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All right, so welcome everyone to our peak agenda management group training session. My name is Kirsten Johnson. I am a senior product trainer here at Pranacist. And I'm going to be leading your training session for today. Hopefully everyone can hear me. Okay. Hopefully my, my volume is okay. I am using my headphones today. So hopefully my connection is good, but let me know.

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if you can't hear me.

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So for today's training, we're going to be going through the process of drafting and approving.

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So essentially, we're going to be covering how to create legislative items in your

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peak at an abandonment program and then subsequent to that the approvals process.

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So if you are designated as a reviewer or a prouper,

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The steps that you will take to go in and take a course of action on a legislative item or make changes to that item.

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For the beginning of our training today, I'm going to be sharing with you a brief slideshow presentation here.

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This slideshow presentation will just allow us to set expectations for our training.

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Well, we'll be talking about, and then just a couple of housekeeping items, and then we'll get into the content of our training.

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Alright, so I am sharing my screen. You should be able to see my screen here, my PowerPoint presentation.

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Okay, so we are live. So first things first is we are live. As I mentioned, I have the record button.

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So we are recording this training session.

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It will be available to you after a training session today.

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It will be uploaded to your personal site

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where you can access the training recording

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indefinitely moving forward.

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And I'll show you where those trainings will be located.

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This slide right here just outlines all of the trainings

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within our peak group training series.

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The first one here is the overview and administration settings.

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You should have completed that training session already.

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Basically, that lays the foundation for peak.

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So we talk about basically all the different elements of your peak training site.

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Kind of giving you a quick tour.

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And then we do a deep dive into administration,

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which is talking about things like how to set up your

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users of the system, your meeting bodies, your template, kind of all of those types of details.

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Where we are at today is drafting and approving session too. In this session, I will lead you through the steps

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to draft a legislative item and peek and cover all of the fields and features that you will see.

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We will also explore how to build and edit workflows, and then we will also take an item through a workflow from start to finish so that it's ready for the agenda.

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Okay, session three is the agenda coordinators that's where we talk about publishing agendas and putting together agendas and then if you're utilizing peak minutes session four is covering how to take your minutes and peak and then post goes to your citizens.

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All

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right. Next slide here. So this is just more of a detailed session overview kind of what we're going to be talking about today.

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Well first just talk about how to create a new legislative item in peak.

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So starting with the button which activates us and allows us to create the new legislative item and we'll talk about all the fields and features that go along with creating a new piece of legislation.

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We'll talk about how to add attachments as well to our legislative item if we need to add any sort of additional or supporting documents.

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Which allows us to do things like duplicate an item, or run a draft of the cover page.

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After we get done with the drafting process and showing you how to create legislative items, we'll talk about the approval workflows.

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I'll show you how to set up a new workflow on the front end and then how to also pre-select from a pick list of existing workflows if you don't want to build out workflow from scratch.

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And then I will also talk about, once we get the workflow going, the role of the

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approver.

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So that's kind of the role of the draft or the role of the approver, then gets

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introduced once we activate the workflow and this person basically is responsible for

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reviewing the item, making edits, or pushing those edits to the drafter, and then taking

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of course of action. I'll also show you as well how to download a cover page of the item and the

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packet, the item packet. I'm going to talk about that earlier so you can just preview and see what

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that looks like. And then we will have question and answer.

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If you do have a question that comes

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up during this session you can go ahead and throw that question in our chat window. So on your zoom

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toolbar there's an option that says chat. You can go ahead and just put your question in that chat window. And then I'm happy to review those questions as they come in. I do just ask that you refrain from asking any specific questions regarding your site.

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slash setup and design. So if you have a question regarding a design element on your cover page,

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let's say, for example, we don't want to address those questions during our group training today,

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but we do want to make sure those questions get answered. They'll just reach out to your project

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manager and your trainer, and they can help you with those types of questions. So we just want to

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Ask a question. Hey, Kirsten, how do I, let's say, run a draft of a cover page. That's an appropriate question, but if Robert asked a question, hey, how do I change?

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Can I change a field on my cover page from this to this? You know, that's something he'll want to ask his project manager and trainer.

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And also Robert is an internal employee. So don't worry. I'm not I'm not picking on Robert

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Here, he's just sitting in on our training for today.

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All right

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Okay, so that is the end of our slideshow. Now what we're gonna do next. I'm gonna stop sharing my screen for just a moment here and then I'm going to

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Bob over and share my other screen with you

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Give me just a moment

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All

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right, so getting into the drafting and approving process, first things first, so I have navigated to my peak site.

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The peak site I'm going to be using for today is a sandbox training kind of site, basically sandbox training site.

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It's where our organic has training team goes in and practices and also uses the fight to conduct training.

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So it is going to be structured, of course, the thing way is your site, just know it will have different information and it is a training site.

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So if you see kind of quirky details on there, just note that it's a sandbox for us to practice.

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To get to your peak site, though, you'll just want to open up a browser of your choice.

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My preferred browser is Google Chrome, so I've opened up Google Chrome here.

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That's typically what most people prefer, and then you're just going to type in your peak

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site.

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So, a mine is Grandiconseneversy.gramicons.com, your should look something like your agency.gramicons.com.

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Once you open up that site, the system is going to ask you for a user name and a password.

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So you'll just input your user name and your password.

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If you do happen to forget your password, there is a forgot password option here.

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You can click that to be able to reset your password.

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Otherwise, if you don't need a password reset, we'll go ahead and click on sign in here.

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And then once we click on sign in, depending upon how your account is configured, you may

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see PEEP when you log in or you may see the MDM manager.

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I am seeing the MDM manager when I log in and we talked...

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View of media manager. Media manager kind of just speaking a terms for today's training. This is a place where we're going to be able to access all of our training recordings.

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So I just want to point this out before we get into drafting and approving. Media manager is the place where you can go and you can listen and watch back all of your training videos.

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Okay, and so when you come to medium manager, you're going to notice there is this archive tab at the top and so if I go ahead and I click on that,

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once I click on the archives tab, you should see a folder structure listed on the left hand side here, you're going to want to scroll down and you're going to want to find the training folder.

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So it should look something like peak training or peak group trainings or training. It should have the work training in it

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And if you go ahead and you click on that once you click on that folder, you're going to see all of your training recordings, and then you're going to be able to just double click

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And then once you double click

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So sorry

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You're in me as well

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Once you double click, that's going to open up the

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recording or then you can watch it and this is a standard video player here so you can fast forward

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rewind, increase or decrease the volume or rewind or fast forward 15 seconds.

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There's where all of your training recordings will be stored and they will be there

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indefinitely just as long as you don't actually go in and delete them so just make sure that no one

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goes in and deletes them here, and then otherwise you'll have them indefinitely.

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Just so everyone's aware is a point of reference to navigate between peak and medium

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manager.

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Just as a refresher, it's going to be under this app's menu here.

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If you click on apps, there's an option to select an medium manager or peak agenda, so you

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can toggle between the applications, or if you have like boards and commissions or e-commit,

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can also navigate between those as well. Okay, so now that we've talked about where to access our peak

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recordings, the next thing we're going to do is we're going to talk about drafting legislative items.

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So I'm going to jump into peak by coming to apps here and then I'm going to click on this option

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which is peak agenda. I'm just going to move this over here. Okay, so once I am in peak agenda,

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what I'm going to see is I'm going to see my dashboard or my home screen.

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Talking about the dashboard and home screen,

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the top level information is for kind of specific to your user account.

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While the bottom information is kind of more generic in nature.

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On the dashboard, the top information to the left shows a tally of how many legislative items

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that you've ever submitted in the peak system, okay?

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So one of your roles is a trafter, okay?

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This keeps a tally of how many legislative items

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that you've ever created as a trafter.

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Over here on the right hand side is if you are designated

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as what we call an approver or a viewer,

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these are going to be any items that you are being asked to review.

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So this is where in a workflow you are listed as the current approver and you'll see a

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tell you of how many legislative items you are the current approver or right here.

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Then down here at the bottom we have our next four upcoming scheduled meetings. We can see the

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day of the week, the meeting body. How many items have been scheduled for that meeting so how many

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items possess that meaning date, and then how many have been approved for the agenda?

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We can also see as well down here where it says agenda is not final. That means that

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the agenda is not published, so it's not in a published date, but if I click on my back

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arrow here and I go back to some of these historical meetings, like this meeting here says

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agenda is final, and that lets us know that the agenda has been published for that meeting.

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You can utilize your back and forward arrows to go to upcoming future meetings or you can also use

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your arrows to bump back to previously scheduled historical meetings.

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This is a quick little refresher here, this meetings, cows.

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So the current month is March. If you can already believe it, we are into March of 2025. And so I have seen meetings scheduled here for the month of March. On the left-hand side here is more of a list format and then to the right-hand side is a calendar view, which we have the option to change here. A view format or filter and just see a specific meeting body.

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This is an area that we cover more during the agenda coordinator's training, so if you're scheduled for that training tomorrow or scheduled for another date, this is when we will go over this information in more detail.

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The items tab here, we're going to come back to this items tab towards the end of the training.

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And this is a search repository where we can go in and we can find previously entered

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in pieces of legislation.

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They are based on category here or we have different search metrics at the top level

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here that we can use to find exactly what we're looking for.

