Annotations

Brad McDonald

Scenario:

10:00 a.m.  Meeting book is created and published.

2:00 p.m. A reader of the book makes annotations.

4:00 p.m.  Anew section is added with a new document.   The book is re-built to incorporate the new document.  The annotations made by the reader at 2:00 p.m. are lost.

Is there a way to avoid readers losing their annotations when a book is re-built?

Comments

2 comments

  • Comment author
    Customer Education
    • Official comment

    Brad,

    Anytime a meeting or resource document is deleted from OnBoard all annotations on that document are also deleted. There are two methods to retain annotations when there are updates to documents.

    1. Microsoft 365 Document Editing

    Microsoft 365 Document Editing is available in OnBoard's Premium and Ultimate packages. Microsoft 365 Document Editing allows meeting Admins and Contributors to securely edit meeting documents within OnBoard with Microsoft 365. As the edited documents are not deleted or removed from OnBoard, the annotations on those documents are retained. 

    Instead of replacing the file, make the necessary edits to the existing meeting document in OnBoard with Microsoft 365 and the annotations will retain their place on the page within the document.

    Find more information on Microsoft 365 Document Editing here.

    2. Keep Annotated Documents In the Agenda and Add Additional Versions

    Another option for organizations that do not have Microsoft 365 Document Editing is to keep the existing version of the document and add a second version when there are updates. 

    We recommend adding a clear indicator in the title to the new version (ie: "V2" or "2.0") to identify that it is the updated version. We also recommend including a note in the Section Description that a new version of the document was added after the meeting was published. 

    This method will display both versions of the document in the agenda and the book, but the Readers can quickly navigate between the versions in OnBoard and their annotations will be retained on the original document. 

  • Comment author
    Brad McDonald

    EDIT:

    4:00 p.m.  A document in an existing section of the book is replaced with an updated version of the document.  The annotations in the original document made by the reader at 2:00 p.m. are lost.

    0

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