My workspace is to view agenda items of each user based on their user role access. In this section the user can view the agenda items, approvals and actions assigned to them.
My Agenda Items
My agenda items will list, in a grid view, all the agenda items of the user which he/she has created, as a writer or as prepared by the author, as shown in the below figure.
The records can be sorted by clicking the Column Name. E.g. If the user clicks ‘Section No the records will be sorted on Section No in alphabetical and numeric order.
Search Agenda Item
Agenda items can be searched by the following criteria:
Meeting title
Item title
Agenda template type
Item status
Approval status
Submitter
Waiting for (approval by)
Agenda deadline
The search criterion can be saved by ticking the ‘Save selection for next time’ checkbox.
Add Agenda Item
This functionality is used by users who wish to add agenda items to a meeting, for which has not yet commenced. This functionality is different to the add agenda item at creating template stage and meeting preparation stage, because only users linked to a meeting, can add agenda items.
An Agenda Item can be added by the following steps.
STEP 1: Click the 'Add Agenda' icon. The fields will load on the same page.
STEP 2: The Add agenda item, will have the following fields:
Meeting Type – Select meeting type from Formal public/formal internal/Informal.
Meeting Title – Select the meeting title from the drop down. This will show the past and future meetings based on the selected meeting type. This is mandatory.
Section– Select the agenda group of the selected meeting from the drop down. This mandatory.
Report Creator – This is a label display. Logged in user name will appear.
Report Template – Select the report template to link with agenda item. This is mandatory.
Copy report content from – The drop down ‘Copy Report Content from’ should populate all agenda items created by selected report template, in the agenda template of the selected Meeting title.
Example: if the agenda template is council meeting, and the report template is ‘business report’ for the selected meeting title, then all agenda items created using the ‘Business Report’ report template in the selected meeting’s agenda template (Council Meeting Agenda Template) should load in this drop down.Subject – Enter the subject name for the agenda item.
Originating officer This will be the user who prepares the report. The logged in user will be selected by default as the Originating Officer.
STEP 3: Click ‘Save’.
Copy/Move Agenda Item
This functionality can be used to copy an existing agenda item or move an existing agenda item into a future meeting agenda.
To copy/move an item the following steps needs to be followed.
STEP 1: Select the item(s) from the grid. Multiple items can be selected.
STEP 2: Click on 'copy/move’ icon. Only draft agenda, agenda items can be selected to be copied or moved. This will be denoted in the red button. The Green button is for finalised submitted agendas.
STEP 3: When the copy/move icon is clicked a pop-up window will appear. The fields for copy/move are:
Select copy/move – Select if to copy/move.
From - Select from date to specify the date range to filter meeting list.
To - Select To date to specify the date range to filter meeting list.
Meeting – Select meeting from drop down. This will show meetings for the selected date range, for which the agenda has not been finalised.
Section – Select the agenda group of the selected meeting from the drop down.
Exclude attachments – Tick if attachments need to be excluded.
Exclude Approvals – Tick if Approval workflow needs to be excluded.
Exclude Action – Tick if actions need to be excluded.
STEP 4: Click ‘Save’.
Delete Agenda Item
An agenda item can be deleted, only if the item is in 'Draft' status. To delete an agenda item, the following steps, have to be followed:
STEP 1: Select the agenda item to delete. Agenda items in 'Submitted' status will be disabled. Multiple agenda items can be selected.
STEP 2: Click on ‘Delete’ Icon.
STEP 3: The user will be prompted. Click ‘Ok’ to continue.
Submit
An agenda item can be submitted to mark as complete, only if the item is in 'Draft' status. To submit an agenda item of the following steps, have to be followed.
STEP 1: Select the agenda item to submit. Agenda items in 'Submitted' status will be disabled. Multiple agenda items can be selected.
STEP 2: Click on ‘Submit’ Icon.
STEP 3: The user will be prompted. Click ‘Ok’ to continue.
Note: If the agenda item has an approval workflow, then it will be submitted for approval. But that will be possible only if the approvers are pre-selected and saved. To save approvers, refer to 'Add agenda item' in the Meeting preparation stage. If the approvers are saved the following, a prompt message will appear.
If the item has no approval workflow, the item will be marked as completed.
My Approvals
My Approval is to view the agenda items and agendas that require approval.
Agenda Item Approval
This functionality is used to view, approve or reject agenda items that have been sent for approval as shown in the below figure.
The records can be sorted by clicking the Column Name.
Example: If the user clicks 'Meeting' the records will be sorted on agenda name in alphabetical order.
Search Agenda Item
Agenda items sent for approval can be filtered via the search functionality. The item can be searched on the following criterion:
Meeting
Report
Report template
Submitter
Agenda deadline
The search criterion can be saved by ticking the ‘Save selection for next time’.
Approve/Reject
The user can approve or reject an agenda item in bulk or one by one.
To Approve the agenda items must be selected from the grid and Click on the ‘Thumbs up’ icon. To Reject the agenda item, must be selected from the grid and click on the ‘Thumbs down’ Icon.
Route Approval
The approver can route the item approval to another approver in the approval workflow by clicking on the ‘Route’ action icon on the item details page. This will then not follow the standard approval workflow, and will directly send the item for approval to the selected approver and surpass all other approvers. This can be done only for approvers who have the meeting manager user role.
Agenda Approval
This functionality is used to view, approve or reject agendas that have been sent for approval as shown in the below figure.
The records can be sorted by clicking the Column Name. For Example; If the user clicks 'Meeting' the records will be sorted on the Agenda Approval name in alphabetical order.
Search Agenda
Agendas sent for approval can be filtered via the search functionality. The item can be searched on the following criterion:
Meeting Type
Date from
Date to
Meeting location
Approval Status
Submitter
Pending Approval with
The search criterion can be saved by ticking the ‘Save selection for next time’.
Approve/Reject
To Approve, the agenda must be selected from the grid and Click on the ‘Thumbs up’ icon. To Reject, the agenda item must be selected from the grid and click on the ‘Thumbs down’ Icon. The user can approve or reject an agenda item in bulk or one by one.
Route Approval
The approver can route the item approval to another approver in the approval workflow by clicking on the ‘Route’ action icon in the item details page. This will then not follow the standard approval workflow, and will directly send the item for approval to the selected approver and surpass all other approvers. This can be done only for approvers who have the meeting manager user role.
My Actions
My Action is to view and edit the action items assigned to the user. All action items will be listed in a grid view.
The red button denoted items, are items that zero progress has been made and the action end date has elapsed.
Green button donated items, are items that have commenced and some progress has been made and the end date has not elapsed. Refer to the below figure for a view of my actions.
The records can be sorted by clicking the Column Name.
Example: If the user clicks 'Action' the records will be sorted on Action name in alphabetical order.
Search Action
The action items can be filtered using the search functionality. The item can be searched on the following criterion:
Action Title
Start Date
End Date
Status
The search criterion can be saved by ticking the ‘Save selection for next time’.
Edit Action Item
To Edit an action item, click on ‘action title’ and the user will be directed to the Action details page in the ‘action centre’.
The user can update the following fields and save.
Action title
Action Description
Start Date
End Date
Action Owner
Secondary Action Owner
Action Status
% complete
Comments
Confidential
Link
The Action can also be spell checked, copied or deleted. The user can view the Action audit history as well.