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Under this create new option, there is the ability to schedule a new meeting, so that is creating

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like a new meeting date, so scheduling an upcoming meeting for maybe like a council meeting or what a

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commissioner's meeting. But for today we are interested in creating new pieces of legislation.

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So I'm going to go ahead and select this agenda item option here. And when I select the agenda item option,

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I could have the ability to select a template from here. So you could have different templates

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or you may just have one template, it's kind of dependent upon how your system is structured.

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As I mentioned, this is a training environment, so I have multiple templates here.

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You probably won't have, you know, this many if you do have multiple, but you're just going to want to select the appropriate template,

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which is going to then yield the important piece of information.

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I'm going to go ahead and just select this Resolutions template from here and we'll go ahead

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and use that for our training. Let me just grab my water here.

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All right, so once we select

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the template then what we're going to do is we're going to fill out the key pieces of information.

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Okay, so we'll start at the top and work our way down and then we'll also move from left to right

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if there is kind of a split in the page with information.

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Starting at the top here, we just have the name of the item template.

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And then to the right hand side, we have this toggle switch, which says confidential.

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If we hover over that confidential toggle switch, we get a little description here of what that means.

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It's as marking an item confidential, or move the item from the public agenda or agenda packet.

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it will only be available in I legislate and the council packet. So basically what that means is

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if we mark something as confidential, an item is confidential, the public will not even know of

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this item, they will not even be aware of this item. The only people that the item will be visible to

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is going to be your peak users and then your elected officials to be able to view in legislate, okay?

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So if you have an item and then the whole item needs to be invisible from the public, you can mark it as such here.

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To give you an example of this, I work with school districts and with school districts,

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district sometimes there is like an bullshin or at the mention, and oftentimes that will have like an item title will have the name of the person that it impacts the student.

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And so because of legality reasons, the board can't print that that's changed information on the agenda.

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And so they'll mark the item as confidential to protect that's changed information.

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Okay. You could use it in other capacities. That's just, you know, an example.

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We have the ability to mark certain attachments is confidential, which I'm going to show you down here.

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So, the item may not need to be confidential, but you may have certain attachments that you don't want the public seen, and we'll go over that process a little bit later on.

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Then we have the item title. This is just going to be, of course, the title of the list.

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All for rezoning from street,

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please, street.

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And if you notice that when I type in my title, there

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is the ability to correct my spelling. A spelling is definitely not my strong suit, and we don't

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expect it to be yours as well. So if you do need to correct the spelling, you can do so here.

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You can also do things like in this box here, you can change the font style and font size,

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which typically we don't recommend changing the font style and font size unless

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you're like your admins have requested you to do so just because generally speaking there's

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of a standard font style and font size that you use for your genders, and this just matches that

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theme font that is on your genders. So in lectures with specific read, then you shouldn't need

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to change the font style and font size. However, you can change the font elements like you can do

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things like gold, italicized underline here. You can also change the color as well. You can add bullet

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list or bullet points if you would like to. This box right here is called a rich text editor

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box and so that just means that I have the ability to go in and make those edits that I mentioned.

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You can also do things as well like you can insert in a table here as well or you could insert

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like a link if you need to. It may not be appropriate in the item title but the rich text editor box

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is available kind of throughout the template, so you can also add those elements in other areas as well.

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I'm going to go ahead and just make my title bold. Let's say that my ad bins

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requested that all titles are bold because they want the titles to print and bold on the agenda.

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So I'm going to make that change. I also would like to mention that you can coffee and paste

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from another source into this field. Please keep in mind though that when you are copying and

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pasting, you need to make sure you paste out of plain text. Okay? So what that means is we need to

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remove any formatting from the original source. To do that, you could, for example, open up a

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note pad, paste the information into the note pad, and then paste it into peak. However, I think that's

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of a lengthy process. So what I like to do is let's say if I go to Google here and I want to

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paste some text. So let's say that we want to paste some text. I'm just going to open up like an

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article here. Okay, let's say I want to paste this text from Google into my peak system.

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I'm in a click control C for copy and then once I come back into my peak system, I'm going to

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click control if B. Okay, so it's control shift V and what that's going to do is that's going to

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paste my text as plain text just to ensure that I'm not getting any quirky formatting. I'm not

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carrying any quirky formatting from the original source, okay?

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So it's control shift B.

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Anytime you paste in to peak,

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get on the habit, control shift B, okay?

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When I'm gonna delete that out.

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Okay, so now we have a title

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and we can move forward to suggested action.

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So if there's some sort of recommendation

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that we need to enter, we can do so here.

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I'm gonna say approved with conditions.

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keep things light and simple for today. If you are not entering in like a

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recommendation or suggested action, you can skip on to the next field.

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Unfortunately, we cannot remove this field from our template. It is a

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Then we have the item type. The item type is used to put this legislative item into a category.

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So basically, item type is categorizing the type of legislative item we're creating.

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So in this instance, let's say I am creating a resolution, right? So I'm going to go ahead and pick that category here of resolution.

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But if I was creating a proclamation and approval of minutes and ordinance, a presentation,

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I would then select these other categories from this list.

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This item type here, it's a little bit tricky because when people see the item type,

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they think the item type controls the placement of where this legislative item goes on the agenda.

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And that is actually not the case at all.

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The placement of where the item is going is going to be controlled under this agenda.

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Actions.

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Excuse me, one second.

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I'm sorry, I'm getting over a sinus infection.

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So my apologies if I have to take a quick step at my water.

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The agenda sections is where the item will be placed on the agenda,

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which I'll show you here just momentarily, but the item type really, it's used to categorize

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the type of item and that helps us determine like for searching purposes, it helps us kind of

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narrow down our searching purposes. Sometimes people put the item type like on their cover page,

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for example, so it's more of a flooding item into a category versus determining

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placement of where the item goes on the agenda and then the final ID so each legislative item

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receives their own unique file ID number which will be assigned once we create the item so we'll

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come back to that field here shortly. The submitting department is of course going to be the

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department that the item is coming from. So if it's coming from let's say admin services you'll select

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please you'll just select appropriate department from this list here. Let's say that this item is

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just coming from the clerks' office. Now actually let's do planning and zoning. Let's see

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it's coming from planning and zoning. We'll select planning and zoning here. Your name should come over

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in the draft or field. My count is a little bit quirky because I'm an internal granite because

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employee, my name doesn't come over. So I'm just going to pick somebody from this list here, but

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if Robert, let's say, is creating an item, Robert's name would show in this draft or field here,

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Robert Zeldin.

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Then we have the meeting body that is hearing the item. So we'll go ahead and pick

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from this list here. I'm going to select City Council from my list, but if it's a different meeting

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body you'll select as such. And then the meeting body controls the meeting date field. So once

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you pick the meeting body, you're going to have then a list of available meeting dates based on

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the meeting body that you selected here. So you can see if I select City Council, I have this list

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of dates of coming, like March 11, April and the May, but you can see if I pick a different meeting

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date here. Let's pick the farmers market board. There's no scheduled dates for the farmers market

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board. So this meeting date field does not display any upcoming dates.

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I'm going to bump my

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meeting body back to city council here and then select my eating date March 11.

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Once I pick

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and a section. So this is the place where the item will show on the agenda. Okay. I'm going to put my item under consent agenda.

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But I could put it under any of these sections here. Okay. So these are all the section headers that are included on my agenda.

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I'm going to put it under a approval of consent agenda, and you'll notice that this window does stay open in the instance if the item needs to go under another section of your agenda as well.

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You can select from the pick list here.

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I don't see that too often where an item appears twice in an agenda, but I have seen customers utilize this option, you know, the two sections if needed.

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Okay?

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All right.

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Select our agenda section, then under the agenda sections is where you're going to find what we call our quote unquote kind of customized fields.

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And the customized fields are going to be more fields that are going to be specific to your agency. So if you are logged in and following along today, you may see a field like, for example, background or presenter or fiscal impact or something to that effect.

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So, anything below the agenda section is going to be a field that's more specific to your agency and your site, okay?

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So, you'll just fill in the respective field as needed.

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If you have a question about what goes in one of those fields, you'll just want to reach out to your site admin,

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and they should be able to help you kind of determine what information should go into that field.

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But you can have things like you can have drop-down lists, you can have date pickers, you can have open text fields.

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It's really dependent upon your agency and your needs, what displays here.

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Okay? I just have this custom field. This is a drop-down. It's called a cap.

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calibrator. So I'm just going to pick somebody's name from this list here, and then we'll go

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ahead and move forward.

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Then the last key piece to the puzzle is pending uploads. So pending uploads

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is where I'm going to add any of my supporting documents. Okay. This could be, for example,

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like if it's a rezoning item, I may need to add, for example, like a math or some sort of

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image, right? If it's an approval of minutes item, this is where I'm going to go in and attach

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the minutes that I am trying to get approved, right? Or I may need to attach like the resolution,

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like the wear as statement, okay? Any sort of supporting documents are going to be listed here.

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There is two ways to grab and upload your supporting documents.

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The first thing is just by simply clicking browse your computer and then that's going

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to open up your documents.

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Here, I think it's called a files explorer, technically, on a Windows computer and then if

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you're using a back computer, I believe it's called a finder but basically this is your

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document storage and then you'll go in and you're going to grab your document or documents.

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I'm going to go ahead and just grab two of these sample documents here.

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We're going to grab this agenda and then this document here.

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So you can grab multiple documents at one time by holding down your control key and then selecting

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those documents and then saying open.

