(Dansk version)

Overview

You can create Agenda items both in Agenda and Organization tabs.

This manual will walk you through both of the mentioned options.

<aside> 💡 Tip:

• Agenda items are edited like any other office document - see more here DocuNote Basic Modules - Microsoft Office integration </aside>

Creating items on Agenda tab

<aside> ⚠️ Please note:

• In order to create agenda item in ****the Agenda tab, you must have created a Committee.
  • See manual page Creating new committee

<aside> 💡

Tip:

• When the Committee is created, ****the following folders under it are created automatically:
  • Drafts - the agenda items created here could be moved further to the Queue folder.
    • Only Draft versions of agenda items can be created here.
  • Queue - the agenda items created here could be moved to the committee's meeting.
    • Only Published versions of agenda items can be created here.
  • Fixed items - the agenda items created here could be copied to the committee's meeting. This folder usually contains predefined agenda items associated with the given committees.
    • Draft or Published versions of agenda items can be created here.
  • Agenda management - a virtual folder that contains meetings and associated agenda items. One can make final adjustments to agenda items, sort them, etc.
  • Outbox - a temporary storage for agenda items dedicated for further processing with the agenda items for one more meeting. In this folder agenda items can be edited before being moved to the appropriate committee. </aside>

</aside>

1. Click on the Agenda tab and extend a Committee.

2. Under the Committee select one of the Draft, Queue, or Fixed items folders

3. Click on the New agenda item on the ribbon bar or in the context menu.

   • Alternatively, you can right-click on the relevant folder, or an empty space in the explorer area and select New agenda item from the context menu.

   

1. Select the appropriate template from Agenda item input templates and click Create.

   

   <aside> 💡 Tips:

   • An alternative way of creating agenda item:

     • If you don't want to open a newly created agenda item right away, uncheck the Open document checkbox.

       

     • You can also decide whether or not to open the properties form of the new agenda item by checking Open document properties ****respectively.

       • The Document name is then mandatory. </aside>

1. After you click Create, the New document form will appear:

   

   • Fill in the following fields:

     • Document title - the title for the newly created document. Mandatory field.

     • Responsible - the user that will be marked as a Responsible person.

     • Internal note - optionally, you can enter the note for the newly created agenda item.

       • An icon shows that an internal note is attached. If the mouse is placed over it, the content of the note is displayed

     • Access status - Open, Closed, or Double closed - define the access status to the minutes of the agenda meeting.

       • See the administrator guide here Adding members and stakeholders

     • Apply break between items - when this checkbox is checked, each Agenda Item will start from a new page when the final document is generated.

     • Closed title - used in generated agenda documents (agenda, appendix, minutes). This field is mandatory when creating a Closed or Double closed Agenda item.

     • Agenda item attachments - attach copies of original DocuNote documents to the newly created agenda item.

       • Learn more about Attachments of the agenda item further in this manual.

       <aside> ⚠️

       Please note:

       • When selecting, a decision must be made as to whether the attachment should be included when publishing to Internal/External. Read more about Publishing the agenda </aside>

     • Agenda history - displays a list of actions performed on the agenda item with the following columns:

       • Action - the action performed on the item.
       • Committee - the committee to which the item was assigned.
       • Folder - name of the committee folder which was involved in the action.
       • Meeting - the meeting to which the agenda item was moved.
       • Status - the status of the meeting to which the agenda item was moved to.
       • User - the user who performed the action.
       • Date/time - date and time when the action was performed.

1. When done, click Create.