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Adding late documents while retaining annotations in the published agenda - new UI

How to update documents to the agenda after the board pack has been published

Vicki van Eeghem avatar
Written by Vicki van Eeghem
Updated this week

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.

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.

Updating an existing document

  1. 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.

  2. 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.

  3. 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.

  4. Then republish the board pack when you are ready.

Adding a new document

  1. Open the agenda and go to the agenda item where you have to attach a new document.

  2. Attach the document to the agenda item using the click or drop area.

  3. To republish the Agenda on the Meeting page, look for the Agenda sub-menu at the top right and then click 'Republish.'

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.

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.

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.

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