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You do have the ability when you're including documents to attach any type of document that

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is not a multimedia file.

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So what this means is you can attach Word documents, you can attach PDFs, a PowerPoint

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presentation, an Excel file, and the world is your oyster as far as what you choose

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to include.

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The reason I say that you cannot attach multi-media files like an audio or video file is due to the fact that your system does have to convert these files to PDF, once the packet is generated, so when you generate the packet, everything gets converted to PDF, and multi-media files of course cannot be converted to PDF.

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Okay? That being said, the system does convert, attach all attachments to PDF, okay?

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Once those documents reach your citizen.

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So once like the agenda and the packet is published on your public-facing site,

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those documents do get converted to PDF so that they cannot be, of course, changed by our citizens.

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This is something to keep in mind when you're attaching documents because sometimes during

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the conversion process, like when you're converting an Excel file or something to that

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effect, when it gets converted from Excel to PDF, sometimes you can have issues with the document

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cutting information off, or like Excel has multiple tabs, so you could have issues with tabs

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not be included. So just something to keep in mind when you're adding documents.

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My best practice recommendation, you of course do not have to use this. My best practice is that

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everything should be in PDF as final format. That is just my best practice, like I said,

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you don't have to use it, okay? The other thing.

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The other way that you can include attachments is you can open up your files explorer or if you're using a mat computer, it's going to be your finder, I believe. You can open up a separate window.

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It's typically your files explorer is just down here on your toolbar, it should be pinned. Let me just minimize this just a hair.

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Just the window is a little bit too big for my liking and then I'm going to scroll down and I'm going to grab a document so let me just grab

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This here

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If I want to grab this document and I want to bring it into peak what I can do is just click and hold my mouse and just drag and drop it directly into my peak system here

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Okay

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Once those documents are in my peak system, I have the ability to rename the attachment.

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So if I want to call this, for example, rezoning map, I can do so.

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That will rename the attachment in the agenda packet.

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And then I can also adjust the attachment privacy.

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We have on the agenda for everyone to see, which means that the attachment will be available, both to our citizens, to our council members, or elected officials, and then it's also going to be of course available to our peak users.

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On the agenda of a confidential means that while our elected officials and peak users can see that attachment,

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the public will not be able to view this attachment at all.

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They won't even know that the attachment exists.

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It won't show in the public agenda packet.

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It will not show like on the agenda.

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It will not be available to our citizens.

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And then the last option we have is not on the agenda, which means that the only people

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who can view the attachment are going to be internal P.T. users.

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So those are the only people that can view the attachment here.

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Each of these attachments is independent of one another, so you can have let's say one public

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facing attachment, like this one here, and then maybe this should be confidential to confidential

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from the public, right, or public should be able to view the attachment. I can mark the second one as such here.

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And then once I am done adjusting my settings, I can then go ahead and say create.

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And what's going to happen is when I say create, that's going to submit my item to the system

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and create a legislative item in my peak system with the information I just

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turned. I want to go ahead. I want to pause here because we've covered some

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ground, some heavy ground already. I want to check in with the group and see if

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anyone has any questions before we continue forward.

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We don't have any questions, so

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let's go ahead and move forward. The chat window is available at any point in time

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in this training. If you do have a wondering that comes up. But that being said, let's go

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ahead and continue forward. So let me go ahead and scroll up to the very top of my screen here.

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You can see at the very top of my screen, we have this little box here. And basically what this little box is, is it's a quote unquote summary of my item. So it's kind of taking the key elements of my item and just putting it here in a little kind of summary format.

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To highlight what's in this box, we first have the status of our legislative item.

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So the status of our item right now is in draft.

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And so what that means is that my item is still being basically worked on.

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It's still being created.

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It has it gone through a real process.

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It's not ready for the agenda.

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It's still in a kind of draft state at this point.

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We're still working on it.

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Then I have the file ID number here, so I mentioned earlier that that will be assigned once we create the item.

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The file ID is just basically a unique number that each piece of legislation received, so no two pieces of legislation can share.

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The file ID number, a file ID they have to be different from each other.

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But you can use this file ID number as a point of reference, so you can use this file ID to let's say search for a legislative item, or I could say to my colleagues, let's say robber.

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So hey, Robert, can you go in the system and check out File ID 25-32-granticatesU, and just make sure that I have all my attachments, for example, you could go in and you can search in the system using that File ID number, and then bring up my item.

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Then we have the title of my item, which is showing here.

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I have my attachments that I listed at the bottom.

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These are clickable links.

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So if I want to look at one of these attachments, I can click it.

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And then it opens that attachment up here in another email.

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I can see that a cover page is included for this item.

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I'm going to talk about once we get to that option, this cover page included here because I can disable a cover page, but of course I want to show you what a cover page looks like so you know what you're enabling our disabling.

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And then we have at the top here B1.

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V1 stands for version 1, so this is version 1 of our legislative item.

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We have the ability to create additional versions using this new version option here.

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But before we click on the new version, I want to show you the help center.

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There's a great article in the Help Center on the difference between versions and duplicating items.

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And I want to go ahead and just kind of show you the Help Center and then that specific article.

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To get to our grant, it has Help Center.

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You can simply just click on the top right-hand corner, so it's Help Center.

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Once we click on Help Center, then we have the ability to either do just a general search,

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or we can also click on this knowledge page here as well.

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If you've been in this help center before, we restructure the help center earlier on this year, so it does look a little bit different than maybe what you've seen it in the past.

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But this knowledge page here, essentially what this is, is this is a page of all of our granicas products that we offer.

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And so each of these sections here, like the EDMams are, let us start, those are all

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granicous products. And so we have a section for peak agenda. And so if I click on peak

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agenda, what that's going to do is that's going to display a section within my help

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center, and the help center here, of different articles, and there's even some videos,

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and even like frequently asked questions, kind of resource material focused on peak, okay?

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And the way that this is broken out is it is broken out into different categories here.

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So we have like agendas and creating agendas items and setting up meetings.

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So you can go into those categories and you can find specific articles related to that kind of being category

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or what you can also do as well is you can utilize this search here. If it's easier and

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search based on keyword. So I'm going to type in P conversion

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and then this first.

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Particle, just to help use as a point of reference if you're trying to determine, should I create a new version of an item? Should I duplicate an item? When is it relevant to duplicate an item? When is it important to create a new version of an item and to help you distinguish the different options?

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But looking at this article here, it says the new version button enables you to create a new record of an agenda item before making changes.

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This feature is useful for tracking and viewing what changes have been made to your item over time.

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It also allows for you to leave an agenda item associated with a past meeting while creating a new version you can place on a future meeting if the item was let's say referred table or amended.

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Different from the duplicate feature, this option creates a new record of the item with the same agenda item ID.

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That's the main characteristics there.

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The file can then be modified as desired.

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While the original record is retained, okay?

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So an example of this, for example, using the version, is let's say I bring this item to council.

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And let's say that Council decides that at the meeting they may be need more information on the item or there's an amendment to the item and then they want to bring it back to the next meeting.

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That would be an example of when we would use the version.

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00:46:33,020 --> 00:46:37,740
So let's go ahead and let's create a new version of this item, so I'm going to click new version here.

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I'm going to confirm that I would wish to create a new version, so yes, create new version.

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And then once I click new version, you can see that I have a 1 and a 2.

396
00:46:52,080 --> 00:46:58,660
The file ID number has stayed the same, but we have this 1 and 2.

397
00:46:58,840 --> 00:47:08,220
So this is the same file, but version 2 is allowing me to make changes to the legislative item.

398
00:47:08,440 --> 00:47:12,180
And I can make changes to any of these fields here.

399
00:47:12,180 --> 00:47:15,400
Okay, any of these fields that we talked about,

400
00:47:15,440 --> 00:47:18,140
including the attachments, okay.

401
00:47:18,980 --> 00:47:21,580
So let's say that this item,

402
00:47:21,580 --> 00:47:25,740
so version one, was brought to our council on,

403
00:47:25,800 --> 00:47:26,940
what was the date of the meeting?

404
00:47:27,000 --> 00:47:30,020
I think it was March 11th, it was March 11th meeting.

405
00:47:30,900 --> 00:47:32,800
Let's say, yeah, March 11th.

406
00:47:32,960 --> 00:47:34,200
So let's say this council,

407
00:47:34,780 --> 00:47:37,020
the item was brought to council on March 11th.

408
00:47:37,040 --> 00:47:38,080
And the council said,

409
00:47:38,280 --> 00:47:40,480
we need more information on this item.

410
00:47:40,480 --> 00:47:47,680
please add that information that they're requesting and then bring it back to the next meeting.

411
00:47:49,080 --> 00:47:53,300
So on version two here, I'm going to add the information that Council requested.

412
00:47:53,900 --> 00:47:59,820
So let's say they wanted a more detailed title, so approval from a Zoning from State Street to Barclays Street

413
00:47:59,820 --> 00:48:06,500
as requested by any hand. So I

414
00:48:15,940 --> 00:48:20,320
add that additional information. Maybe Council also said, hey,

415
00:48:20,780 --> 00:48:27,760
we also need you to add, explain the attachment as well. You know, I could come down and scroll down

416
00:48:27,760 --> 00:48:34,700
and go ahead and grab that attachment that they need. And let's just say it's it's this attachment

417
00:48:34,700 --> 00:48:40,800
here, go ahead and bring that in with my item, and then just make sure I click save here.

