[This transcript was generated automatically from audio using AI and hasn't been reviewed by a person -- it can contain mistakes, including plausible-sounding sentences that were never actually said. Treat it as a starting point, not a verbatim record.]

[0:01] 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.
[0:31] if you can't hear me.
[0:33] So for today's training, we're going to be going through the process of drafting and approving.
[0:39] So essentially, we're going to be covering how to create legislative items in your
[0:45] peak at an abandonment program and then subsequent to that the approvals process.
[0:51] So if you are designated as a reviewer or a prouper,
[0:55] 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.
[1:06] For the beginning of our training today, I'm going to be sharing with you a brief slideshow presentation here.
[1:12] This slideshow presentation will just allow us to set expectations for our training.
[1:18] 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.
[1:29] Alright, so I am sharing my screen. You should be able to see my screen here, my PowerPoint presentation.
[1:40] Okay, so we are live. So first things first is we are live. As I mentioned, I have the record button.
[1:46] So we are recording this training session.
[1:50] It will be available to you after a training session today.
[1:56] It will be uploaded to your personal site
[1:58] where you can access the training recording
[2:00] indefinitely moving forward.
[2:03] And I'll show you where those trainings will be located.
[2:10] This slide right here just outlines all of the trainings
[2:15] within our peak group training series.
[2:17] The first one here is the overview and administration settings.
[2:23] You should have completed that training session already.
[2:27] Basically, that lays the foundation for peak.
[2:30] So we talk about basically all the different elements of your peak training site.
[2:35] Kind of giving you a quick tour.
[2:37] And then we do a deep dive into administration,
[2:41] which is talking about things like how to set up your
[2:44] users of the system, your meeting bodies, your template, kind of all of those types of details.
[2:52] Where we are at today is drafting and approving session too. In this session, I will lead you through the steps
[2:59] to draft a legislative item and peek and cover all of the fields and features that you will see.
[3:06] 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.
[3:19] 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.
[3:39] All
[3:42] 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.
[3:52] Well first just talk about how to create a new legislative item in peak.
[3:57] 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.
[4:10] 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.
[5:00] Which allows us to do things like duplicate an item, or run a draft of the cover page.
[5:08] After we get done with the drafting process and showing you how to create legislative items, we'll talk about the approval workflows.
[5:17] 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.
[5:31] And then I will also talk about, once we get the workflow going, the role of the
[5:37] approver.
[5:38] So that's kind of the role of the draft or the role of the approver, then gets
[5:42] introduced once we activate the workflow and this person basically is responsible for
[5:48] reviewing the item, making edits, or pushing those edits to the drafter, and then taking
[5:55] of course of action. I'll also show you as well how to download a cover page of the item and the
[6:02] packet, the item packet. I'm going to talk about that earlier so you can just preview and see what
[6:08] that looks like. And then we will have question and answer.
[6:16] If you do have a question that comes
[6:17] up during this session you can go ahead and throw that question in our chat window. So on your zoom
[6:25] 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.
[6:42] slash setup and design. So if you have a question regarding a design element on your cover page,
[6:50] let's say, for example, we don't want to address those questions during our group training today,
[6:56] but we do want to make sure those questions get answered. They'll just reach out to your project
[7:01] manager and your trainer, and they can help you with those types of questions. So we just want to
[7:12] 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?
[7:26] 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.
[7:34] And also Robert is an internal employee. So don't worry. I'm not I'm not picking on Robert
[7:39] Here, he's just sitting in on our training for today.
[7:44] All right
[7:46] 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
[7:55] Bob over and share my other screen with you
[8:00] Give me just a moment
[8:03] All
[8:10] right, so getting into the drafting and approving process, first things first, so I have navigated to my peak site.
[8:19] The peak site I'm going to be using for today is a sandbox training kind of site, basically sandbox training site.
[8:29] It's where our organic has training team goes in and practices and also uses the fight to conduct training.
[8:39] 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.
[8:46] So if you see kind of quirky details on there, just note that it's a sandbox for us to practice.
[8:52] To get to your peak site, though, you'll just want to open up a browser of your choice.
[8:58] My preferred browser is Google Chrome, so I've opened up Google Chrome here.
[9:02] That's typically what most people prefer, and then you're just going to type in your peak
[9:07] site.
[9:08] So, a mine is Grandiconseneversy.gramicons.com, your should look something like your agency.gramicons.com.
[9:16] Once you open up that site, the system is going to ask you for a user name and a password.
[9:22] So you'll just input your user name and your password.
[9:26] If you do happen to forget your password, there is a forgot password option here.
[9:32] You can click that to be able to reset your password.
[9:36] Otherwise, if you don't need a password reset, we'll go ahead and click on sign in here.
[9:45] And then once we click on sign in, depending upon how your account is configured, you may
[9:52] see PEEP when you log in or you may see the MDM manager.
[9:56] I am seeing the MDM manager when I log in and we talked...
[10:00] 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.
[10:13] 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.
[10:23] 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,
[10:37] 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.
[10:47] So it should look something like peak training or peak group trainings or training. It should have the work training in it
[10:54] 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
[11:05] And then once you double click
[11:08] So sorry
[11:09] You're in me as well
[11:11] Once you double click, that's going to open up the
[11:14] recording or then you can watch it and this is a standard video player here so you can fast forward
[11:22] rewind, increase or decrease the volume or rewind or fast forward 15 seconds.
[11:29] There's where all of your training recordings will be stored and they will be there
[11:33] indefinitely just as long as you don't actually go in and delete them so just make sure that no one
[11:40] goes in and deletes them here, and then otherwise you'll have them indefinitely.
[11:48] Just so everyone's aware is a point of reference to navigate between peak and medium
[11:54] manager.
[11:55] Just as a refresher, it's going to be under this app's menu here.
