Portal
A term used to refer to the region specific website or application to access BoardWorks.
Administrator
Someone who has the privilege of creating board content, adding and disabling users, resetting passwords, adding and managing committees and groups. Anyone in the Admin role has access to all content whether published or unpublished. Each portal should have at least one Administrator.
Director
The role in BoardWorks typically needs to access published material but is not responsible for creating and updating content regardless of the executive or non-executive status.
Group Access
Group access is a default access option present on both the meeting level and document level. If the Group Access box is checked, that means that all directors on the selected committee will have access to the meeting and its contents. This includes any directors that will become members of the selected committee on a future date. (i.e. If a new Director is added to the committee after the meeting has passed, they would be able to review this meeting’s content even though they were not part of the committee at the time the meeting took place). The same functionality takes place when setting groups access at the document level, but instead they would be applying the same rules to a single document rather than a meeting. When the Group Access box is unchecked, meeting access is completely manual. Directors must be selected manually from the committee pick list. Selecting the Directors from the list gives manual access to the meeting to only the selected Directors. If a new director gets added to the committee, they will not have access to past meetings because they were not available on the pick list when the meeting was prepared. If a new director needs access to a past meeting where the group access box was not checked, the Administrator would have to unpublish the meeting and selecting the Director that needs access from the pick list and then re-publishing the meeting. The same process would have to be taken for each individual document in that meeting.
Committees
Groups of directors appointed to a specific function within the company (Audit Committee, Board of Directors Committee)
Officer Groups
Officer Groups are typically used when you want to give Meeting access to a user(s) that is officially not a member of any committees but still requires access. This typically includes non-board members like Chairpersons, CFOs, Auditors, external Counsel, company staff and community members. Usage of Officer Groups varies from client to client.
User Roles
BoardWorks has 11 user roles, each user must be assigned to one user role.
The roles are hard coded into the application and cannot be modified.
Roles dictate what areas of the application the user can view and or interact with.
Each role has very specific functions and has criteria for accessing information.
The roles are hard coded into the application and cannot be modified.
Documents / Reference
This section is a document repository. Administrators can upload reference documents, or important documentation concerning the board or company. Documents can be organized by folders. Signature workflows can be initiated from here, but only if using PDF files.
Signature Workflow/Signature Request
Allows for Directors add their digital signatures using their mobile device onto documents within the reference section. Signature Workflows can also be done through Docusign with a valid Docusign account.
Once all Directors have signed and the workflow is complete, the results can then be gathered by the Administrator.
Annotations
A feature in BoardWorks on mobile devices that allows Directors to make notes directly on meeting documents. Notes can be made freehand using your finger or stylus, as well as creating notes and adding highlights to parts of the document. These will be saved to the document as long as the user doesn’t “forget” their account, or a document is replaced on that particular meeting. Annotations can also be deleted by an Administrator after a meeting has taken place.
Publish
Publishing content allows users who have been granted access to content to view it on their application.
Unpublish
Unpublished content is currently saved within BoardWorks by an Administrator but is not currently accessible by other users from their applications.
Permission Matrix
Is a detailed breakdown by role and task who may do what. Available for download from the Admin section.