(Dansk version)

Defining general properties

To create a new committee:

1. Select the Agenda root node or underlying folder in the Agenda navigation tree.
2. Click the New committee on the ribbon bar. Optionally, you can right-click the Agenda node/folder and select New committee from the context menu.

1. Fill out relevant fields in the “New committee” window

   

   • Provide Name and descriptive Purpose for the committee.

   • Optionally, you can specify the Location.

   • sing the Status combo box, you can mark the committee as Active, Inactive or Discontinued.

   • Archiving minutes:

     • Archiving minutes is an essential precondition for the possiblity of sending minutes for signing. Learn how to Send minutes for signing - Agenda (User)

       You can archive each Open, Closed, and Double closed minutes in to the predefined document folders.

       If these fields are filled, corresponding minutes document for a meeting will be created in this location. Name will contain meeting name, start date and time, and end time.

       If such type of minutes documents doen not exist it is simply not copied anywhere.

       <aside> ⚠️ Please note:

       • The minutes will be shown in Organization tab as regular documents.
         • If you archive minutes, agenda restrictions Open, Closed, and Double closed will be ignored and all existing minutes shown.
         • If you want to hide some types of minutes, simply do not fill corresponding minutes (archiving) locations on committee properties. </aside>

   • Optionally, you can decide whether the members of committee will receive notifications on the following conditions:

     • Notifications for participants when internal published document is updated - Activates the notifications for agenda members under Tasks page when the agenda content is published internally.
     • Display desktop notifications when internal published document is updated - Activates the notifications that appear on your desktop when the agenda content is published internally.
     • Notifications when decision is journalized Activates the notifications for agenda members under Tasks page when agenda decisions are journalized.
     • Display desktop notifications when decision is journalized - Activates the notifications that appear on your desktop when agenda decisions are journalized.

   • Next, navigate the Members tab, and add appropriate members and stakeholders associated with the meeting. For details, see Adding members and stakeholders - Agenda (Adm.)

   • Using Internal settings and External settings tabs, you can adjust templates that will be applied to internal and external agendas of the given committee. (See below)

   • When done, Save your changes.

Internal and external settings

On the Internal and external settings tabs of the committee properties window it is possible to define the following properties respectively for internal or external use and publishing:

• **Templates (**See Templates - Agenda (Adm.)
• Date and time - adjust language and formats of how date and time are represented.
• Labels - labels for various agenda entries.
• Publishing - whether the agendas of the current meeting are to be published internally or to the Firstagenda (7.1 Publishing to FirstAgenda - Agenda (User) .

Similar settings are available on the External settings tab where you can also define publishing years for the externally published agenda.