[11:59] If you click on apps, there's an option to select an medium manager or peak agenda, so you
[12:05] can toggle between the applications, or if you have like boards and commissions or e-commit,
[12:10] can also navigate between those as well. Okay, so now that we've talked about where to access our peak
[12:18] recordings, the next thing we're going to do is we're going to talk about drafting legislative items.
[12:24] So I'm going to jump into peak by coming to apps here and then I'm going to click on this option
[12:29] which is peak agenda. I'm just going to move this over here. Okay, so once I am in peak agenda,
[12:39] what I'm going to see is I'm going to see my dashboard or my home screen.
[12:45] Talking about the dashboard and home screen,
[12:48] the top level information is for kind of specific to your user account.
[12:55] While the bottom information is kind of more generic in nature.
[13:00] On the dashboard, the top information to the left shows a tally of how many legislative items
[13:06] that you've ever submitted in the peak system, okay?
[13:11] So one of your roles is a trafter, okay?
[13:15] This keeps a tally of how many legislative items
[13:18] that you've ever created as a trafter.
[13:23] Over here on the right hand side is if you are designated
[13:27] as what we call an approver or a viewer,
[13:31] these are going to be any items that you are being asked to review.
[13:36] So this is where in a workflow you are listed as the current approver and you'll see a
[13:42] tell you of how many legislative items you are the current approver or right here.
[13:50] Then down here at the bottom we have our next four upcoming scheduled meetings. We can see the
[13:57] day of the week, the meeting body. How many items have been scheduled for that meeting so how many
[14:05] items possess that meaning date, and then how many have been approved for the agenda?
[14:13] We can also see as well down here where it says agenda is not final. That means that
[14:18] the agenda is not published, so it's not in a published date, but if I click on my back
[14:26] arrow here and I go back to some of these historical meetings, like this meeting here says
[14:31] agenda is final, and that lets us know that the agenda has been published for that meeting.
[14:40] You can utilize your back and forward arrows to go to upcoming future meetings or you can also use
[14:47] your arrows to bump back to previously scheduled historical meetings.
[14:55] This is a quick little refresher here, this meetings, cows.
[15:00] 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.
[15:30] 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.
[15:46] The items tab here, we're going to come back to this items tab towards the end of the training.
[15:51] And this is a search repository where we can go in and we can find previously entered
[15:57] in pieces of legislation.
[16:00] They are based on category here or we have different search metrics at the top level
[16:07] here that we can use to find exactly what we're looking for.
[16:13] Under this create new option, there is the ability to schedule a new meeting, so that is creating
[16:20] like a new meeting date, so scheduling an upcoming meeting for maybe like a council meeting or what a
[16:26] commissioner's meeting. But for today we are interested in creating new pieces of legislation.
[16:31] So I'm going to go ahead and select this agenda item option here. And when I select the agenda item option,
[16:38] I could have the ability to select a template from here. So you could have different templates
[16:48] or you may just have one template, it's kind of dependent upon how your system is structured.
[16:55] As I mentioned, this is a training environment, so I have multiple templates here.
[17:00] 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,
[17:07] which is going to then yield the important piece of information.
[17:12] I'm going to go ahead and just select this Resolutions template from here and we'll go ahead
[17:18] and use that for our training. Let me just grab my water here.
[17:31] All right, so once we select
[17:32] the template then what we're going to do is we're going to fill out the key pieces of information.
[17:39] Okay, so we'll start at the top and work our way down and then we'll also move from left to right
[17:45] if there is kind of a split in the page with information.
[17:51] Starting at the top here, we just have the name of the item template.
[17:55] And then to the right hand side, we have this toggle switch, which says confidential.
[18:00] If we hover over that confidential toggle switch, we get a little description here of what that means.
[18:08] It's as marking an item confidential, or move the item from the public agenda or agenda packet.
[18:14] it will only be available in I legislate and the council packet. So basically what that means is
[18:20] if we mark something as confidential, an item is confidential, the public will not even know of
[18:29] this item, they will not even be aware of this item. The only people that the item will be visible to
[18:37] is going to be your peak users and then your elected officials to be able to view in legislate, okay?
[18:47] 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.
[18:55] To give you an example of this, I work with school districts and with school districts,
[19:01] 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.
[19:15] And so because of legality reasons, the board can't print that that's changed information on the agenda.
[19:27] And so they'll mark the item as confidential to protect that's changed information.
[19:33] Okay. You could use it in other capacities. That's just, you know, an example.
[19:39] We have the ability to mark certain attachments is confidential, which I'm going to show you down here.
[19:45] 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.
[19:55] Then we have the item title. This is just going to be, of course, the title of the list.
[20:00] All for rezoning from street,
[20:08] please, street.
[20:14] And if you notice that when I type in my title, there
[20:18] is the ability to correct my spelling. A spelling is definitely not my strong suit, and we don't
[20:26] expect it to be yours as well. So if you do need to correct the spelling, you can do so here.
[20:33] You can also do things like in this box here, you can change the font style and font size,
[20:43] which typically we don't recommend changing the font style and font size unless
[20:48] you're like your admins have requested you to do so just because generally speaking there's
[20:54] of a standard font style and font size that you use for your genders, and this just matches that
[21:01] theme font that is on your genders. So in lectures with specific read, then you shouldn't need
[21:06] to change the font style and font size. However, you can change the font elements like you can do
[21:12] things like gold, italicized underline here. You can also change the color as well. You can add bullet
[21:21] list or bullet points if you would like to. This box right here is called a rich text editor
[21:27] box and so that just means that I have the ability to go in and make those edits that I mentioned.
[21:34] You can also do things as well like you can insert in a table here as well or you could insert
[21:39] like a link if you need to. It may not be appropriate in the item title but the rich text editor box
[21:46] is available kind of throughout the template, so you can also add those elements in other areas as well.