418
00:48:45,300 --> 00:48:52,020
And then if I scroll up here about halfway through the page, council said to bring this item back

419
00:48:52,020 --> 00:49:00,060
to the next meeting. And the next meeting is let's say April 8. So I'm going to go ahead and schedule

420
00:49:00,060 --> 00:49:10,040
version 2 for April 8 at 2 30 p.m. And we're going to put it under the same section,

421
00:49:10,500 --> 00:49:11,220
consent agenda,

422
00:49:13,460 --> 00:49:21,380
and then click on save. Okay. And so now, version 2. So the updated item

423
00:49:21,380 --> 00:49:28,440
is going to be scheduled for April 8. And it has the updated title that the council

424
00:50:00,000 --> 00:50:27,340
While keeping the same file ID number. Okay? Now, we have another option that that article mentioned, which is duplicate. So if I click on duplicate, there's this toolbar here. And there's an option that says duplicate item. And if I click on duplicate item and click on yes here, what the duplicate item is going to do is you can see that my file ID number changes.

425
00:50:27,340 --> 00:50:47,740
So different from the version where we're keeping the same file ID, that file ID number changes, and the system is basically creating a carbon copy of the previous item, but it's creating a new file in the system for that piece of legislation.

426
00:50:48,520 --> 00:50:59,940
This is very helpful if you have, let's say, monthly or quarterly or annual reports, because generally in those reports, the information is the same.

427
00:51:00,400 --> 00:51:06,480
With maybe, for example, like the title changes or the attachment changes, but generally most information is the same.

428
00:51:06,480 --> 00:51:18,700
You can use the duplicate item to create those monthly or quarterly or annual reports and it's just going to save you kind of time as you're creating those items.

429
00:51:21,200 --> 00:51:25,040
So the duplicate item though, you can see it has a new file ID number.

430
00:51:25,660 --> 00:51:29,600
It's a carbon copy of the previous item.

431
00:51:29,600 --> 00:51:45,630
So all the title comes over, the recommendation, all of these details here, with the exception of meeting date and agenda section does not come over, so that is information we would need to put, but the attachments also come over as well.

432
00:51:48,580 --> 00:51:58,020
So I'll go ahead and I'll schedule this item or we'll just pick June 10th here and then I'll pick my section of consent agenda.

433
00:51:59,280 --> 00:52:01,280
And then just like say,

434
00:52:04,270 --> 00:52:13,490
alright, so scrolling up to the top here, I talked about the duplicate item on the toolbar, but there's some other options I want to mention here as well.

435
00:52:14,270 --> 00:52:19,230
The editing item if I click on that, what that's going to do is that's going to block my item.

436
00:52:19,230 --> 00:52:28,210
My item then becomes read only, when the item is read only, no changes can be made to the item.

437
00:52:28,890 --> 00:52:41,610
Okay, I can't go in and make a change to like the title of the item, the recommendation, the meeting body, none of those details can be changed until I come back and unlock my item.

438
00:52:43,730 --> 00:52:50,810
Our system Athens and our agenda coordinators have the ability to lock items at any point in time,

439
00:52:51,090 --> 00:52:55,650
which is going to keep our lower level permissions users, like our drafters,

440
00:52:56,010 --> 00:52:59,530
from making changes to an item and tell its unlocked.

441
00:53:00,930 --> 00:53:06,490
Once the item completes the entire workflow sequence, the item becomes locked,

442
00:53:06,490 --> 00:53:13,170
And at that point, only our system admins and agenda coordinators have the ability to unlock

443
00:53:13,170 --> 00:53:19,410
a file. And that's good practice, right, because we wouldn't want our drafters after the last

444
00:53:19,410 --> 00:53:24,870
person's approved it. We wouldn't want our drafters coming in and making changes after we've

445
00:53:24,870 --> 00:53:29,530
gotten those necessary approvers to take action on our file.

446
00:53:31,670 --> 00:53:33,730
The next option we have is set to

447
00:53:33,730 --> 00:53:41,750
approved. Such approved essentially forces the status of the item from in draft to this approved status.

448
00:53:42,390 --> 00:53:49,110
This is essentially what this does is this bypasses the approval workflow process.

449
00:53:49,370 --> 00:53:57,910
So rather than I am having to go through a workflow to get this approved status, it just changes the status from in draft to approved.

450
00:53:57,910 --> 00:54:03,570
And this is helpful if you have items that don't need to go through a workflow.

451
00:54:04,290 --> 00:54:11,870
So if you have items like proclamations or presentations or like approval of minutes items,

452
00:54:12,390 --> 00:54:19,270
generally those items don't need to go through a formal workflow to like legal and finance and things like that.

453
00:54:19,630 --> 00:54:23,910
They pretty much just are approved right because the clerks entering them.

454
00:54:23,910 --> 00:54:34,470
You can set those status, the status of the item to be approved, okay, so that way they are just ready to go for the agenda and you don't have to submit it through any formal workflow.

455
00:54:36,490 --> 00:54:53,090
What's we click on set to approve, the item does get locked, so if I want to unlock the item, putting it in an editable state, I can click on unlock here and then I'm going to change the status of my item back to draft, if I am going to send this item through a workflow.

456
00:54:54,490 --> 00:54:59,930
We talked about duplicate item already so I'm going to skip over that. Do you want gender?

457
00:55:00,000 --> 00:55:23,320
And it gives the access to view the agenda that this item is scheduled for. Okay, so it's scheduled for, I believe, the March, no, June 10th. That's right, June 10th, meeting agenda, June 10th here. So this is my June 10th city council agenda. So if I want to look at the agenda for this meeting, it can just be in that I have access to do so.

458
00:55:23,320 --> 00:55:31,040
And then to get back to that item, if I come to that item in my agenda, which is listed right here,

459
00:55:31,440 --> 00:55:36,860
I can just simply click my pencil and now I'm back in the file details for my item.

460
00:55:39,740 --> 00:55:45,980
I'm going to skip overcover page included and come right back to that option.

461
00:55:47,020 --> 00:55:50,240
The next option I'm going to choose is the download option.

462
00:55:50,240 --> 00:55:54,220
So once I click download here, I have two options.

463
00:55:54,440 --> 00:55:57,480
I can download a cover page or item package.

464
00:55:58,160 --> 00:56:01,480
The cover page is just going to be the single cover page

465
00:56:01,480 --> 00:56:02,320
for the item.

466
00:56:02,460 --> 00:56:05,100
So that's going to be the details of the item,

467
00:56:05,220 --> 00:56:08,240
essentially what I entered in here, generated

468
00:56:08,240 --> 00:56:13,920
in a nice little format with your logo and things like that.

469
00:56:14,280 --> 00:56:17,320
And then the item packet is going to be both that cover page

470
00:56:17,320 --> 00:56:20,360
our staff report and then any necessary attachment.

471
00:56:22,800 --> 00:56:23,860
I'm going to go ahead and just run the

472
00:56:23,860 --> 00:56:30,400
cover page first and then we'll run the item packet. The cover page, if I select cover page

473
00:56:30,400 --> 00:56:36,680
and then I'm going to run the cover page as PDF. So I'm just going to let that as PDF, but I could

474
00:56:36,680 --> 00:56:42,820
run it as Word doc or HTML if I wanted to. And then I'm going to go ahead and click on download.

475
00:56:48,570 --> 00:56:53,970
Once the cover page successfully downloads, which it should be a pre-click process, I'm going

476
00:56:53,970 --> 00:57:00,790
to see the agenda report or cover page display on my screen here. Now keep in mind this

477
00:57:00,790 --> 00:57:06,690
is where everyone's system is going to be a bit different. We all have different needs, we all

478
00:57:06,690 --> 00:57:15,030
have different logos, different aesthetics, we'll call it. So your cover page and you may call it

479
00:57:15,030 --> 00:57:18,310
and item summary sheet or a staff report.

480
00:57:19,350 --> 00:57:24,590
But essentially, this right here is going to be your cover page

481
00:57:24,590 --> 00:57:29,610
that will be included in the agenda packet for this legislative item, okay?

482
00:57:31,770 --> 00:57:36,270
So we can check out and see the details of that cover page here.

483
00:57:39,600 --> 00:57:43,260
And if I need to, I can download or print the cover page as well.

484
00:57:46,000 --> 00:57:50,240
The other option I have here is I can also run the item

485
00:57:50,240 --> 00:57:58,000
packet. The item packet, if I select this option, will generate the cover page and all of the

486
00:57:58,000 --> 00:58:04,440
necessary attachments. So I'm going to click on item packet. I have the ability to run a public

487
00:58:04,440 --> 00:58:11,460
version of the packet, or I have the ability to run a council version of the packet, okay?

488
00:58:12,140 --> 00:58:17,920
If it's a public version, this will not include any attachments that are confidential.

489
00:58:17,920 --> 00:58:22,020
If it's a council version, this will include all attachments.

490
00:58:23,520 --> 00:58:31,240
I'm going to run a council or excuse the public version of the agenda package and click generate packet here.

491
00:58:35,710 --> 00:58:38,630
And then we'll give this a moment to generate.

492
00:58:42,480 --> 00:58:48,380
And then once the packet is successfully generated, we'll go ahead and click on download.

493
00:58:48,700 --> 00:58:53,220
As we have a notification here that we are now successfully ready to run the packet.

