Introduction
Updating a meeting is changing it in any way e.g., adding or replacing documents, changing permissions, modifying the date or other meeting information, and archiving.
Please note: If a meeting is published already and any of these actions are required, it must be unpublished before changes can be made. When unpublishing the meeting, BoardWorks will remove it from the Directors’ view until the meeting is republished. Once republished it will reappear for all attendees.
Please note: To preserve existing document annotations when replacing a meeting document, the document the administrator is replacing it with must have the same file name as the one being replaced. Otherwise, any existing annotations will be deleted.
To update a meeting from the Dashboard, on the row with the meeting click on Actions.
From the Action drop-down, choose Edit.
Unpublish the meeting by choosing unpublish from the Change-Status drop-down box.
Please note: When unpublishing the meeting, BoardWorks will remove it from the Directors’ view until the meeting is republished. Once republished it will reappear for all attendees.
Once unpublished the Meeting Information can be amended as needed.
Once the changes are implemented, click on Change Status and choose to Publish from the drop-down menu.
Changing the Agenda
The Agenda may be changed before or after the meeting has been published. If a meeting has already been published it will first need to be unpublished.
Please note: If the Administrator is updating an agenda document that has been published, the Administrator must leave the file name the same otherwise any notes (annotation) will be deleted.
To update an Agenda the Administrator navigates to the Documents screen, by clicking on the Documents step of the wizard.
They then click on the Agenda row to view the document that was already uploaded.
Once the row is open, click on the Bin icon to remove the file.
This will bring up a confirmation dialog box, shown below. The administrator will need to confirm that they want to remove the file by clicking on Save.
The Administrator can now update the file as before, choose Add File From, Computer or Collaboration Workspace, Search for the file, and upload.
Once uploaded click on Save and then the Change Status drop down to republish the meeting.
Modifying Meeting Documents
The addition, modification, or replacement of meeting documents can be completed through the Meeting Document Screen, shown below.
If the meeting is already published it must be unpublished, for the steps to edit a meeting including to unpublish a meeting see, Updating Existing Meetings.
Please note: If the Administrator is updating meeting documents that were published. The Administrator must leave the file name the same otherwise any notes (annotations) will be deleted.
Once on the Meeting Document Screen, click on the Document row to view the documents that are already uploaded.
An Administrator has the following options to choose from:
Delete
Delete a file from the meeting – See Deleting Multiple Files from a Meeting
Please note: It is not recommended to delete a document after a meeting was published as it may contain director notes or annotations.
Edit
Allows for editing of the following properties
Attendee Access See Adding - Attendees
Change the Name of the Document
Replace the File from the Computer
Replace the File from the Collaboration Workspace
Deleting Multiple Files from a Meeting
If an Administrator would like to remove multiple files from a meeting, they may click on the Tick box next to one or more of the meeting documents to select them for deletion. Once the documents are marked with a checkbox, select the Delete Selected to remove the files from the meeting.
Please note: It is not recommended to delete a document after a meeting was published as it may contain director notes or annotations.
A confirmation box will appear and click on Save
Once saved, BoardWorks will confirm the deletion with a status message.
Please note: The documents are removed only from the meeting and can be located using either the Document Menu Icon or the Search Hub.
