Annotating the Board Pack
Annotating documents is a feature of the Premium and Ultimate plans in BoardPro.
If your Board subscribes to the Essentials plan, please refer to this article on Reading the Board Pack for Essential Plans (ADD LINK WHEN PUBLISHING)
Who can use BoardPro Notes?
BoardPro Notes is available to everyone listed on your organisation’s People page with login access, except for users with the Executive/Guest role.
Who can see my notes?
Your notes are private and only visible to you.
Can I share my notes?
Notes are private to each individual and cannot currently be shared directly within BoardPro.
If you believe it would be beneficial for your board to have a Public/Shared Comments feature, you can vote for this improvement in our Ideas Portal: Public (or Shared) Comments in the Board Pack.
Am I able to download the Board Pack in its entirety?
Yes. You can download the Board Pack by clicking the Download button and choosing whether to download it with or without your notes.
Things to note:
This feature also allows you to download the Board Pack with your notes and share it with others outside of BoardPro, if needed.
If you cannot see the download icon, it may be because your organisation has disabled downloading and printing. Please speak to your Administrator or Chair about the Document Downloading and Printing Policy for your organisation
Can I use BoardPro Notes offline?
No. BoardPro is a cloud-based platform and is only available while online.
However, you can download your Board Pack, including your notes, to review offline if needed.
How can I access BoardPro Notes from my desktop?
From the Meeting tab on the left navigation panel, click on Board Pack
Or, from the Meetings page, click anywhere on the meeting card to open the meeting. Then, click on Board Pack at the top right and select View & Take Notes.".
Can I print the Board Pack?
For the best results, we recommend downloading the Board Pack first (if downloading has not been disabled for your organisation). Once downloaded, you can open the file and print it as needed.
Please note: Downloading the Board Pack will only include the documents themselves — your notes will not be included
When you open the Board Pack, click the Download button located in the top-right corner.
You will be given the option to download the Board Pack either with your notes or without your notes.
To print your Board Pack with notes, we recommend first downloading the file and then opening it with Adobe Acrobat.
Adobe Acrobat is free to use and works well with BoardPro Notes to ensure your annotations are included when printing.
How long can I view my Notes?
Your notes will remain available until the minutes for that meeting have been confirmed.
Are my Notes discoverable under the law?
Yes, in certain circumstances, a court may order that documents from your organisation, including notes taken on a Board Pack, be provided during a litigation process.
BoardPro helps mitigate this through the Organisation Notes/Annotation Destruction Policy. Additionally, you have the ability to delete your own notes within BoardPro.
Can I delete my Notes?
Yes, you can delete an individual note.
To do so, select Annotations from the top-left menu. Click on the annotation listed and delete.
To delete all your notes at once click on "Board Pack", then "Delete My Notes"
There is a new version of the document that has been added to the Board Pack, but I already made notes. Will I still be able to see them?
Yes, your previous annotations will carry over to the updated document.
Is BoardPro Notes available on all devices?
Yes, BoardPro Notes is accessible on all devices through the built-in browser. However, only the latest devices and operating systems are supported. Please ensure that your operating system and browser are up to date for optimal performance.
Is there an app for BoardPro Notes?
Yes! For iOS users, you can find BoardPro Notes in the App Store. This free companion app allows you to read and annotate the board pack directly from your iPhone or iPad.
Do my notes sync between the desktop version and the mobile app?
Yes, your notes will automatically sync between the desktop version and the mobile app.
My BoardPro Notes looks different. Why can't I see the thumbnails of documents?
If you're using a smaller screen, such as a tablet or mobile device, the layout will differ from the larger desktop version. You can still access a complete list of all documents added to the Board Pack by using the drop-down menu on the top left-hand side. Note: You can move from document to document by scrolling, even without the thumbnails.
Can I make BoardPro Notes full screen on my desktop?
Yes, you can. Simply click on the screen expander icon located at the top right of the screen in the toolbar. This will maximize your view, allowing you to scroll through your documents and make annotations while enjoying a larger workspace..
To close out of fullscreen, click the same button to return the size to normal.
I only see a large coloured box when I annotate. What is happening?
This can happen when the background colour matches the highlighter or pen colour.
Before you start annotating, check and adjust your colours to ensure they do not match.
To change the background colour, click the down arrow next to the colour option and select a new colour, no colour, or adjust the colour settings as needed.
My document has many pages. Is it possible to see an overview of where I have annotated?
Yes. To view an overview of your annotations, click Annotations in the top left menu.
You can then select any note from the list to jump directly to that annotation.
Is there a search function?
Yes. Click the magnifying glass icon on the toolbar to search by keyword.
BoardPro will scan the entire board pack and show how many times the keyword appears.
You can then use the arrows to move through each instance to quickly find the section you need.
Related Articles: