Board BOOK

QUICK GUIDETHIS GUIDE IS UPDATED FOR WEB VERSION 4.0 AND IPAD/IPHONE APP VERSION 4.1

The Admincontrol Board Book makes the process of compiling and accessing board documents easy. Simply create the agenda in the portal, followed by the recommended actions and then attaching relevant documents. The result is simplified

access, easier navigation and more focus on desired outcome per agenda item.

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Board BOOK

1. You can create a meeting from a folder or directly from the meeting overview.

A STEP BY STEP GUIDE ON HOW TO BUILD AN AGENDA AND A BOARD BOOK

2. In the meeting overview you can access all previous and upcoming meetings. You may see the status of the meeting: published, draft or pending republish. You may also see if a Board Book is used for the meeting or if it is simply a meeting with attached documents.

3. Type in required meeting details. Title, location, date and time will be displayed in the agenda. You are able to change description, and responsible without republishing the Board Book.

4. As an administrator or content admin you are able to create an agenda and start preparing for a Board Book meeting. You may also decide to only attach documents to the meeting, and not create an agenda.

Prepare meeting with Board Book

Prepare meeting without Board Book

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5. You are now ready to build an informative agenda. Use the agenda builder with its easy-to-use tools and type in the agenda items. Everything will be autosaved as you go.

6. To save time, you may create the meeting agenda from a previous meeting agenda. All content in the selected agenda, except related documents can be reused. You can easily amend, delete and change sort order with drag and drop.

7. Personalise or amend the agenda by adding logo, numbering and time format. The agenda heading is the same as the meeting title. You may also change the text “Agenda” to something else if desired.

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Choose time

format

Choose numbering

Ad or remove

watermark

Add logo

If you want continuing number-ing in order to connect annual meetings together, we recom-mend combining embedded numbering and then manually adding specific numbering as part of the agenda item.

Board BOOK

8. Type in agenda items and add/select desired information.

a. In order to make the agenda more informative and user-friendly, add an executive summary or a short description to the agenda item.

b. Adding a proposed resolution to the agenda item makes it very actionable.

c. Allocate time for each item (not possible for subitems)

d. Who is the presenter of this issue? You may type in a name if it is not listed.

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f. Attach one or several attachments to the agenda item.

i. You may upload from your existing folder structure in Admincontrol, or

ii. You can upload directly from your computer and store them in a desired folder in Admincontrol, or

iii. you can do a combinationiv. Remember to make sure that added documents are

print enabled if printing the Board Book should be allowed.

9. You can arrange your agenda items based on 3 levels – we recommend using two only.

10. You can preview the agenda and view a draft of the Board Book anytime during the process.

11. You may reorder the agenda items during the process or conduct last minutes changes by drag and drop or by changing related attachments. You may also delete items by pressing the x in the upper right corner.

e. What type is this agenda item? You may type in the desired type if not listed.

g. Once the attachment is added/visible in the “Meeting attachments” window, it is connected to the agenda item and you may close the window.

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Board BOOK

12. Before publishing and during the agenda preparation, you may at any time open the draft of both the agenda and the Board Book. You are also able to download and share the draft locally. The draft will for security reasons contain a draft watermark.

13. The status gives you essential information. You can see if the Board Book is in draft or published state, when it was last amended and by whom. When finished, remember to invite and notify users and to publish the Board Book/meeting. NB! Once published, amending meeting title, date, time or location in the meeting overview will require the Board Book to be republished.

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15. If last minute changes should occur, conduct the changes and republish the Board Book. All existing receipients can be notified. If only conducting changes to the agenda, all potential annotations and notes will be forwarded to the new Board Book. If replacing an attachment, any annotations/notes on this document will no longer appear in the Board Book. To keep the annotations we recommend to add a new version of the document to the agenda item, and keep the old version.

16. In order to differentiate access to the agenda item documentation, create a separate folder in the folder structure and upload the documentation that require limited access. When attaching documents from this folder, only users with folder access will be able to read the content.

17. Administrators and content admins may access the download history of the agenda/Board Book both in draft and published state. This is useful if you have published the Board Book and need to do last minute changes. If the Board Book has not been viewed yet, you may want to republish it and not notify the attendees.

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18. For board members and other end users, the navigation around the agenda on the iPad is very simple and user friendly. Board Book has a nice display and overview of annotated pages and the different Board Books with their agendas can easily be accessed from the home page.

Board BOOK

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IF YOU HAVE QUESTIONS BEYOND THIS QUICK GUIDE PLEASE CONTACT US.

+47 2283 6100 info@admincontrol.com

Board BOOK

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