494
00:58:55,270 --> 00:59:04,630
So, the first page of my agenda, I keep saying, if I get my item packet is going to be the cover page, which we just viewed here.

495
00:59:05,670 --> 00:59:08,970
And then subsequent to that is going to be all of my attachments.

496
00:59:09,790 --> 00:59:13,210
Now, if I prefer, I can turn on the bookmark version.

497
00:59:13,550 --> 00:59:20,110
And so, if I want to jump between different attachments, I can do so using this bookmarks here.

498
00:59:20,110 --> 00:59:38,190
So I can click here, the care to view this attachment or here, or view to cover page, or if I prefer, I can just have all of the pages laid out on the left-hand side and then navigate between pages.

499
00:59:38,910 --> 00:59:45,490
Please keep in mind, this is not the full agenda packet, this is only the cover page and all

500
00:59:45,490 --> 00:59:50,770
of the attachments for this singular item here, okay?

501
00:59:54,810 --> 00:59:59,970
Alright, so we have covered a bit of ground since I checked in with the group.

502
01:00:00,000 --> 01:00:06,120
Go ahead and just check in and make sure no one has any questions before we continue forward.

503
01:00:45,140 --> 01:00:47,340
Okay, we'll go ahead and continue forward.

504
01:00:49,000 --> 01:01:04,820
So coming back to this feature here, what says cover page included, if I choose to exclude a cover page or this item, what that means is that this page right here,

505
01:01:10,300 --> 01:01:17,260
This page right here will not show in the full agenda packet or my legislative item.

506
01:01:17,620 --> 01:01:23,560
So this will not be included in the agenda packet for this item here.

507
01:01:24,020 --> 01:01:30,260
Okay. This could be helpful as some clients don't like to have cover pages.

508
01:01:30,420 --> 01:01:33,680
For example, for like proclinations or presentations.

509
01:01:34,620 --> 01:01:54,760
If you have items where really the details of the item are just the titles and then maybe an attachment with nothing else you may not want to include a cover page in your packet for those items just to cut down on the number of a paper right that's in your packet to cut down on the length of the paper.

510
01:01:54,760 --> 01:02:00,800
you have to print. So you can choose to exclude a cover page for any legislative items.

511
01:02:01,840 --> 01:02:07,080
But for this item, I do want to cover page, so I'm going to go ahead and turn that back on.

512
01:02:11,230 --> 01:02:16,430
All right. So scrolling down on my page, we talked about the toolbar of the item.

513
01:02:16,650 --> 01:02:26,910
I'm scrolling down here. I want to show you the attachment section, because that looks a little bit

514
01:02:26,910 --> 01:02:41,790
options here, the pencil, the 4.0 on the trash can, the pencil allows for me to modify the name of my attachment or adjust the attachment privacy if I need to do so.

515
01:02:42,470 --> 01:02:50,170
I can also replace the attachment altogether with another attachment of my choosing here.

516
01:02:50,170 --> 01:02:56,250
So, whatever I select here, we'll then swap out what I have currently here.

517
01:02:58,390 --> 01:03:01,750
And then just to update my attachment, I'm going to say update.

518
01:03:02,810 --> 01:03:11,310
The four point arrows allow for me to click and drag and drop my attachments in a different order.

519
01:03:11,710 --> 01:03:15,830
So, if I need to reorder my attachments, I can click drag and drop.

520
01:03:17,150 --> 01:03:29,530
The trash can will delete the attachment from my peak system, but if I have it saved onto my computer, it will not delete the attachment from my computer.

521
01:03:29,810 --> 01:03:33,210
Only removes that attachment from my peak system.

522
01:03:34,650 --> 01:03:36,430
And then just make sure you click on Save.

523
01:03:37,050 --> 01:03:37,570
Okay.

524
01:03:40,070 --> 01:03:48,070
All right. So we've talked about if I scroll up to the top here, we've talked about this item details tab that just has the title and all like the

525
01:03:48,510 --> 01:03:51,770
Agenda section and the meeting body kind of all those necessary details.

526
01:03:53,050 --> 01:04:05,970
I do want to bring your attention to this item history tab here. The item history tab when we click on it just essentially has a history walk of the different kind of changes and

527
01:04:05,970 --> 01:04:09,730
and updates for forms on my item.

528
01:04:10,350 --> 01:04:12,410
It tells me who made those changes,

529
01:04:12,530 --> 01:04:15,530
the date and the time that those changes were made.

530
01:04:16,650 --> 01:04:19,730
And any of those kind of other details there.

531
01:04:21,810 --> 01:04:25,450
Now, somebody keep in mind is that it does show

532
01:04:25,450 --> 01:04:27,130
as unknown here.

533
01:04:27,250 --> 01:04:31,070
And that's just because it kind of ties back

534
01:04:31,070 --> 01:04:32,250
to what I just talked about earlier

535
01:04:32,250 --> 01:04:34,410
how I'm an internal granite assembly.

536
01:04:34,410 --> 01:04:41,370
and my account's a little bit quirky. So it does show my account as being unknown but let's say

537
01:04:41,370 --> 01:04:47,590
if Robert was creating a legislative item and he created the item and added a few attachments

538
01:04:47,590 --> 01:04:50,450
it would say Robert's name there.

539
01:04:53,770 --> 01:04:56,890
And then we have the approval status tab so the approval

540
01:04:56,890 --> 01:04:59,610
Start a top is where we're going to select.

541
01:05:00,000 --> 01:05:07,840
Have the ability to either select a pre-existing workflow, or we have the ability to create a new workflow from scratch.

542
01:05:08,400 --> 01:05:18,840
Now some of us may not have the ability to create a new workflow from scratch. We may only have the ability to select a workflow from this pic list here.

543
01:05:19,160 --> 01:05:22,800
It really depends upon how your site is set up.

544
01:05:23,980 --> 01:05:32,520
I'm going to first just show you how to create a new workflow and then we'll go ahead and return back to selecting a workflow from the pick list.

545
01:05:33,780 --> 01:05:37,580
To create a new workflow from scratch, I'm going to click a new workflow here.

546
01:05:39,560 --> 01:05:47,840
And then once I click on a new workflow, the first thing I need to do is I need to build out my phase, my first phase.

547
01:05:47,840 --> 01:05:53,160
It says you must have at least one approver in a phase and you must give this phase a name.

548
01:05:53,620 --> 01:05:59,020
So to start making edits, I'm going to click my pencil icon here and I'm going to give my phase a name.

549
01:05:59,560 --> 01:06:06,120
So let's say that I'm building out a workflow in ad hoc workflow for planning and zoning.

550
01:06:07,260 --> 01:06:09,180
And so I'm going to say department head.

551
01:06:09,420 --> 01:06:15,320
The first person I should review my item is my department head for planning and zoning.

552
01:06:16,660 --> 01:06:28,240
My phase name, I essentially, the end of the phase name, what I like to do and what I see a lot of clients do is they'll just name the phase, the title of the approver.

553
01:06:28,640 --> 01:06:30,620
Okay, just our clarity purposes.

554
01:06:31,740 --> 01:06:38,400
And then what we'll do is we're going to click on add approver here and I'm going to find the department head for planning and zoning.

555
01:06:38,400 --> 01:06:48,280
I'm just going to pick somebody from this list here, we'll just pick Gina Smith, and then I'm going to go ahead and click on add.

556
01:06:49,540 --> 01:06:53,020
And so that's going to add Gina Smith to my face.

557
01:06:53,480 --> 01:06:57,440
I could add a second approver if I wanted to.

558
01:06:57,580 --> 01:07:00,420
Otherwise, I'm going to click my check mark here,

559
01:07:02,490 --> 01:07:05,990
and then that's going to then add Gina Smith to my workflow.

560
01:07:05,990 --> 01:07:13,320
So the final mover we'll go ahead and say is the city clerk, so I'm going to go ahead

561
01:07:13,320 --> 01:07:17,820
and click the plus sign here and add my city clerk to my workflow.

562
01:07:18,560 --> 01:07:21,300
I'm going to say city clerk's office.

563
01:07:22,880 --> 01:07:29,360
And then I'm going to go ahead and click on add a mover and then find the city clerk in the

564
01:07:29,360 --> 01:07:30,040
list here.

565
01:07:30,220 --> 01:07:32,380
And once again I'm just going to pick somebody at random.

566
01:07:34,480 --> 01:07:37,920
There's my city clerk and then I'm going to go ahead and say add.

567
01:07:39,060 --> 01:07:47,220
Now, let's say that the city clerk, though, has an assistant or an intern, and we don't

568
01:07:47,220 --> 01:07:52,720
want that intern to be an approver, but that we want that person to maybe look at the

569
01:07:52,720 --> 01:07:59,020
item and maybe they could suggest, like, edits to the city clerk if needed or recommendations,

570
01:07:59,020 --> 01:08:02,200
but we don't want them actually changing the item.

571
01:08:02,200 --> 01:08:08,840
You also have the ability as well when you click add a prouver to click someone as an FYI only.

572
01:08:09,580 --> 01:08:14,160
And so if somebody's added add an FYI only, that means that they can look at the item,

573
01:08:14,360 --> 01:08:18,520
but no changes can be made and no action can be taken on their part.

574
01:08:19,180 --> 01:08:23,440
So if I go ahead and we'll just once again pick somebody at random,

575
01:08:23,500 --> 01:08:30,800
we'll say that this is an intern and then we'll go ahead and say add and go ahead and add that intern.

