In this article, you will learn:
- How to add documents to the meeting agenda;
- Upload and allocate the documents with the bulk option,
- Upload single documents in the agenda items,
How to delete a document from an agenda item.
How to add documents to the meeting agenda?
Upload and allocate documents with the bulk option
You can upload multiple documents through the side panel interface in one go and distribute documents with ease by selecting them from a dropdown menu. Especially if there are numerous documents that need to be uploaded, this is the easiest way to add your meeting documents to the Agenda.
Click on "Add document" on the top right of your Agenda section, and add all documents at once. Here you can add documents by;
- Drag and Drop the documents,
- Browsing the documents from your device,
- Selecting files already from Sherpany.
This last option let you the possibility to upload documents into a meeting, that already exists in either another meeting or in the library, even if they are in a different room. With this option, you don't need to keep a folder on your computer with those documents to be used again in the next meeting, and so increasing the security and confidentiality of the information by avoiding this step. Here you will have two options:
- Past and future meetings - The first list provides meetings you can access and where you can look inside for documents that were used there. By clicking on a meeting, a list of documents from that meeting is provided. You also have the possibility to search text, and the system will look for it in meeting titles and document titles
- Library - In the second tab, you can look into the corporate library and look in the documents you have access for the one(s) you want to reuse.
Information
- The annotations made by the attendees on a document are also reused (still in private) in the next meeting if you follow this procedure, avoiding the need for the attendee to prepare again the same document.
- You can add PDFs and Microsoft Office Documents. MS Office Documents will be converted to PDF so they can be marked and commented on.
Upload single documents to the agenda items
Alternatively, you can also click on the respective agenda item (or the chevron on the right) in order to expand it, and add documents in a specific agenda item.
To do so, choose "Add Document". Here you can:
- Drag and Drop the documents,
- Browsing the documents from your device,
- Selecting files already from Sherpany,
- Use the "Unallocated documents" option.
Once the document is uploaded, you can allocate it to the respective agenda items. Once it's allocated, a letter will be assigned to it. To re-allocate the document, you can move it to another item by "Drag and drop".
In case you didn’t allocate the document in the step above (but used the “Cancel” button after the upload), you can find all uploaded - but unallocated - documents:
- Click the button "Add document" on one of the agenda items,
- In the modal, select the tab "Unallocated documents",
- Select the checkbox of the respective document,
- Click on the "Add button".
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Once your meeting is ready, click on “Publish” to make the meeting available to the attendees. Remember to publish every time you make a change.
How to delate a document from an agenda item?
If you want to delete the document from the agenda, you can:
- Delate a single document: Slide the cursor over the corresponding document in the list, click on the icon with the three dots, and select "Delete".
- Use the Bulk action: Select one (or more) checkbox(es) on the left side of the document(s). A toolbar with "bulk actions" will appear at the top, click on the bin icon.