Questions about Documents

1. Can documents be renamed in the Document List or after they have been attached to a meeting? 

Yes, a document can be renamed, but only in the 6 months after it has been added.  Any changes to a documents name will populate everywhere. This means that a document that has been linked to a meeting will be updated automatically.

2. Can a document that has been attached to one set of minutes be linked to to another set of minutes, or do you have to “delete” it from the first meeting? 

Documents can be linked to any number of meetings. They do not need to be "deleted." Remember, the document is saved in the system once. It is then linked to any number of other meetings, but it does not mean that the document has been duplicated.

3. Can Meeting date tags be removed from a document after the meeting is approved.  

No, they can't. The document was provided to a meeting, removing it after the meeting has been approved would not be good practice. 

4. Are documents attached to the agenda or the minutes. 

Documents are linked to the agenda and minutes. They can be seen in a list, in the agenda, and in the minutes. 

5. How to comment on Agenda items. 

All comments are added in one place via the Comments button or the chat bubble on your phone. 

6. What is in a Notifications?

The notifications do not include any attachments. It is simply an email that says the Agenda is ready for review or the Minutes are ready for review. 

Directors see everything that a recording secretary does, except that they can't edit the agenda or the minutes. They will see anything added to text boxes in the SMART minutes (but can't edit them). They see the attached documents. They can attach documents but can't add to an agenda item. 

They can look at the comments - which everyone can view, but not My notes which are private to the specific user who created them.

Updated December2023