Organization General Settings let Organization Administrators control key settings for the entire organization. These settings include document downloads, download exceptions, PDF-only meeting downloads, meeting document watermarking, shared annotations, the organization landing page, and the organization time zone.
Organization Settings are available from Settings in the left navigation. This section is only visible to Organization Administrators.
General Settings Overview
Where Can Organization Administrators find General Settings?
To open General Settings:
- Select Settings from the left navigation.
- Select General at the top of the screen.
The General tab is the first tab in Organization Settings. Organization Administrators can return to this page at any time by selecting Settings, then General.
From this page, Organization Administrators can manage:
- Document downloads
- Download exceptions
- PDF-only meeting downloads
- Meeting document watermarking
- Shared annotations
- The organization landing page
- The organization time zone
Document Downloads
What are Document Downloads?
Document Downloads control whether users can download documents from OnBoard.
Downloads are enabled by default for:
- Meeting documents
- Resource documents
- Messenger documents
When downloads are enabled, Meeting Administrators and Resource Administrators can still turn downloads off for individual meetings, resource folders, or resource files.
When downloads are disabled at the organization level, users can still view documents in OnBoard, but they cannot export or save source documents from OnBoard.
How Do Organization Administrators Disable Document Downloads?
To disable downloads for all Meetings, Resources, and Messenger messages:
- Go to Settings.
- Select General.
- Find the Document Downloads setting.
- Turn off the Document Downloads toggle.
Why Should An Organization Disable Document Downloads?
Disabling document downloads can help keep organization information secure inside OnBoard. It also helps make sure members view the most current version of each document.
If downloads are allowed, users may save or share older copies outside of OnBoard.
Download Exceptions
What are Download Exceptions?
Download Exceptions let specific users download books and resources even when document downloads are disabled for the rest of the organization.
The Add Exceptions for Document Downloads button appears after the Document Downloads toggle is turned off.
Users added to the Exceptions list can still download books and resources, even when downloads are disabled for other users.
When Should Organization Administrators Use Download Exceptions?
Download Exceptions are useful when most materials should stay secure in OnBoard, but a small number of users need download access.
For example, some staff members may need to download and share current materials with members who cannot access OnBoard directly.
Restrict Meeting Downloads to PDF Only
What Does Restrict Meeting Downloads to PDF Only Do?
Restrict Meeting Downloads to PDF Only limits meeting document downloads to PDF files for Non-Admins.
This setting applies only to Meeting Documents.
This setting is available only in Premium and Ultimate plans.
Who Is Affected By The PDF-only Download Setting?
When this setting is enabled:
-
Meeting Administrators can still download native file versions, such as
.doc,.xls, and.pptfiles. - Readers and Contributors can only download PDF versions of meeting documents.
Non-Admins means users who are not administrators for that meeting, such as Readers and Contributors.
How Do Organization Administrators Restrict Meeting Downloads to PDF Only?
To restrict meeting document downloads to PDF only:
- Go to Settings.
- Select General.
- Find Restrict Meeting Downloads to PDF Only.
- Select the checkbox.
Why Should an Organization Restrict Meeting Downloads to PDF Only?
If your organization allows downloads, enabling PDF-only meeting downloads is recommended. PDFs are harder to edit than native files, which helps protect the original content of meeting documents.
Meeting Document Watermarking
What is Meeting Document Watermarking?
Meeting Document Watermarking adds watermarks to meeting documents viewed or downloaded from OnBoard.
Watermarks can appear:
- Across the full page
- In the footer
This setting is available only in Premium and Ultimate plans.
What Happens When Meeting Document Watermarking is Enabled?
When Meeting Document Watermarking is enabled, meeting document downloads are automatically restricted to PDF only for meeting Non-Admins.
This means Readers and Contributors can download watermarked PDF versions of meeting documents, but they cannot download native file versions.
Why Should an Organization Use Meeting Document Watermarking?
Watermarking helps organizations protect meeting materials by making downloaded or viewed documents easier to identify and track. This can support internal document control practices.
| Review our Meeting Document Watermarking article for more information. |
Shared Annotations
What Are Shared Annotations?
