To create an agenda item type:
-
On the Administration tab, from the Agenda Item section, click Types. The Agenda Item Type layout displays:
-
On the Administration tab, click New. The New Agenda Item Type dialog box displays:
-
On the Assigned Fields tab, specify the agenda item fields that should be added to the agenda item type.
Double-click an agenda item field in the Available Agenda Item Fields list to add it to the agenda item type. You can also select one or more agenda item fields and click Add Selected Items:
Add all agenda item fields by clicking Add All Items:
-
The selected agenda item fields are displayed in the Assigned Agenda Item Fields list.
To remove an agenda item field from this list, double-click it. You can also select one or more agenda item fields from the Assigned Agenda Item Fields list and click Remove Selected Items:
Remove all agenda item fields by clicking Remove All Items:
-
If you want the information entered in this new field to display as the Title for the agenda item on the generated Minutes, Agenda or Summary document, click the Title icon:
The agenda item name displays in the Agenda and Minutes tree, but when you generate the Agenda, Minutes or Summary document, the name is replaced with the information entered into the field you designated as the Title field. For example, if the agenda item name is Item 1, and the field designated as the Title field is Item Description, any information entered into the Item Description field displays in the generated document, whereas Item 1 displays in the tree.
-
On the Supporting Documents tab, specify the supporting document types that should be associated with the agenda item type.
Double-click a supporting document type in the Available Supporting Document Types list to add it to the agenda item type. You can also select one or more supporting document types and click Add Selected Items:
Add all supporting document types by clicking Add All Items:
-
The selected supporting document types are displayed in the Assigned Supporting Document Types list.
To remove a supporting document type from this list, double-click it. You can also select one or more supporting document types from the Assigned Supporting Document Types list and click Remove Selected Items:
Remove all supporting document types by clicking Remove All Items:
-
For each available Agenda Item Field, select the Keyword Type that will be used to store that agenda item field from the corresponding drop-down list.
Note:
If mapping to a Required Keyword, and the field on the Agenda Item is not marked as required, when the attachment is added to the item and the item is saved, you will be prompted to enter the missing required keyword. The keyword will be added, but the field on the form will be blank. If you want that same value to display in the agenda item form field, you must edit the agenda item form and manually add the value to the field.To avoid this, you may want to consider marking the field on the form as required as well.
The following buttons are also available while mapping Keyword Types:
Button
Description
Click to add an additional instance of the corresponding agenda item field.
Click to remove the configured keyword mapping.
Click to remove all configured keyword mappings.