[21:56] I'm going to go ahead and just make my title bold. Let's say that my ad bins
[21:59] requested that all titles are bold because they want the titles to print and bold on the agenda.
[22:05] So I'm going to make that change. I also would like to mention that you can coffee and paste
[22:10] from another source into this field. Please keep in mind though that when you are copying and
[22:17] pasting, you need to make sure you paste out of plain text. Okay? So what that means is we need to
[22:24] remove any formatting from the original source. To do that, you could, for example, open up a
[22:31] note pad, paste the information into the note pad, and then paste it into peak. However, I think that's
[22:38] of a lengthy process. So what I like to do is let's say if I go to Google here and I want to
[22:45] paste some text. So let's say that we want to paste some text. I'm just going to open up like an
[22:54] article here. Okay, let's say I want to paste this text from Google into my peak system.
[23:03] I'm in a click control C for copy and then once I come back into my peak system, I'm going to
[23:12] click control if B. Okay, so it's control shift V and what that's going to do is that's going to
[23:21] paste my text as plain text just to ensure that I'm not getting any quirky formatting. I'm not
[23:27] carrying any quirky formatting from the original source, okay?
[23:31] So it's control shift B.
[23:33] Anytime you paste in to peak,
[23:36] get on the habit, control shift B, okay?
[23:41] When I'm gonna delete that out.
[23:44] Okay, so now we have a title
[23:46] and we can move forward to suggested action.
[23:50] So if there's some sort of recommendation
[23:51] that we need to enter, we can do so here.
[23:55] I'm gonna say approved with conditions.
[23:58] keep things light and simple for today. If you are not entering in like a
[24:04] recommendation or suggested action, you can skip on to the next field.
[24:10] Unfortunately, we cannot remove this field from our template. It is a
[25:02] Then we have the item type. The item type is used to put this legislative item into a category.
[25:11] So basically, item type is categorizing the type of legislative item we're creating.
[25:17] 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.
[25:25] But if I was creating a proclamation and approval of minutes and ordinance, a presentation,
[25:32] I would then select these other categories from this list.
[25:37] This item type here, it's a little bit tricky because when people see the item type,
[25:44] they think the item type controls the placement of where this legislative item goes on the agenda.
[25:50] And that is actually not the case at all.
[25:55] The placement of where the item is going is going to be controlled under this agenda.
[26:02] Actions.
[26:04] Excuse me, one second.
[26:09] I'm sorry, I'm getting over a sinus infection.
[26:12] So my apologies if I have to take a quick step at my water.
[26:16] The agenda sections is where the item will be placed on the agenda,
[26:21] which I'll show you here just momentarily, but the item type really, it's used to categorize
[26:28] the type of item and that helps us determine like for searching purposes, it helps us kind of
[26:36] narrow down our searching purposes. Sometimes people put the item type like on their cover page,
[26:41] for example, so it's more of a flooding item into a category versus determining
[26:48] placement of where the item goes on the agenda and then the final ID so each legislative item
[26:56] receives their own unique file ID number which will be assigned once we create the item so we'll
[27:03] come back to that field here shortly. The submitting department is of course going to be the
[27:08] department that the item is coming from. So if it's coming from let's say admin services you'll select
[27:18] please you'll just select appropriate department from this list here. Let's say that this item is
[27:24] just coming from the clerks' office. Now actually let's do planning and zoning. Let's see
[27:31] it's coming from planning and zoning. We'll select planning and zoning here. Your name should come over
[27:38] in the draft or field. My count is a little bit quirky because I'm an internal granite because
[27:43] employee, my name doesn't come over. So I'm just going to pick somebody from this list here, but
[27:49] if Robert, let's say, is creating an item, Robert's name would show in this draft or field here,
[27:56] Robert Zeldin.
[27:59] Then we have the meeting body that is hearing the item. So we'll go ahead and pick
[28:04] from this list here. I'm going to select City Council from my list, but if it's a different meeting
[28:11] body you'll select as such. And then the meeting body controls the meeting date field. So once
[28:18] you pick the meeting body, you're going to have then a list of available meeting dates based on
[28:24] the meeting body that you selected here. So you can see if I select City Council, I have this list
[28:30] of dates of coming, like March 11, April and the May, but you can see if I pick a different meeting
[28:37] date here. Let's pick the farmers market board. There's no scheduled dates for the farmers market
[28:43] board. So this meeting date field does not display any upcoming dates.
[28:51] I'm going to bump my
[28:52] meeting body back to city council here and then select my eating date March 11.
[29:03] Once I pick
[29:04] 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.
[29:18] 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.
[29:27] 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.
[29:41] You can select from the pick list here.
[29:45] 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.
[29:56] Okay?
[29:59] All right.
[30:00] 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.
[30:10] 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.
[30:26] So, anything below the agenda section is going to be a field that's more specific to your agency and your site, okay?
[30:35] So, you'll just fill in the respective field as needed.
[30:39] If you have a question about what goes in one of those fields, you'll just want to reach out to your site admin,
[30:45] and they should be able to help you kind of determine what information should go into that field.
[30:52] But you can have things like you can have drop-down lists, you can have date pickers, you can have open text fields.
[31:00] It's really dependent upon your agency and your needs, what displays here.
[31:05] Okay? I just have this custom field. This is a drop-down. It's called a cap.
[31:10] calibrator. So I'm just going to pick somebody's name from this list here, and then we'll go
[31:17] ahead and move forward.
[31:20] Then the last key piece to the puzzle is pending uploads. So pending uploads
[31:26] is where I'm going to add any of my supporting documents. Okay. This could be, for example,
[31:33] like if it's a rezoning item, I may need to add, for example, like a math or some sort of
[31:42] image, right? If it's an approval of minutes item, this is where I'm going to go in and attach
[31:47] the minutes that I am trying to get approved, right? Or I may need to attach like the resolution,
[31:56] like the wear as statement, okay? Any sort of supporting documents are going to be listed here.
