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Accessing Reference Documents on Windows

This section explains how to access and view Reference Documents in the BoardWorks Windows app. Reference Documents provide convenient access to important organizational information and supporting materials outside of a meeting Board Book.

What are Reference Documents?

Reference Documents are files and folders that have been made available by your organization for ongoing access.

Depending on your organization's setup, Reference Documents may include:

  • Corporate policies

  • Governance documents

  • Historical Meeting minutes

  • Historical Board Books

  • Audit reports

  • Directors Guides

  • Company Bylaws

  • Committee materials

  • Other important supporting documentation

Reference Documents remain available until they are updated or removed by your Administrator.

How do I access Reference Documents?

To access Reference Documents:

  1. Open the BoardWorks Windows app.

  2. Select Reference from the navigation menu.

Reference Documents are organized into sections and folders. Depending on your organization's configuration, available sections may include:

  • Corporate Information

  • Directors Guide

  • General Board Information

  • Collaborations

To view a different section:

  1. Select the category drop-down at the top of the screen.

  2. Choose the desired section.

The available folders and documents will update based on the selected section.

The Reference area will display the available sections and folders.

How do I open a Reference folder?

Reference folders are displayed within the selected category.

To open a folder:

  1. Navigate to the appropriate Reference category.

  2. Click the folder you wish to view.

The contents of the folder will be displayed.

How do I open a Reference Document?

To open a document:

  1. Open the appropriate folder.

  2. Locate the desired document.

  3. Click the document to open it.

The document will open in the document viewer.

What information is displayed for a Reference Document?

Reference Documents may display additional information including:

  • Document name

  • Last modified date

  • File size

  • Download status

This information can help you identify the correct document before opening it.

How do I return to the previous folder?

When viewing the contents of a folder:

  1. Click the Back arrow located beside the Reference heading.

You will be returned to the previous folder or category view.

Can I annotate Reference Documents?

Yes.

Reference Documents support the same annotation tools available throughout BoardWorks, including:

  • Drawing

  • Text Highlighter

  • Freeform Highlighter

  • Notes

Annotations are associated with your BoardWorks account and will synchronize across your supported BoardWorks devices.

Can I share notes from a Reference Document?

Yes.

Note annotations can be shared with other users who have access to the same Reference Document.

To share a note annotation:

  1. Open the Reference Document.

  2. Open the Annotations panel.

  3. Locate the note annotation you wish to share.

  4. Select the Share option.

  5. Choose one of the available sharing options:

    • Private

    • All Users

    • Share with Individuals

  6. Select Done.

The note will be shared according to the selected settings.

Users must have access to the Reference Document before they can receive a shared annotation.

Are my annotations visible to other users?

Annotations are private by default and are only visible to the user who created them.

The exception is Note annotations, which can be shared with other users who have access to the same Reference Document.

Drawing, Text Highlighter, and Freeform Highlighter annotations remain private and cannot be shared.

How do I email a Reference Document?

You can email a Reference Document directly from the document viewer.

To email a document:

  1. Open the Reference Document.

  2. Select Email from the toolbar.

  3. Enter the Document Integration License Key (if required).

  4. Select your email client.

  5. Choose the recipient(s).

  6. Enter a message (optional).

  7. Click Send.

Note: Email functionality requires the BoardWorks Document Integration feature. If prompted, contact your Administrator or Support

How do I print a Reference Document?

You can print a Reference Document directly from the document viewer.

To print a document:

  1. Open the Reference Document.

  2. Select Print from the toolbar.

  3. Enter the Document Printing License Key (if required).

  4. Review the printer settings.

  5. Click Print.

Note: Printing functionality requires the BoardWorks Document Printing feature. If prompted, contact your Administrator or Support

How do I open a Reference Document in another application?

The Open With option allows supported documents to be opened in another application installed on your computer.

To open a document in another application:

  1. Open the Reference Document.

  2. Select Open With from the toolbar.

  3. Enter the Document Integration License Key (if required).

  4. Select the application you would like to use.

The document will open in the selected application.

Note: Open With functionality requires the BoardWorks Document Integration feature. If prompted, contact your Administrator or Support

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