Shared Annotations let users share notes and comments on meeting documents with other users.
This feature can support collaboration during meeting preparation and review.
This setting is available only in Premium and Ultimate plans.
How Do Organization Administrators Disable Shared Annotations?
To disable Shared Annotations for the organization:
- Go to Settings.
- Select General.
- Find the Shared Annotations setting.
- Clear the checkbox to disable the feature.
After Shared Annotations are disabled, Organization Administrators can add user-by-user exceptions for users who still need access.
When Should an Organization Disable Shared Annotations?
Organizations may choose to disable Shared Annotations if internal policies limit private communication about meeting materials outside of formal meetings.
Organizations subject to Open Meeting Laws, Sunshine Laws, or similar rules should review whether Shared Annotations align with their compliance needs.
| To learn more, explore the about Shared Annotations article here. |
Organization Landing Page
What is the Organization Landing Page?
The Organization Landing Page controls where users are sent when they log in to OnBoard.
Organization Administrators can choose one of these landing pages:
- Meeting List
- Homepage
This setting applies to all users in the organization.
How Do Organization Administrators Set the Landing Page?
To set the organization landing page:
- Go to Settings.
- Select General.
- Find the Organization’s Landing Page setting.
- Select either Meeting List or Homepage from the dropdown menu.
Organization Time Zone
What is the Organization Time Zone?
The Organization Time Zone controls the time zone used for certain downloaded materials, exported items, and notifications sent from OnBoard.
How Does OnBoard Display Meeting Times?
Most times in OnBoard display in the user’s local time zone.
For example, if a meeting is scheduled for 5:00 PM Pacific Time, a user in the Eastern Time Zone will see the meeting as 8:00 PM Eastern Time.
Which Items Use the Organization Time Zone?
Some timestamps always use the Organization Time Zone, including:
- eSignature timestamps
- Exported materials
- Email alert notifications
This helps organizations keep a consistent time reference for official records and exported content.
FAQs
Who can access Organization General Settings?
- Only Organization Administrators can access Organization General Settings.
Where are Organization General Settings located?
- Organization General Settings are located under Settings in the left navigation, then under the General tab.
Are Document Downloads enabled by default?
- Yes. Document Downloads are enabled by default for Meeting, Resource, and Messenger documents.
What happens when Document Downloads are disabled?
- Users can still view documents in OnBoard, but they cannot download, export, or save source documents from OnBoard.
Can some users still download documents if downloads are disabled?
- Yes. Organization Administrators can use Download Exceptions to allow specific users to download books and resources.
What does Restrict Meeting Downloads to PDF Only mean?
- This setting allows Non-Admins, such as Readers and Contributors, to download only PDF versions of meeting documents.
Can Meeting Administrators still download native files when PDF-only downloads are enabled?
- Yes. Meeting Administrators can still download native file versions, such as
.doc,.xls, and.pptfiles.
Which plans include PDF-only meeting downloads?
- PDF-only meeting downloads are available in Premium and Ultimate plans.
What does Meeting Document Watermarking do?
- Meeting Document Watermarking adds watermarks to meeting documents that are viewed or downloaded from OnBoard.
What happens when Meeting Document Watermarking is enabled?
- Meeting document downloads are automatically restricted to PDF only for meeting Non-Admins, such as Readers and Contributors.
Which plans include Meeting Document Watermarking?
- Meeting Document Watermarking is available in Premium and Ultimate plans.
What are Shared Annotations?
- Shared Annotations let users share notes and comments on meeting documents with other users.
Can Shared Annotations be disabled?
- Yes. Organization Administrators can disable Shared Annotations for the organization and add exceptions for specific users.
When should Shared Annotations be disabled?
- Shared Annotations may need to be disabled if an organization has policies or legal requirements that limit private communication about meeting materials.
What does the Organization Landing Page control?
- The Organization Landing Page controls whether users go to the Meeting List or Homepage when they log in.
What does the Organization Time Zone affect?
- The Organization Time Zone affects certain downloaded materials, exported items, eSignature timestamps, and email alert notifications.
Do users see meeting times in their own time zone?
- Yes. Most meeting times in OnBoard display in the user’s local time zone.
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