[32:03] There is two ways to grab and upload your supporting documents.
[32:09] The first thing is just by simply clicking browse your computer and then that's going
[32:14] to open up your documents.
[32:17] Here, I think it's called a files explorer, technically, on a Windows computer and then if
[32:23] you're using a back computer, I believe it's called a finder but basically this is your
[32:29] document storage and then you'll go in and you're going to grab your document or documents.
[32:36] I'm going to go ahead and just grab two of these sample documents here.
[32:42] We're going to grab this agenda and then this document here.
[32:45] So you can grab multiple documents at one time by holding down your control key and then selecting
[32:53] those documents and then saying open.
[32:57] You do have the ability when you're including documents to attach any type of document that
[33:06] is not a multimedia file.
[33:08] So what this means is you can attach Word documents, you can attach PDFs, a PowerPoint
[33:14] presentation, an Excel file, and the world is your oyster as far as what you choose
[33:21] to include.
[33:22] 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.
[33:47] Okay? That being said, the system does convert, attach all attachments to PDF, okay?
[33:56] Once those documents reach your citizen.
[33:59] So once like the agenda and the packet is published on your public-facing site,
[34:05] those documents do get converted to PDF so that they cannot be, of course, changed by our citizens.
[34:12] This is something to keep in mind when you're attaching documents because sometimes during
[34:18] the conversion process, like when you're converting an Excel file or something to that
[34:23] effect, when it gets converted from Excel to PDF, sometimes you can have issues with the document
[34:30] cutting information off, or like Excel has multiple tabs, so you could have issues with tabs
[34:36] not be included. So just something to keep in mind when you're adding documents.
[34:43] My best practice recommendation, you of course do not have to use this. My best practice is that
[34:49] everything should be in PDF as final format. That is just my best practice, like I said,
[34:55] you don't have to use it, okay? The other thing.
[35:01] 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.
[35:16] 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.
[35:23] 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
[35:36] This here
[35:38] 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
[35:49] Okay
[35:51] Once those documents are in my peak system, I have the ability to rename the attachment.
[35:59] So if I want to call this, for example, rezoning map, I can do so.
[36:06] That will rename the attachment in the agenda packet.
[36:11] And then I can also adjust the attachment privacy.
[36:13] 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.
[36:34] On the agenda of a confidential means that while our elected officials and peak users can see that attachment,
[36:43] the public will not be able to view this attachment at all.
[36:48] They won't even know that the attachment exists.
[36:50] It won't show in the public agenda packet.
[36:53] It will not show like on the agenda.
[36:55] It will not be available to our citizens.
[36:58] And then the last option we have is not on the agenda, which means that the only people
[37:03] who can view the attachment are going to be internal P.T. users.
[37:07] So those are the only people that can view the attachment here.
[37:13] Each of these attachments is independent of one another, so you can have let's say one public
[37:20] facing attachment, like this one here, and then maybe this should be confidential to confidential
[37:28] from the public, right, or public should be able to view the attachment. I can mark the second one as such here.
[37:37] And then once I am done adjusting my settings, I can then go ahead and say create.
[37:46] And what's going to happen is when I say create, that's going to submit my item to the system
[37:54] and create a legislative item in my peak system with the information I just
[38:01] turned. I want to go ahead. I want to pause here because we've covered some
[38:07] ground, some heavy ground already. I want to check in with the group and see if
[38:11] anyone has any questions before we continue forward.
[38:58] We don't have any questions, so
[39:00] let's go ahead and move forward. The chat window is available at any point in time
[39:05] in this training. If you do have a wondering that comes up. But that being said, let's go
[39:11] ahead and continue forward. So let me go ahead and scroll up to the very top of my screen here.
[40:00] 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.
[40:21] To highlight what's in this box, we first have the status of our legislative item.
[40:27] So the status of our item right now is in draft.
[40:31] And so what that means is that my item is still being basically worked on.
[40:36] It's still being created.
[40:38] It has it gone through a real process.
[40:41] It's not ready for the agenda.
[40:43] It's still in a kind of draft state at this point.
[40:46] We're still working on it.
[40:49] Then I have the file ID number here, so I mentioned earlier that that will be assigned once we create the item.
[40:56] The file ID is just basically a unique number that each piece of legislation received, so no two pieces of legislation can share.
[41:07] The file ID number, a file ID they have to be different from each other.
[41:12] 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.
[41:26] 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.
[41:46] Then we have the title of my item, which is showing here.
[41:52] I have my attachments that I listed at the bottom.
[41:55] These are clickable links.
[41:58] So if I want to look at one of these attachments, I can click it.
[42:02] And then it opens that attachment up here in another email.
[42:10] I can see that a cover page is included for this item.
[42:15] 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.
[42:29] And then we have at the top here B1.
[42:32] V1 stands for version 1, so this is version 1 of our legislative item.
[42:40] We have the ability to create additional versions using this new version option here.
[42:48] But before we click on the new version, I want to show you the help center.
[42:53] There's a great article in the Help Center on the difference between versions and duplicating items.
[43:00] And I want to go ahead and just kind of show you the Help Center and then that specific article.
[43:06] To get to our grant, it has Help Center.
[43:08] You can simply just click on the top right-hand corner, so it's Help Center.
[43:14] Once we click on Help Center, then we have the ability to either do just a general search,
[43:21] or we can also click on this knowledge page here as well.
[43:25] 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.
[43:38] But this knowledge page here, essentially what this is, is this is a page of all of our granicas products that we offer.
[43:46] And so each of these sections here, like the EDMams are, let us start, those are all
[43:54] granicous products. And so we have a section for peak agenda. And so if I click on peak
[44:00] agenda, what that's going to do is that's going to display a section within my help
[44:06] center, and the help center here, of different articles, and there's even some videos,
[44:12] and even like frequently asked questions, kind of resource material focused on peak, okay?