576
01:08:30,800 --> 01:08:37,560
And then go ahead and click my check mark and then that's going to save my face within my workflow.

577
01:08:39,180 --> 01:08:45,740
So with this workflow, the first person that the item gets routed to for approval is Gina Smith.

578
01:08:46,420 --> 01:08:54,900
And then the next person's going to be Jane Doe in the Clarks Office with the intern being listed as FYI.

579
01:08:54,900 --> 01:09:03,360
Okay. Now I can click my pencil to make changes to the workflow. I can use my 4.8 arrows to

580
01:09:03,360 --> 01:09:10,920
reorder my workflow and then my trash can just will delete that phase entirely from the workflow sequence.

581
01:09:12,660 --> 01:09:18,500
Since I created a custom workflow and I want to potentially utilize this workflow later on,

582
01:09:18,500 --> 01:09:24,540
I'm going to click Save as Template and in my template name, I'm going to give my workflow name.

583
01:09:24,680 --> 01:09:25,980
We're going to say,

584
01:09:26,720 --> 01:09:29,660
Orstens, planning, and zoning

585
01:09:31,860 --> 01:09:32,940
flow.

586
01:09:34,700 --> 01:09:35,820
And then click Save template.

587
01:09:36,320 --> 01:09:37,500
And so it's a little bit quirky.

588
01:09:38,120 --> 01:09:43,240
So what it does, the system does, is that it wipes out the workflow that you just created.

589
01:09:44,080 --> 01:09:47,080
But no fear to access that workflow again,

590
01:09:47,080 --> 01:09:55,120
It's now going to be available on our pick list, and we can go in and we can select that workflow that we just create it, okay.

591
01:09:55,820 --> 01:09:59,960
That drew me off when I was first learning the peak system. I thought that once I saved it.

592
01:10:00,000 --> 01:10:12,140
So for this item, instead of using the workflow that I created, I'm going to use this circumstance task for training workflow. So I'm going to change up my workflow. So I'm using circumstance task for training.

593
01:10:13,060 --> 01:10:24,700
This workflow the way it's structured is it goes to the department had will just say that's department had a planning and zoning me and then the city clerks office and then to the city manager.

594
01:10:24,700 --> 01:10:31,180
Okay? I'm going to go ahead and say use this workflow and once I click use this workflow,

595
01:10:31,600 --> 01:10:36,740
this system then opens up the ability to modify the workflow before we start it.

596
01:10:37,960 --> 01:10:45,440
Let's say, for example, that our city clerk Gina Adams is on vacation, okay? And so I'm trying

597
01:10:45,440 --> 01:10:51,120
to get my item on the agenda and I really not super rude but I don't want to wait for Gina to come

598
01:10:51,120 --> 01:10:58,960
from vacation to prove my item. Let's say though Gina has a backup, okay? Maybe she has a

599
01:10:58,960 --> 01:11:03,540
secretary that approves the items while she's gone. We're going to go ahead and put her

600
01:11:03,540 --> 01:11:10,020
secretary in this face here. To do that, I'm going to click my pencil icon. I'm going to

601
01:11:10,020 --> 01:11:15,460
go ahead and click on this ad approver. I first have to put in Gina's secretary before I can

602
01:11:15,460 --> 01:11:20,980
move her in the sequence. Just once again, I'm going to pick somebody here.

603
01:11:23,020 --> 01:11:23,650
We'll just say

604
01:11:26,970 --> 01:11:32,690
Natalie would. I'm going to go ahead and pick Natalie would and then I'm going to go ahead and click on

605
01:11:32,690 --> 01:11:42,380
add. Once I add Natalie to my face, I'm going to go ahead and remove Gina and then to save my

606
01:11:42,380 --> 01:11:45,360
information, I'm going to click on the check mark.

607
01:11:47,900 --> 01:11:51,740
Sorry, my system is running just a little bit slow there, my apologies.

608
01:11:52,400 --> 01:11:58,300
And once I click on the check mark, we can see that Natalie has been has replaced Gina.

609
01:12:01,200 --> 01:12:03,860
I can also move these phases around.

610
01:12:04,180 --> 01:12:10,700
So if, for example, I want the city manager to approve before Natalie, I can click and drag and drop here.

611
01:12:10,700 --> 01:12:19,260
Or if I want to delete a phase entirely, I can click on the trash can and delete that phase altogether from my workflow.

612
01:12:21,350 --> 01:12:28,810
I can also add another phase by clicking on this plus sign here, entering in the phase name.

613
01:12:29,470 --> 01:12:34,210
So maybe we want to add legal to this workflow, I'm going to type in legal.

614
01:12:35,070 --> 01:12:42,430
And then I'm going to go ahead and find this city attorney by clicking add a prouver and go ahead and find that personnel.

615
01:12:44,190 --> 01:13:00,690
We'll just go ahead and say that the city attorney is Taylor Swift. She's taking a break from music to be our legal representative. So we'll go ahead and click and add an add tailored to our our face there.

616
01:13:00,690 --> 01:13:08,230
Then we'll go ahead and click on the check mark to save our information and then once

617
01:13:08,230 --> 01:13:13,650
everybody to start up this workflow so I've got everything in order and I'm ready to begin.

618
01:13:14,290 --> 01:13:17,190
I'm going to go ahead and say initialize workflow here.

619
01:13:17,850 --> 01:13:22,290
Now if I did select the wrong workflow, I do have the ability to click remove template.

620
01:13:23,010 --> 01:13:29,370
That will bring my screen back to the previous screen where I selected the workflow and

621
01:13:29,370 --> 01:13:34,910
can go in and select a different workflow. Otherwise, I'm going to go ahead and click on initialize

622
01:13:34,910 --> 01:13:40,770
workflow and go ahead and start my workflow up. Now, when I click on initialize workflow,

623
01:13:40,990 --> 01:13:46,210
what's going to happen is there's a couple things. The first thing is that my status to my

624
01:13:46,210 --> 01:13:52,810
item is going to change from in draft to in review. When it changes from in draft to in review,

625
01:13:52,910 --> 01:13:58,370
I'm going to see a visual of that here and that just lets me know that my item is now going through

626
01:13:58,370 --> 01:14:05,850
review process. Here is the current approver, which is me myself and I, so I can see any current

627
01:14:05,850 --> 01:14:12,470
approvers, and I also have this email where mine does. If, for example, an approver is taking

628
01:14:12,470 --> 01:14:20,750
a bit of time to approve the item, maybe longer than they should, okay? You have the ability to send

629
01:14:20,750 --> 01:14:27,890
them a gentle reminder saying, hey, you have an item in your bucket that you need to look at,

630
01:14:27,890 --> 01:14:32,430
please go and and take action. So if we need to send anybody a reminder to review

631
01:14:32,430 --> 01:14:37,410
an item we can do so here or we can do so here as well.

632
01:14:39,920 --> 01:14:43,200
You can also as well modify a workflow

633
01:14:43,200 --> 01:14:51,640
if you have permissions while it is in flight, okay? So for example, let's say that you have somebody

634
01:14:51,640 --> 01:14:57,140
you started a workflow and somebody's out thick and you need to swap one person like with their

635
01:14:57,140 --> 01:14:59,860
back up. You can click on this pencil icon.

636
01:15:00,000 --> 01:15:23,060
And like let's say Natalie is outstick and I want to swap Natalie with her backup. I can click on add a prouver here. Go ahead and find Natalie's backup. We'll just say it's Abigail. Go ahead and add Abigail to our sequence. And then go ahead and just remove Natalie altogether. And then click on our check bar here.

637
01:15:24,600 --> 01:15:32,060
You can also, as well, skip workflow approval, which means that the entire phase will be skipped altogether.

638
01:15:33,380 --> 01:15:41,840
I know that can draw some concerns for people as they won't want their drafters just being able to skip people in a sequence.

639
01:15:42,540 --> 01:15:50,120
The thing I will say though is that anyone who is skipped will receive an email notice that they have been skipped in the workflow.

640
01:15:50,120 --> 01:15:57,440
So, if you have drafters that are going in, and they're inappropriately skipping people in a workflow sequence,

641
01:15:58,800 --> 01:16:03,500
you can have a conversation with them because those people that are skipped or notified,

642
01:16:03,740 --> 01:16:07,040
you can have a conversation with them and say, you know, why are you skipping people?

643
01:16:07,120 --> 01:16:10,680
These people are essential for getting your item approved.

644
01:16:11,320 --> 01:16:11,320
Okay.

645
01:16:14,270 --> 01:16:18,250
Also as well, if you need to restart the workflow from scratch,

646
01:16:18,250 --> 01:16:26,530
Okay, you can also click on restart workflow as well and that will restart the workflow from the beginning.

647
01:16:27,370 --> 01:16:35,210
So whatever course of actions are taken by the approvers will be undone and the workflow will be back in its original state.

648
01:16:38,530 --> 01:16:43,390
I'm going to go ahead and say use this workflow though and we'll go ahead and start this workflow back up again.

649
01:16:44,950 --> 01:16:48,770
Okay, but that restart workflow is there if you need.

650
01:16:48,770 --> 01:16:58,270
Okay. Otherwise, that is essentially the drafting process from start to finish. Okay.

