In BoardPro, managing documents within a board pack often involves updates, republishing, or adding new materials. Ensuring that board members' annotations are preserved during these changes is crucial.
1. Updating Documents without Losing Annotations
When replacing an existing document in a board pack:
Use the same filename: Upload the updated version using the identical filename as the original document. This ensures that the new file replaces the old version and retains all existing annotations. Avoid deleting the document before uploading the new version, as this will result in annotation loss.
Retaining annotations: BoardPro automatically carries over annotations from the original file to the updated version when uploaded correctly.
Warning: Changing the file name during the update process will cause annotations to be lost.
2. Managing Annotations During Republishing
Annotations are generally preserved when a board pack is republished:
Automatic migration: If no documents are deleted and filenames are unchanged, annotations will migrate to the newest version automatically. Users can access the latest board pack version without losing notes from the older rendition.
Document deletion: Be cautious when removing documents from a board pack. If a file with annotations is deleted, a warning will indicate that the notes associated with the document will also be lost.
Security policies: Annotations may also be destroyed if the organization’s note destruction policy is enabled and meeting minutes are confirmed.
3. Adding New Documents to an Existing Pack
Adding documents to a board pack after members have started annotating or when deferring a meeting does not affect existing annotations:
New materials: Add the new files to the agenda and republish the pack. Existing annotations on prior documents will remain intact.
4. Scenarios When Annotations May Be Lost
Annotations can only be lost in two main scenarios:
If a document with annotations is deleted from the board pack.
If the updated document is uploaded with a different filename or the original document is deleted before the update.
5. Best Practices for Annotation Preservation
Always retain the filename when uploading the revised version of a document to avoid any accidental loss of annotations. Be sure not to delete the original file attached.
Republish regularly: Changes to board packs, such as updates to reports or agendas, require republishing for the updates to appear in the downloadable versions.
Be mindful of organisational policies that may affect note retention.
By adhering to these steps and practices, board members’ valuable notes and annotations can be seamlessly preserved across document updates, meetings, and board pack republications.