[44:21] And the way that this is broken out is it is broken out into different categories here.
[44:27] So we have like agendas and creating agendas items and setting up meetings.
[44:34] So you can go into those categories and you can find specific articles related to that kind of being category
[44:41] or what you can also do as well is you can utilize this search here. If it's easier and
[44:48] search based on keyword. So I'm going to type in P conversion
[44:56] and then this first.
[45:00] 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?
[45:19] 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.
[45:29] This feature is useful for tracking and viewing what changes have been made to your item over time.
[45:36] 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.
[45:49] Different from the duplicate feature, this option creates a new record of the item with the same agenda item ID.
[45:58] That's the main characteristics there.
[46:00] The file can then be modified as desired.
[46:03] While the original record is retained, okay?
[46:09] So an example of this, for example, using the version, is let's say I bring this item to council.
[46:16] 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.
[46:28] That would be an example of when we would use the version.
[46:33] So let's go ahead and let's create a new version of this item, so I'm going to click new version here.
[46:38] I'm going to confirm that I would wish to create a new version, so yes, create new version.
[46:45] And then once I click new version, you can see that I have a 1 and a 2.
[46:52] The file ID number has stayed the same, but we have this 1 and 2.
[46:58] So this is the same file, but version 2 is allowing me to make changes to the legislative item.
[47:08] And I can make changes to any of these fields here.
[47:12] Okay, any of these fields that we talked about,
[47:15] including the attachments, okay.
[47:18] So let's say that this item,
[47:21] so version one, was brought to our council on,
[47:25] what was the date of the meeting?
[47:27] I think it was March 11th, it was March 11th meeting.
[47:30] Let's say, yeah, March 11th.
[47:32] So let's say this council,
[47:34] the item was brought to council on March 11th.
[47:37] And the council said,
[47:38] we need more information on this item.
[47:40] please add that information that they're requesting and then bring it back to the next meeting.
[47:49] So on version two here, I'm going to add the information that Council requested.
[47:53] So let's say they wanted a more detailed title, so approval from a Zoning from State Street to Barclays Street
[47:59] as requested by any hand. So I
[48:15] add that additional information. Maybe Council also said, hey,
[48:20] we also need you to add, explain the attachment as well. You know, I could come down and scroll down
[48:27] and go ahead and grab that attachment that they need. And let's just say it's it's this attachment
[48:34] here, go ahead and bring that in with my item, and then just make sure I click save here.
[48:45] And then if I scroll up here about halfway through the page, council said to bring this item back
[48:52] to the next meeting. And the next meeting is let's say April 8. So I'm going to go ahead and schedule
[49:00] version 2 for April 8 at 2 30 p.m. And we're going to put it under the same section,
[49:10] consent agenda,
[49:13] and then click on save. Okay. And so now, version 2. So the updated item
[49:21] is going to be scheduled for April 8. And it has the updated title that the council
[50:00] 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.
[50:27] 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.
[50:48] 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.
[51:00] With maybe, for example, like the title changes or the attachment changes, but generally most information is the same.
[51:06] 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.
[51:21] So the duplicate item though, you can see it has a new file ID number.
[51:25] It's a carbon copy of the previous item.
[51:29] 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.
[51:48] 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.
[51:59] And then just like say,
[52:04] 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.
[52:14] The editing item if I click on that, what that's going to do is that's going to block my item.
[52:19] My item then becomes read only, when the item is read only, no changes can be made to the item.
[52:28] 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.
[52:43] Our system Athens and our agenda coordinators have the ability to lock items at any point in time,
[52:51] which is going to keep our lower level permissions users, like our drafters,
[52:56] from making changes to an item and tell its unlocked.
[53:00] Once the item completes the entire workflow sequence, the item becomes locked,
[53:06] And at that point, only our system admins and agenda coordinators have the ability to unlock
[53:13] a file. And that's good practice, right, because we wouldn't want our drafters after the last
[53:19] person's approved it. We wouldn't want our drafters coming in and making changes after we've
[53:24] gotten those necessary approvers to take action on our file.
[53:31] The next option we have is set to
[53:33] approved. Such approved essentially forces the status of the item from in draft to this approved status.
[53:42] This is essentially what this does is this bypasses the approval workflow process.
[53:49] 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.
[53:57] And this is helpful if you have items that don't need to go through a workflow.
[54:04] So if you have items like proclamations or presentations or like approval of minutes items,
[54:12] generally those items don't need to go through a formal workflow to like legal and finance and things like that.
[54:19] They pretty much just are approved right because the clerks entering them.
[54:23] 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.
[54:36] 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.
[54:54] We talked about duplicate item already so I'm going to skip over that. Do you want gender?
[55:00] 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.
[55:23] And then to get back to that item, if I come to that item in my agenda, which is listed right here,
[55:31] I can just simply click my pencil and now I'm back in the file details for my item.
[55:39] I'm going to skip overcover page included and come right back to that option.
[55:47] The next option I'm going to choose is the download option.
[55:50] So once I click download here, I have two options.
[55:54] I can download a cover page or item package.
[55:58] The cover page is just going to be the single cover page
[56:01] for the item.
[56:02] So that's going to be the details of the item,
[56:05] essentially what I entered in here, generated
[56:08] in a nice little format with your logo and things like that.
[56:14] And then the item packet is going to be both that cover page
[56:17] our staff report and then any necessary attachment.
[56:22] I'm going to go ahead and just run the
[56:23] cover page first and then we'll run the item packet. The cover page, if I select cover page
[56:30] 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
[56:36] run it as Word doc or HTML if I wanted to. And then I'm going to go ahead and click on download.
