Finding Meeting Materials with AI Assist

How Do I Open AI Assist?

AI Assist helps you quickly find meetings, documents, minutes, and information within meeting materials without navigating through menus.

1. Sign in to OnBoard.
2. Select Ask about meetings & materials, the 
3. Type your question in plain language.
4. Press Enter.

How Can I Use AI Assist to Help Me Prepare?

AI Assist helps you quickly find meetings, documents, minutes, and key information from materials you already have permission to access.

For best results:

• Include a timeframe.
• Use the exact committee name.

Example Questions

• "When is the next [Committee Name] meeting?" 
• "Find the [document name] from the last [Board/Committee Name] meeting." 
• "Summarize the meeting book for the next [Committee Name] meeting." 
• "Search all [Committee Name] materials for [topic]."

AI Assist can:

• Find meetings, documents, minutes, and other resources.
• Open meeting materials directly from returned links.
• Summarize Meeting Books, agenda sections, and meeting content.
• Use Help Me Prepare buttons in a meeting book's agenda sections to generate a summary of the section's documents and ask follow-up questions.

 

Note: Help Me Prepare summaries include primary documents attached to an agenda section but do not include supplemental documents.

Note: AI Assist can find, open, and summarize materials, but it cannot download, export, annotate, or share files. AI Assist availability depends on your organization's settings. Contact your OnBoard administrator if you do not see AI Assist.

Accessing Meeting Materials on the Web

How Do I Find and Open a Meeting?

• Sign in to OnBoard and select a meeting title on the homepage.
• OR, select Meetings from the left navigation menu
  • Click the meeting you want to view.

How Do I Open the Meeting Book?

Review our article on Viewing and Navigating your Meeting Book for more information on navigating this view.

How Do I Download Meeting Materials?

If downloads are enabled for your meeting, you can select the Downloads from the meeting's Details page. 

From the Available for Download box that appears, you may see:

• Meeting Book (PDF): All uploaded documents in one PDF.
• Meeting Book with My Annotations (PDF): Same as above, including your annotations.
• Agenda (Word): The agenda in a Word document.

How Do I Open Supplemental Documents?

Some documents may have the Supplemental Document icon next to them: 

• Items with the Supplemental Document icon open in a pop‑up.
• Click Back to return to the agenda or Meeting Book.
• These files are not in the Meeting Book; they are provided for quick reference.

Accessing Meeting Materials in the Mobile and Tablet App

How Do I Open the Meeting Book in the Mobile App?

The Meeting Book provides access to all meeting materials from a single location.

1. Open the meeting.
2. Tap Open Book.

After opening the Meeting Book once, the button changes to Resume Reading Book.

Tap Resume Reading Book to return to your previous location.

How Do I Share Meeting Materials from the Mobile App?

Tap the Share icon (top right) to export:

• A link to the meeting
• Agenda (Word)
• Meeting Book PDF
• Meeting Book PDF with Annotations
• Meeting Minutes (PDF or Word), if available

Annotation Export Modes:

When exporting a Meeting Book, the annotations included will reflect your current viewing mode:

• Hide Annotations: No annotations included
• My Annotations: Only your annotations included
• Shared Annotations: Only annotations shared with you
• All Annotations: Your annotations plus shared annotations

To share the current version of the Meeting Book, select the Share icon at the top of the Meeting Book screen.

How Do I View the Agenda on the Mobile or Tablet App?

• Tap Agenda or swipe to open it.

• Tap a section to view its content and documents.

• Tap a document to view it in the Meeting Book.

• Long‑press a document for quick actions:
  • Open File in Book
  • Share Link to File
  • Export File

How do I navigate the Meeting Book on a phone or tablet?

• On tablet, the agenda and materials appear on one page for easy navigation.
• On mobile, tap the three dots (top left) to expand the agenda; swipe left to dismiss it.

• Agenda sections with an indicator (caret/page icon) show attached documents—tap to reveal and jump to them.

How do I view supplemental documents in the mobile app?

Some documents may have the Supplemental Document icon next to them: 

Supplemental documents are not part of your meeting book, but are available for reference during your meeting.

• Tap a Supplemental Document to open it in a pop‑up.
• Tap Close to return to your agenda or Meeting Book.

Accessing Meeting Books Offline

You can save Meeting Books for offline access when you won’t have internet (for example, on a flight).

Before you go offline:

1. While connected, open the meeting in the mobile app.
2. Confirm the Meeting Book shows Saved for Offline (or tap Download for Offline).
3. If you sign out of the app, offline data is removed for security, and unsaved changes are lost.
4. When viewing offline, OnBoard may warn that the document could be outdated. Reconnect and open the Book to sync the latest version and upload your annotations.

FAQs

Why can’t I download the Meeting Book?

• Downloads may be disabled. Ask an admin to confirm whether downloads are allowed and enabled for your meeting.

What’s the difference between agenda documents and supplemental documents?

• Agenda documents are part of the Meeting Book and appear in the compiled PDF view. Supplemental documents open in a pop‑up and provide extra context but aren’t included in the Book.

How do I include my annotations when I share or export?

• Choose Meeting Book PDF with Annotations on web, or select My Annotations, Shared Annotations, or All Annotations when sharing from mobile.