Note : Only the Access Roles of Chair, Administrator, Board Secretary and Senior Executive can edit the agenda.
After the agenda has been published, there may be situations where you have to add a late document or make a change to the agenda. Attachments are not included in the agenda document alone. Instead, they are included as part of the Board Pack, which is a comprehensive document containing the agenda along with all associated attachments. To access attachments:
Open the Board Pack for the specific meeting.
Locate the agenda items within the Board Pack—attachments will be linked or embedded accordingly. This ensures you have access to both the agenda content and any related materials in one place.
Follow these steps to ensure to make any agenda changes to preserve all Board Member notes and annotations (that may be present) are carried over into the new version of the board pack.Republishing the agenda is important to ensure any changes made are incorporated into the downloaded version of the agenda and Board Pack. This step guarantees that all updates are seamlessly reflected across all shared formats.
Updating an existing document
From the Meeting Details page of your meeting, you can click on 'Edit Agenda' and identify the agenda item with the document you want to update.
Ensure the Updated Document Has the Same File Name as the Original. Please don't delete the old document from the agenda item, as this will remove any annotations that may be present.
Upload the Updated Document. You can upload and replace the document with a new version (ensuring the latest version has the same file name). This will automatically replace the existing copy with the new version while preserving any annotations that are present.
Republish your agenda: - If you attach a document after publishing your agenda then you will need to republish your agenda for that document to show in your board pack. For republishing: locate the Agenda sub-menu on the Meeting page (top right corner) and choose 'Republish.' This ensures all changes, including updates, are synchronized with the Board Pack.
Adding a new document
Open the agenda and go to the agenda item where you have to attach a new document.
Attach the document to the agenda item using the click or drop area.
To republish the Agenda on the Meeting page, look for the Agenda sub-menu at the top right and then click 'Republish.'Recompiling the Board Pack is also crucial to incorporate the updated agenda. If changes are not reflecting, manually republish using the BoardPro interface to ensure syncing.
Any agenda changes you make, including the updated document(s), will be incorporated into a new version of the board pack, and all annotations present will automatically be carried over to the latest version. To verify that updates are successfully reflected, always ensure the agenda is republished and the Board Pack is recompiled.
You can email the board a new board pack notice and mention your changes in the comments area, or republish without sending a notice.
Key Considerations
Avoid Deleting the Original Document: - Deleting and re-uploading a document will result in the loss of all existing notes and annotations, making it harder for board members to retain their feedback and edits.
Revisions Are Seamless with the Same File Name: - Using the same file name as the original ensures the replacement is treated as an update rather than a new addition, allowing for seamless document management.
Republish your agenda: - If you attach a document after publishing your agenda then you will need to republish your agenda for that document to show in your board pack.
In conclusion, always use the identical file name when replacing documents in BoardPro to preserve annotations and ensure an efficient workflow for all team members.
If you have any questions on this you are welcome to contact us in the live chat.