[56:48] Once the cover page successfully downloads, which it should be a pre-click process, I'm going
[56:53] to see the agenda report or cover page display on my screen here. Now keep in mind this
[57:00] is where everyone's system is going to be a bit different. We all have different needs, we all
[57:06] have different logos, different aesthetics, we'll call it. So your cover page and you may call it
[57:15] and item summary sheet or a staff report.
[57:19] But essentially, this right here is going to be your cover page
[57:24] that will be included in the agenda packet for this legislative item, okay?
[57:31] So we can check out and see the details of that cover page here.
[57:39] And if I need to, I can download or print the cover page as well.
[57:46] The other option I have here is I can also run the item
[57:50] packet. The item packet, if I select this option, will generate the cover page and all of the
[57:58] necessary attachments. So I'm going to click on item packet. I have the ability to run a public
[58:04] version of the packet, or I have the ability to run a council version of the packet, okay?
[58:12] If it's a public version, this will not include any attachments that are confidential.
[58:17] If it's a council version, this will include all attachments.
[58:23] I'm going to run a council or excuse the public version of the agenda package and click generate packet here.
[58:35] And then we'll give this a moment to generate.
[58:42] And then once the packet is successfully generated, we'll go ahead and click on download.
[58:48] As we have a notification here that we are now successfully ready to run the packet.
[58:55] 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.
[59:05] And then subsequent to that is going to be all of my attachments.
[59:09] Now, if I prefer, I can turn on the bookmark version.
[59:13] And so, if I want to jump between different attachments, I can do so using this bookmarks here.
[59:20] 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.
[59:38] Please keep in mind, this is not the full agenda packet, this is only the cover page and all
[59:45] of the attachments for this singular item here, okay?
[59:54] Alright, so we have covered a bit of ground since I checked in with the group.
[1:00:00] Go ahead and just check in and make sure no one has any questions before we continue forward.
[1:00:45] Okay, we'll go ahead and continue forward.
[1:00:49] 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,
[1:01:10] This page right here will not show in the full agenda packet or my legislative item.
[1:01:17] So this will not be included in the agenda packet for this item here.
[1:01:24] Okay. This could be helpful as some clients don't like to have cover pages.
[1:01:30] For example, for like proclinations or presentations.
[1:01:34] 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.
[1:01:54] you have to print. So you can choose to exclude a cover page for any legislative items.
[1:02:01] But for this item, I do want to cover page, so I'm going to go ahead and turn that back on.
[1:02:11] All right. So scrolling down on my page, we talked about the toolbar of the item.
[1:02:16] I'm scrolling down here. I want to show you the attachment section, because that looks a little bit
[1:02:26] 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.
[1:02:42] I can also replace the attachment altogether with another attachment of my choosing here.
[1:02:50] So, whatever I select here, we'll then swap out what I have currently here.
[1:02:58] And then just to update my attachment, I'm going to say update.
[1:03:02] The four point arrows allow for me to click and drag and drop my attachments in a different order.
[1:03:11] So, if I need to reorder my attachments, I can click drag and drop.
[1:03:17] 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.
[1:03:29] Only removes that attachment from my peak system.
[1:03:34] And then just make sure you click on Save.
[1:03:37] Okay.
[1:03:40] 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
[1:03:48] Agenda section and the meeting body kind of all those necessary details.
[1:03:53] 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
[1:04:05] and updates for forms on my item.
[1:04:10] It tells me who made those changes,
[1:04:12] the date and the time that those changes were made.
[1:04:16] And any of those kind of other details there.
[1:04:21] Now, somebody keep in mind is that it does show
[1:04:25] as unknown here.
[1:04:27] And that's just because it kind of ties back
[1:04:31] to what I just talked about earlier
[1:04:32] how I'm an internal granite assembly.
[1:04:34] and my account's a little bit quirky. So it does show my account as being unknown but let's say
[1:04:41] if Robert was creating a legislative item and he created the item and added a few attachments
[1:04:47] it would say Robert's name there.
[1:04:53] And then we have the approval status tab so the approval
[1:04:56] Start a top is where we're going to select.
[1:05:00] Have the ability to either select a pre-existing workflow, or we have the ability to create a new workflow from scratch.
[1:05:08] 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.
[1:05:19] It really depends upon how your site is set up.
[1:05:23] 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.
[1:05:33] To create a new workflow from scratch, I'm going to click a new workflow here.
[1:05:39] 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.
[1:05:47] It says you must have at least one approver in a phase and you must give this phase a name.
[1:05:53] So to start making edits, I'm going to click my pencil icon here and I'm going to give my phase a name.
[1:05:59] So let's say that I'm building out a workflow in ad hoc workflow for planning and zoning.
[1:06:07] And so I'm going to say department head.
[1:06:09] The first person I should review my item is my department head for planning and zoning.
[1:06:16] 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.
[1:06:28] Okay, just our clarity purposes.
[1:06:31] 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.
[1:06:38] 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.
[1:06:49] And so that's going to add Gina Smith to my face.
[1:06:53] I could add a second approver if I wanted to.
[1:06:57] Otherwise, I'm going to click my check mark here,
[1:07:02] and then that's going to then add Gina Smith to my workflow.
[1:07:05] So the final mover we'll go ahead and say is the city clerk, so I'm going to go ahead
[1:07:13] and click the plus sign here and add my city clerk to my workflow.
[1:07:18] I'm going to say city clerk's office.
[1:07:22] And then I'm going to go ahead and click on add a mover and then find the city clerk in the
[1:07:29] list here.
[1:07:30] And once again I'm just going to pick somebody at random.
[1:07:34] There's my city clerk and then I'm going to go ahead and say add.
[1:07:39] Now, let's say that the city clerk, though, has an assistant or an intern, and we don't
[1:07:47] want that intern to be an approver, but that we want that person to maybe look at the
[1:07:52] item and maybe they could suggest, like, edits to the city clerk if needed or recommendations,
[1:07:59] but we don't want them actually changing the item.
