Creating and Editing the Agenda Manually
Now that you have set up your meeting details, it is time to start adding Meeting Sections to your Meeting. We begin this process by finding the Agenda Section of the meeting screen and clicking Compose Agenda.
To create a new meeting section, Click the first icon on the far left (Add Section) displayed in the Agenda Ribbon, and a new section will appear.
Begin typing the name of this section into the textbox. You can then simply hit the Enter key to automatically create another new section for your meeting, or you can click the Add Section button again.
You can easily add subsections to your meeting by clicking the second icon (Add Subsection) and following the same steps as adding a Main section.
Indenting an Agenda Section
You can indent an agenda section in order to create subsections. Click the section and then click the Indent section icon.
Unindenting an Agenda Section
If you would like to remove an indentation, click on your indented agenda section and then click the Unindent Section icon.
Moving Agenda Sections
With the Up/Down buttons, you can move a section (and all of it's sub-sections) up or down in the Meeting Agenda. Simply select the section you wish to move first, then select either Up or Down to move.
Deleting an Agenda Section
You are able to delete an agenda section by selecting the particular section, then click the red Delete icon at the top of the Compose Agenda page.
IMPORTANT: When creating your agenda manually, or when using the Agenda Import feature described below, it is important to know two details: First, you can only indent sections 4 levels deep. OnBoard will not allow you to indent anything past the 4th nested level. Second, Agenda Section Titles are limited to 258 characters in length. Anything past that character limit will be truncated.
Creating the Agenda Automatically (Agenda Import)
OnBoard’s Agenda Import feature can be used to automatically create the Agenda for you. If you’ve already got a Microsoft Word Document with your meeting’s agenda configured, this file can be imported into the meeting, and OnBoard will automatically generate the agenda based on the formatting of the document you’ve chosen to upload.
Using the Import Agenda Feature
To import your Agenda, start by clicking the Compose Agenda button located in the Agenda area of the meeting. Next, click Import Agenda in the upper right corner of the screen. From here, click to upload the Agenda Word Document from your computer. Select the desired document and click Add! The document you choose will need to be formatted in a very specific way, which is described below. Alternatively, you can download the provided template from the link shown in this screenshot.
Formatting the File for Import
There are two very important aspects about the file that must be configured correctly for the Agenda to import correctly. First, the file that is chosen to import must be a Microsoft Word document ending in either .DOC or .DOCX. Second, this Word document must use the Ordered List feature. Take a look at the examples shown in the video just above this section (around the 1:40 mark). In Example 1, the Numbering feature in the toolbar is enabled, meaning the Agenda has been created with the correct format. This example will import into OnBoard and each separate line will be its own section. In Example 2, notice that neither the Numbering or Bulleted Lists are enabled. When this feature is turned off, Word does not automatically format the list for OnBoard to recognize, resulting in no sections being imported.
A simple solution to Example 2 is to use your cursor and highlight everything that needs to be created as a section, then turn on the Numbering feature. There might be a little cleanup to do afterwards, but this Agenda can now be imported without any hiccups!
Editing an Agenda Section’s Details
After you’ve created the meeting agenda, it's time to start filling out the section's details. While still within the Compose Agenda screen, simply click Edit Details next to the section you wish to alter. (This can also be completed from the Meeting Details screen). Clicking either of these Edit locations will display a fly-out menu where you can begin changing some of the details about the section, such as uploading documents, list presenters, link action items like Approvals, and limit access to the agenda section if needed.
Attaching Documents to Meeting Sections
Uploading documents to each individual section in the agenda is what will build your Board Book or Meeting Packet. To begin, first click the Add Document button in the agenda section’s detail screen. Next, choose to upload a document directly from your computer, or from the Resource Library in OnBoard. Select a document from either location, then click Open/Select to finish the process. Repeat this multiple times to add addition documents to this section.
Once uploaded, the document can easily be renamed, downloaded (if settings have been enabled), moved into the Supplementary Document category, or removed by clicking the three-dot icon to the right. With multiple documents attached to this section, they can be reordered by clicking and dragging the handle to the left of the document's name. This drag handle can also be used to move the document between categories (Book Document or Supplementary Document).
Book Document vs Supplementary Document
Any document listed above the section marked Supplementary Document will be compiled together with other documents from other sections to build the contents of the Board Book. These documents are visible in one continuous scrolling list when you’ve opened to Book for viewing.
Any document that has been placed below the Supplementary Documents section will not be compiled into the full board book. This is further indicated by an icon to the right of the document in question (see screenshot below). Though these documents will not be included in the official Book documentation, they may still be opened individually and separate from the board book. This can be accomplished by either clicking the document from the Meeting Details screen, or from the Agenda while inside the board book. A separate window will appear, showing this single document only.
Linking Action Items to Agenda Sections
OnBoard allows you to link an Action, such as an Approval, Survey or eSignature, to any Agenda Section in your meeting. This is useful for when such an action needs to be executed during the meeting, as a part of the agenda. This can be done by selecting the section to open its details, and using the “Link an Action” button. From here, just click the circle (which will transition to a checkmark) next to the desired action. New Actions of any kind can be created and automatically linked to this section by clicking the “Create New” button at the top of this screen.
Downloading the Meeting Agenda
After you have created your meeting agenda, Administrators can download a single sheet agenda to be distributed at your meeting. Click on the Downloads button on the Meeting Details page and select Agenda to download your copy, which will be available to open, print, or save for later.