651
01:16:58,950 --> 01:17:06,970
So we've covered all of the drafting process from creating an item, adding the details, starting the workflow.

652
01:17:07,730 --> 01:17:12,070
The next thing we're going to do is we're going to talk about the approvals process.

653
01:17:12,070 --> 01:17:16,730
I need to switch gears and log in as a different person.

654
01:17:17,210 --> 01:17:22,370
While I am doing that, if there's any questions you'd like to share, the chat window is open.

655
01:17:22,950 --> 01:17:29,050
Otherwise, please give me just a moment to kind of get things set up for the approvers training and then we'll move forward.

656
01:18:00,430 --> 01:18:05,890
I didn't see any questions come in, so let's go ahead and let's move forward.

657
01:18:06,550 --> 01:18:13,430
I'm going to go ahead and just share my screen with you, here, should be seeing my email,

658
01:18:14,230 --> 01:18:16,110
and we'll go ahead and start the approver training.

659
01:18:17,510 --> 01:18:20,670
So we are 16th years and we are talking about the role of the approver.

660
01:18:21,410 --> 01:18:26,470
The approver is going to be the person who reviews the item and makes sure the item has

661
01:18:26,470 --> 01:18:31,210
all of the appropriate information, like the title of the header is correct, it has

662
01:18:31,210 --> 01:18:38,670
the attachments prior to the item being published on the agenda, right? So when you are

663
01:18:38,670 --> 01:18:44,090
designated as an approver, if you become the current approver and when you become the current

664
01:18:44,090 --> 01:18:51,430
approver, the first thing you're going to see is, well, if you check your email, you're going to see

665
01:18:51,430 --> 01:18:59,470
an email in your inbox that looks like this, okay? It says, hello, and it'll say your name,

666
01:18:59,470 --> 01:19:09,290
It'll save the file type so that's that category is talking about the file ID number and then who submitted the item.

667
01:19:10,090 --> 01:19:14,670
The target for this meeting is this state here and the description is as follows.

668
01:19:15,510 --> 01:19:17,230
Okay, so this is the title of the item.

669
01:19:17,990 --> 01:19:22,770
This is an automated email, please do not reply, but you still link above. Thank you.

670
01:19:22,770 --> 01:19:28,950
And this comes from a no reply at pcagenda.com, so if you are needing support, like if you

671
01:20:00,560 --> 01:20:11,100
What's nice in this email is if you click on this hyperlink, what's going to happen is the system, I'm just going to give you just a moment to close out of this window.

672
01:20:12,020 --> 01:20:19,020
The system is going to open up a web browser and if you're not logged in it's going to prompt you to log in.

673
01:20:19,820 --> 01:20:23,740
You'll log in with your username and password and this is where I need to search.

674
01:20:24,560 --> 01:20:25,040
Here's

675
01:20:30,190 --> 01:20:33,610
the log in if you're using a password and go ahead and hit sign in.

676
01:20:35,640 --> 01:20:42,920
Now, once you hit sign in, what's really neat about clicking the hyperlink through the email is the system is going to take you directly to that item.

677
01:20:43,380 --> 01:20:48,800
So this is the item that I'm being requested to review and look at, okay?

678
01:20:50,770 --> 01:20:59,630
By default, I see this approval status tab. The approval status tab is where I, as an approval, can take my course of action. I can approve or delegate.

679
01:21:00,330 --> 01:21:14,330
We can see that we have that snapshot up here that I was talking about this summary, but to view the full details of the item, because I want to view the full details before I take a course of action, I'm going to click on this item details tab here.

680
01:21:15,070 --> 01:21:20,330
On this item details tab, what I'm going to find is all of the details that the draft

681
01:21:20,330 --> 01:21:21,210
are put in.

682
01:21:21,470 --> 01:21:23,690
So I can see the title of the item here.

683
01:21:23,910 --> 01:21:31,670
I can see like the recommendation, the type, the department, the agenda section, the collaborator,

684
01:21:31,970 --> 01:21:34,750
and then all of the attachments as well.

685
01:21:35,790 --> 01:21:41,290
If I need to make a change to the item, so let's say there's a slight change that I need to

686
01:21:41,290 --> 01:21:47,690
and rather than asking the drafter to do that, I'm going to go ahead and just make that change myself.

687
01:21:48,610 --> 01:22:01,930
So let's say that the category of the item should actually be instead of resolution should be, oh, let's see, discussion item.

688
01:22:02,630 --> 01:22:10,670
I can change that file type to be discussed item and then click save and then that will update the type of item.

689
01:22:11,250 --> 01:22:13,990
So I have the flexibility as the appropriate to make changes.

690
01:22:15,690 --> 01:22:23,090
Now, if I want to send a notice to the drafter though that I made a change to the legislative item,

691
01:22:23,090 --> 01:22:28,070
I can come over here to this item discussion field, and I could say, hey,

692
01:22:28,570 --> 01:22:38,270
after just wanted to let you know that I made a change to the item type.

693
01:22:39,750 --> 01:22:46,310
Please review and let me know if this looks okay.

694
01:22:48,580 --> 01:22:50,220
So I'm going to go ahead and post that comment.

695
01:22:50,220 --> 01:22:59,980
And so when I post a comment, what's going to happen is the to raster of the item is going to receive an email with a copy of this comment.

696
01:23:01,120 --> 01:23:06,600
The current approver will receive an email as well at any previous approvers.

697
01:23:07,160 --> 01:23:14,860
Because any previous approvers they've already approved the item, so they probably want to be in the know as to what changes are being made.

698
01:23:15,040 --> 01:23:17,940
So they've already put their stamp of approval on the item, right?

699
01:23:19,280 --> 01:23:26,320
Now, let's see though, I'm reviewing the item and let's say I want to ask the drafter to make a change.

700
01:23:26,840 --> 01:23:30,840
So, rather than myself, making a change, I want to put that back on the drafter.

701
01:23:31,540 --> 01:23:36,400
I can also use this item discussion field as well and I could say, hey, drafter,

702
01:23:36,840 --> 01:23:50,280
and you add XY and Z attachment looks like you forgot to include it when you were creating the item.

703
01:23:50,660 --> 01:23:59,340
And then if I go ahead and I make that comment, the draft of my item is going to receive a copy of that comment.

704
01:23:59,820 --> 01:24:04,560
And then they can go in and log in the system and add that attachment that I'm requesting.

705
01:24:05,620 --> 01:24:12,320
So they would be able to log in by the legislative item and then add the attachment down here.

706
01:24:13,220 --> 01:24:17,940
Once the drafts are at the attachment, they could even post a comment and they could say,

707
01:24:18,320 --> 01:24:33,720
hey, a prouver added the attachment as you requested. Please review and let you know if this looks good.

708
01:24:35,220 --> 01:24:36,660
And then go ahead and say comment

709
01:24:39,440 --> 01:24:44,320
and then the current approver would of course receive an email with the

710
01:24:44,320 --> 01:24:52,300
of that comment. Okay, so this right here allows for collaborative environment, okay,

711
01:24:52,620 --> 01:24:59,900
and it allows for kind of our previous and drafters to be notified when changes are being made to the item to keep everybody.

712
01:25:00,600 --> 01:25:29,360
Prover, added, or sorry, the director added that attachment. I as a Prover go back in and review the item. And I see that everything looks good. Now I'm ready to approve the item. So to approve the item, I'm going to come to the approval status tap here. I'm going to click on this green thumbs up button and didn't just simply click approve. Once I click approve, we can see that my face here is now completed.

713
01:25:30,000 --> 01:25:32,740
I get a little check mark in it turns green.

714
01:25:33,440 --> 01:25:40,960
It says the data was completed and now the item has moved on to the next phase to Gina Adams.

715
01:25:43,220 --> 01:25:45,980
We can see the current approvers now listed as Gina Adams.

716
01:25:49,340 --> 01:25:54,600
And if I refresh my screen and I go to the item details,

717
01:25:56,260 --> 01:25:58,700
sorry, it may need to take a moment to refresh,

718
01:25:58,700 --> 01:26:03,580
but if I go to the item details, the item details should become locked at that point,

719
01:26:03,620 --> 01:26:08,420
I should not be able to make any changes to the item since I am now no longer the current

720
01:26:08,420 --> 01:26:13,660
approval. Sometimes it takes just a minute to update the system.

721
01:26:14,960 --> 01:26:21,500
So now, Gina is the current approval of the item, okay? And so I'm just going to just show you

722
01:26:21,500 --> 01:26:28,680
this here. So let's say that all my approvals, let's say that Gina approves the item and then

723
01:26:29,200 --> 01:26:34,400
just to show you what that looks like. So when an item gets approved, I all the

724
01:26:34,400 --> 01:26:39,100
approvers. It's going to have this approved status. It's going to show this item

725
01:26:39,100 --> 01:26:43,360
has been approved and it's going to also send a notice, the system will send a notice

726
01:26:43,360 --> 01:26:49,000
to the drafter, notify them that the item has gone through all of the approvers and

727
01:26:49,000 --> 01:26:54,080
it's now approved and ready for the agenda. So it does let the drafter know

728
01:26:54,080 --> 01:26:56,500
when the item gets approved for the agenda.

729
01:26:59,860 --> 01:27:04,420
Now, the other option the approvers have is in addition to approving items.

730
01:27:04,920 --> 01:27:07,760
They also have the ability to delegate items as well.