[1:08:02] You also have the ability as well when you click add a prouver to click someone as an FYI only.
[1:08:09] And so if somebody's added add an FYI only, that means that they can look at the item,
[1:08:14] but no changes can be made and no action can be taken on their part.
[1:08:19] So if I go ahead and we'll just once again pick somebody at random,
[1:08:23] we'll say that this is an intern and then we'll go ahead and say add and go ahead and add that intern.
[1:08:30] And then go ahead and click my check mark and then that's going to save my face within my workflow.
[1:08:39] So with this workflow, the first person that the item gets routed to for approval is Gina Smith.
[1:08:46] And then the next person's going to be Jane Doe in the Clarks Office with the intern being listed as FYI.
[1:08:54] Okay. Now I can click my pencil to make changes to the workflow. I can use my 4.8 arrows to
[1:09:03] reorder my workflow and then my trash can just will delete that phase entirely from the workflow sequence.
[1:09:12] Since I created a custom workflow and I want to potentially utilize this workflow later on,
[1:09:18] I'm going to click Save as Template and in my template name, I'm going to give my workflow name.
[1:09:24] We're going to say,
[1:09:26] Orstens, planning, and zoning
[1:09:31] flow.
[1:09:34] And then click Save template.
[1:09:36] And so it's a little bit quirky.
[1:09:38] So what it does, the system does, is that it wipes out the workflow that you just created.
[1:09:44] But no fear to access that workflow again,
[1:09:47] 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.
[1:09:55] That drew me off when I was first learning the peak system. I thought that once I saved it.
[1:10:00] 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.
[1:10:13] 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.
[1:10:24] Okay? I'm going to go ahead and say use this workflow and once I click use this workflow,
[1:10:31] this system then opens up the ability to modify the workflow before we start it.
[1:10:37] Let's say, for example, that our city clerk Gina Adams is on vacation, okay? And so I'm trying
[1:10:45] to get my item on the agenda and I really not super rude but I don't want to wait for Gina to come
[1:10:51] from vacation to prove my item. Let's say though Gina has a backup, okay? Maybe she has a
[1:10:58] secretary that approves the items while she's gone. We're going to go ahead and put her
[1:11:03] secretary in this face here. To do that, I'm going to click my pencil icon. I'm going to
[1:11:10] go ahead and click on this ad approver. I first have to put in Gina's secretary before I can
[1:11:15] move her in the sequence. Just once again, I'm going to pick somebody here.
[1:11:23] We'll just say
[1:11:26] Natalie would. I'm going to go ahead and pick Natalie would and then I'm going to go ahead and click on
[1:11:32] add. Once I add Natalie to my face, I'm going to go ahead and remove Gina and then to save my
[1:11:42] information, I'm going to click on the check mark.
[1:11:47] Sorry, my system is running just a little bit slow there, my apologies.
[1:11:52] And once I click on the check mark, we can see that Natalie has been has replaced Gina.
[1:12:01] I can also move these phases around.
[1:12:04] So if, for example, I want the city manager to approve before Natalie, I can click and drag and drop here.
[1:12:10] Or if I want to delete a phase entirely, I can click on the trash can and delete that phase altogether from my workflow.
[1:12:21] I can also add another phase by clicking on this plus sign here, entering in the phase name.
[1:12:29] So maybe we want to add legal to this workflow, I'm going to type in legal.
[1:12:35] 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.
[1:12:44] 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.
[1:13:00] Then we'll go ahead and click on the check mark to save our information and then once
[1:13:08] everybody to start up this workflow so I've got everything in order and I'm ready to begin.
[1:13:14] I'm going to go ahead and say initialize workflow here.
[1:13:17] Now if I did select the wrong workflow, I do have the ability to click remove template.
[1:13:23] That will bring my screen back to the previous screen where I selected the workflow and
[1:13:29] can go in and select a different workflow. Otherwise, I'm going to go ahead and click on initialize
[1:13:34] workflow and go ahead and start my workflow up. Now, when I click on initialize workflow,
[1:13:40] what's going to happen is there's a couple things. The first thing is that my status to my
[1:13:46] item is going to change from in draft to in review. When it changes from in draft to in review,
[1:13:52] I'm going to see a visual of that here and that just lets me know that my item is now going through
[1:13:58] review process. Here is the current approver, which is me myself and I, so I can see any current
[1:14:05] approvers, and I also have this email where mine does. If, for example, an approver is taking
[1:14:12] a bit of time to approve the item, maybe longer than they should, okay? You have the ability to send
[1:14:20] them a gentle reminder saying, hey, you have an item in your bucket that you need to look at,
[1:14:27] please go and and take action. So if we need to send anybody a reminder to review
[1:14:32] an item we can do so here or we can do so here as well.
[1:14:39] You can also as well modify a workflow
[1:14:43] if you have permissions while it is in flight, okay? So for example, let's say that you have somebody
[1:14:51] you started a workflow and somebody's out thick and you need to swap one person like with their
[1:14:57] back up. You can click on this pencil icon.
[1:15:00] 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.
[1:15:24] You can also, as well, skip workflow approval, which means that the entire phase will be skipped altogether.
[1:15:33] 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.
[1:15:42] 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.
[1:15:50] So, if you have drafters that are going in, and they're inappropriately skipping people in a workflow sequence,
[1:15:58] you can have a conversation with them because those people that are skipped or notified,
[1:16:03] you can have a conversation with them and say, you know, why are you skipping people?
[1:16:07] These people are essential for getting your item approved.
[1:16:11] Okay.
[1:16:14] Also as well, if you need to restart the workflow from scratch,
[1:16:18] Okay, you can also click on restart workflow as well and that will restart the workflow from the beginning.
[1:16:27] So whatever course of actions are taken by the approvers will be undone and the workflow will be back in its original state.
