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Once you have published the agenda, there may be situations where you have to add a late document or add a new one to the agenda.
Please follow these steps to ensure any Board Member notes/annotations (if any are present) are preserved and carried over into the new version of the board pack.
Updating an existing Document
From the Meeting Details page of your meeting 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. Do not delete the supporting document from the agenda item as this will remove any annotations if any are present.
Upload the Updated Document. You can upload and replace the document with a new version (ensuring the new version of the document has the same file name) which will automatically replace the existing copy with the new version of the document and preserve any annotations that are present.
Republish the board pack when you are ready.
Adding a new Document
Open the agenda and go to the agenda item you have to attach a new document.
Attach the document to the agenda item using the click or drop area.
Republish the Agenda on the Meeting page, look for the Agenda sub-menu in the top right and then click on 'Republish'.
Any new changes you have made 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 into a new version of the board pack.
You can email the board a new board pack notice and mention the changes you have made in the comments area.
By following these steps, there is no need to delete and re-upload the document, which would otherwise remove annotations and disrupt board members' review processes.
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.