731
01:27:08,680 --> 01:27:13,100
So to delegate an item, what I'm going to do is I'm going to click on my dashboard.

732
01:27:13,940 --> 01:27:20,080
Now, to get to my next item, I could conceivably go back to my email and track down my next item.

733
01:27:20,080 --> 01:27:31,080
But since I'm already in peak, what I'm going to do is I'm going to use this top level section that I pointed out earlier to go ahead and grab my next item in my approval bucket.

734
01:27:33,360 --> 01:27:41,820
I'm going to go ahead and select that section there. This is going to list all of my items that are requesting. I'm being requested to review.

735
01:27:42,380 --> 01:27:49,120
And so let's say I want to look at and approve this item here, or delegate the item as I'm about to do.

736
01:27:49,600 --> 01:27:52,440
I can go ahead and click on my pencil icon.

737
01:27:55,300 --> 01:28:02,180
And once I click on my pencil icon, the system by default does shut display the item details tab.

738
01:28:03,260 --> 01:28:07,520
So I can check out those details of the item, including the attachment.

739
01:28:10,100 --> 01:28:14,680
And then on the approval status tab, this is where I can of course take by course of action.

740
01:28:14,680 --> 01:28:25,880
And so let's say that I'm reviewing this item and, you know, I'm the department head, but let's say that my assistant is a better party planner than me.

741
01:28:25,880 --> 01:28:43,800
And so, I feel like she should review the item instead of me, because she would know that if I've done it all or this is enough for like a think Patrick's day party, she's like she likes to go to party stores and plant parties and things like that. I just feel like she is kind of a better approval than I would be.

742
01:28:43,800 --> 01:28:52,740
And so, what I can do is I can click on this delegate option and then I can go ahead and delegate to my assistant.

743
01:28:53,420 --> 01:28:56,800
So, let's say that star lean is my assistant.

744
01:28:57,240 --> 01:29:00,400
Actually, let's do that's a real person.

745
01:29:01,740 --> 01:29:03,060
Let's choose Gina Smith.

746
01:29:03,080 --> 01:29:04,860
Let's take Gina Smith as my assistant.

747
01:29:05,360 --> 01:29:10,720
I'm going to go ahead and grab Gina's name from this pick list here and go ahead and say delegate.

748
01:29:10,720 --> 01:29:17,800
And then you can see that my name is now swath with Gina, so Gina becomes the current

749
01:29:17,800 --> 01:29:22,460
approver of the item and basically delegating my item to her.

750
01:29:23,000 --> 01:29:30,760
And then in this conversation what I can do as I get say, hey Gina, I delegated the item

751
01:29:30,760 --> 01:29:52,020
you as you are much more knowledgeable of a party planning than me can you approve this item or me.

752
01:29:54,690 --> 01:29:59,970
So I'm gonna put a little note to Gina there and then because Gina is the current approver, she's gonna...

753
01:30:00,000 --> 01:30:06,860
And so that's what, and then shall be able to, you know, recognize why the item is being delegated to her based on this note.

754
01:30:07,400 --> 01:30:07,520
Okay.

755
01:30:09,840 --> 01:30:20,280
All right. So that is essentially the approvers, roll. You can see it's much more simplistic in nature than the role of the trafter. Okay.

756
01:30:20,920 --> 01:30:26,880
The last thing we're going to cover is now that we've covered both drafting and approving.

757
01:30:27,460 --> 01:30:33,260
We're going to talk about searching for legislative items in the system, so we'll wrap up with searching.

758
01:30:34,300 --> 01:30:39,120
Just search what I'm going to do is I'm going to come to the items tab that I mentioned earlier.

759
01:30:40,360 --> 01:30:45,900
In this item tab, I have a variety of ways that I can search for legislative items.

760
01:30:46,460 --> 01:30:58,740
Now we have this all items category here, and what this is going to show is this is going to show every single piece of legislation that has been entered into the system, which is 624 items.

761
01:30:59,480 --> 01:31:04,880
Now that would be a lot of items to go in and try to sort through if I was just scrolling on this list.

762
01:31:05,460 --> 01:31:10,860
So we can utilize this top level information here to filter our search results.

763
01:31:11,780 --> 01:31:18,420
You can search based on keyword, so if I want to type let's say St. Patrick's Day,

764
01:31:21,290 --> 01:31:21,690
we can see

765
01:31:21,690 --> 01:31:27,950
it's going to search for any items or attachments that has the word St. Patrick's Day in

766
01:31:29,430 --> 01:31:29,950
it,

767
01:31:32,820 --> 01:31:41,000
or what I can do as well is I can turn on this advanced search and sort by any of

768
01:31:41,000 --> 01:31:46,020
fields here, search by any of these fields here, including the submitting department, the item

769
01:31:46,020 --> 01:31:52,760
type, that category, or that item ID that I mentioned earlier, that unique ID. I can also

770
01:31:52,760 --> 01:31:54,920
complete an attachment search as well.

771
01:31:57,100 --> 01:32:02,220
I can also filter this list based on submitting department

772
01:32:04,080 --> 01:32:13,320
or excuse me, meeting body here, submitting body agenda date, submitting department, or the item

773
01:32:13,320 --> 01:32:20,340
category. So if I want to see all of the items that have ever been created to have the category of agreement,

774
01:32:21,700 --> 01:32:27,060
I can select that. Now you can see we have 43 items that match my filter.

775
01:32:29,510 --> 01:32:30,670
I can also filter

776
01:32:30,670 --> 01:32:38,910
these search results by newest to oldest oldest newest or item ID, and I can reset my search results as well.

777
01:32:38,910 --> 01:32:42,810
I can export my search results to a CSV file.

778
01:32:43,010 --> 01:32:47,250
If I'm interested in seeing my search results as an Excel document,

779
01:32:48,170 --> 01:32:49,970
I can also open that up.

780
01:32:53,540 --> 01:32:56,280
It's taking just a moment here.

781
01:32:56,700 --> 01:33:02,080
And now all my search results here are consolidated into an Excel file

782
01:33:02,080 --> 01:33:04,000
that then I can tweak from there.

783
01:33:08,650 --> 01:33:12,910
I can also utilize these categories over here on the left hand side

784
01:33:12,910 --> 01:33:14,950
to filter down my search results.

785
01:33:14,950 --> 01:33:22,310
I have items that need my approval, so these are any items that are pending my review as an

786
01:33:22,310 --> 01:33:28,330
approver. One thing to note is that if you forget what one of these categories mean, just

787
01:33:28,330 --> 01:33:33,850
note that you have this guide me option at the top, which will describe each of the categories

788
01:33:33,850 --> 01:33:35,550
here on the left-hand side.

789
01:33:38,020 --> 01:33:42,860
Items that are FiI only is where I'm listed as an FYI person within

790
01:33:42,860 --> 01:33:48,900
sequence, but not an approver. So these are all the items I'm being listed as FYI on.

791
01:33:50,460 --> 01:33:54,340
Items that I previously approved and workflow will show here.

792
01:33:56,500 --> 01:33:57,920
Any items that are not scheduled

793
01:33:57,920 --> 01:34:03,520
will show here, and you may be asking, what does a not scheduled item mean? And not scheduled

794
01:34:03,520 --> 01:34:10,700
item is an item that doesn't possess a meeting date. This can be either because the item was pulled

795
01:34:10,700 --> 01:34:20,200
from a previous agenda, or it can be because an agenda date was never entered in the legislative item when it was created.

796
01:34:21,680 --> 01:34:25,200
All items are going to be all of the items in your legislative system.

797
01:34:25,860 --> 01:34:31,100
And then we have a section for my items. This is for if you're like a draft or role.

798
01:34:31,660 --> 01:34:37,420
My items are essentially going to be all the items that you've drafted or created.

799
01:34:38,900 --> 01:34:46,540
items that are in draft are items that you've drafted that are in a draft status like you're still working on creating those items.

800
01:34:46,720 --> 01:34:49,600
You have it submitted them through like a workflow or they haven't been approved.

801
01:34:50,960 --> 01:34:54,580
items that you've created that are currently being reviewed will show here.

802
01:34:55,820 --> 01:34:57,860
items that have been previously approved.

803
01:34:57,860 --> 01:34:59,960
So I've gone through a workflow and then told...

804
01:35:00,000 --> 01:35:14,380
What I like to think of searching is I like to think of it as kind of like online shopping. Okay. So when you online shop, you can filter, you can sort, things like that, you have a lot of those different metrics that you can use the same thing as true within the peak system.

805
01:35:16,320 --> 01:35:28,480
All right. So this concludes our training for today. I want to go ahead and leave a couple minutes to see if anybody has any questions or any wondering that I can answer before we sign off today.

806
01:36:40,350 --> 01:36:43,750
I will take the silence as no further questions.

807
01:36:44,170 --> 01:36:47,070
I want to thank you so much for attending its training session.

808
01:36:47,750 --> 01:36:49,470
Good luck with your peak system.

809
01:36:49,910 --> 01:36:52,670
If you're registered for other training sessions this week,

810
01:36:52,990 --> 01:36:55,650
I will talk to you on those respective sessions.

811
01:36:56,070 --> 01:36:58,970
Otherwise, have a fantastic rest of your week,

812
01:36:59,190 --> 01:37:02,710
and good luck with all of your peak system and implementation.

813
01:37:03,130 --> 01:37:04,270
Thanks everyone. Bye-bye.