number of hours/days/months 

And / or 

d.    Tick period before the meeting starts – Select number of hours/days/months

And / or 

e.    Tick Meeting Output - Select from drop down Minutes/Agenda including/excluding confidential 

And / or 

f.    Tick When meeting is – Select state from drop down Approved/pending approval/rejected and Select by Anyone/Current approver 

Add email notification – report 

The email notification – report form will have additional field other to General Type email notification, as shown in the below figure. 


The additional fields for Email notifications – report are:

Trigger Criteria

a.    Tick Meeting Status – Select Draft or Finalised 

And / Or 

b.    Tick period before the meeting starts – Select number of hours/days/months 

And / or 

c.    Tick period before the agenda deadline – Select number of hours/days/months

And / or 

d.    Tick When report is – Select state from drop down Approved/pending approval/rejected and Select by Anyone/Current approver 

And / or 

e.    Tick Report Template – Select meeting report template 

And / Or 

f.    Tick Report Output - Select from drop down Confidential Report/ Report

And / or 

g.    Tick Period After collaboration – Select number of hours/days/months

And/or 

h.    Tick Period After completing collaboration – Select number of hours/days/months

And / or 

i.    Tick End collaboration 

Add email notification – task

The email notification – task form will have additional field other to General Type email notification, as shown in the below figure. 



The additional fields for Email notifications – report are:

Trigger Criteria

a.    Tick Status  – Select Completed/in progress/Not started 

And / Or 

b.    Tick period before the tasks starts – Enter number of days 


RETRIEVE DELETION 

The functionality can be used by the admin to retrieve any type of action item that has been deleted by the users. To view items that have been deleted click on ‘Retrieve Deletion’ from the main menu.

This will show all action items that has been deleted in a grid view, as shown in the below figure. 


The user can select the number of records to view per page from the page number drop down. 

The records can be sorted by clicking the Column Name. For Example; If the user clicks “Name” the records will be sorted on template name in alphabetical order. 


The admin can filter the view via a ‘Search’. Search can be performed on Type such as Meeting, agenda item, Agenda group and Action.

To retrieve a deleted item, click on ‘Retrieve’ button in the view grid. Upon clicking the button the item will be retrieved.