[1:16:38] I'm going to go ahead and say use this workflow though and we'll go ahead and start this workflow back up again.
[1:16:44] Okay, but that restart workflow is there if you need.
[1:16:48] Okay. Otherwise, that is essentially the drafting process from start to finish. Okay.
[1:16:58] So we've covered all of the drafting process from creating an item, adding the details, starting the workflow.
[1:17:07] The next thing we're going to do is we're going to talk about the approvals process.
[1:17:12] I need to switch gears and log in as a different person.
[1:17:17] While I am doing that, if there's any questions you'd like to share, the chat window is open.
[1:17:22] Otherwise, please give me just a moment to kind of get things set up for the approvers training and then we'll move forward.
[1:18:00] I didn't see any questions come in, so let's go ahead and let's move forward.
[1:18:06] I'm going to go ahead and just share my screen with you, here, should be seeing my email,
[1:18:14] and we'll go ahead and start the approver training.
[1:18:17] So we are 16th years and we are talking about the role of the approver.
[1:18:21] The approver is going to be the person who reviews the item and makes sure the item has
[1:18:26] all of the appropriate information, like the title of the header is correct, it has
[1:18:31] the attachments prior to the item being published on the agenda, right? So when you are
[1:18:38] designated as an approver, if you become the current approver and when you become the current
[1:18:44] approver, the first thing you're going to see is, well, if you check your email, you're going to see
[1:18:51] an email in your inbox that looks like this, okay? It says, hello, and it'll say your name,
[1:18:59] It'll save the file type so that's that category is talking about the file ID number and then who submitted the item.
[1:19:10] The target for this meeting is this state here and the description is as follows.
[1:19:15] Okay, so this is the title of the item.
[1:19:17] This is an automated email, please do not reply, but you still link above. Thank you.
[1:19:22] And this comes from a no reply at pcagenda.com, so if you are needing support, like if you
[1:20:00] 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.
[1:20:12] 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.
[1:20:19] You'll log in with your username and password and this is where I need to search.
[1:20:24] Here's
[1:20:30] the log in if you're using a password and go ahead and hit sign in.
[1:20:35] 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.
[1:20:43] So this is the item that I'm being requested to review and look at, okay?
[1:20:50] 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.
[1:21:00] 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.
[1:21:15] On this item details tab, what I'm going to find is all of the details that the draft
[1:21:20] are put in.
[1:21:21] So I can see the title of the item here.
[1:21:23] I can see like the recommendation, the type, the department, the agenda section, the collaborator,
[1:21:31] and then all of the attachments as well.
[1:21:35] If I need to make a change to the item, so let's say there's a slight change that I need to
[1:21:41] and rather than asking the drafter to do that, I'm going to go ahead and just make that change myself.
[1:21:48] So let's say that the category of the item should actually be instead of resolution should be, oh, let's see, discussion item.
[1:22:02] I can change that file type to be discussed item and then click save and then that will update the type of item.
[1:22:11] So I have the flexibility as the appropriate to make changes.
[1:22:15] Now, if I want to send a notice to the drafter though that I made a change to the legislative item,
[1:22:23] I can come over here to this item discussion field, and I could say, hey,
[1:22:28] after just wanted to let you know that I made a change to the item type.
[1:22:39] Please review and let me know if this looks okay.
[1:22:48] So I'm going to go ahead and post that comment.
[1:22:50] 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.
[1:23:01] The current approver will receive an email as well at any previous approvers.
[1:23:07] 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.
[1:23:15] So they've already put their stamp of approval on the item, right?
[1:23:19] Now, let's see though, I'm reviewing the item and let's say I want to ask the drafter to make a change.
[1:23:26] So, rather than myself, making a change, I want to put that back on the drafter.
[1:23:31] I can also use this item discussion field as well and I could say, hey, drafter,
[1:23:36] and you add XY and Z attachment looks like you forgot to include it when you were creating the item.
[1:23:50] 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.
[1:23:59] And then they can go in and log in the system and add that attachment that I'm requesting.
[1:24:05] So they would be able to log in by the legislative item and then add the attachment down here.
[1:24:13] Once the drafts are at the attachment, they could even post a comment and they could say,
[1:24:18] hey, a prouver added the attachment as you requested. Please review and let you know if this looks good.
[1:24:35] And then go ahead and say comment
[1:24:39] and then the current approver would of course receive an email with the
[1:24:44] of that comment. Okay, so this right here allows for collaborative environment, okay,
[1:24:52] and it allows for kind of our previous and drafters to be notified when changes are being made to the item to keep everybody.
[1:25:00] 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.
[1:25:30] I get a little check mark in it turns green.
[1:25:33] It says the data was completed and now the item has moved on to the next phase to Gina Adams.
[1:25:43] We can see the current approvers now listed as Gina Adams.
[1:25:49] And if I refresh my screen and I go to the item details,
[1:25:56] sorry, it may need to take a moment to refresh,
[1:25:58] but if I go to the item details, the item details should become locked at that point,
[1:26:03] I should not be able to make any changes to the item since I am now no longer the current
[1:26:08] approval. Sometimes it takes just a minute to update the system.
[1:26:14] So now, Gina is the current approval of the item, okay? And so I'm just going to just show you
[1:26:21] this here. So let's say that all my approvals, let's say that Gina approves the item and then
[1:26:29] just to show you what that looks like. So when an item gets approved, I all the
[1:26:34] approvers. It's going to have this approved status. It's going to show this item
[1:26:39] has been approved and it's going to also send a notice, the system will send a notice
[1:26:43] to the drafter, notify them that the item has gone through all of the approvers and
[1:26:49] it's now approved and ready for the agenda. So it does let the drafter know
[1:26:54] when the item gets approved for the agenda.
[1:26:59] Now, the other option the approvers have is in addition to approving items.
[1:27:04] They also have the ability to delegate items as well.
[1:27:08] So to delegate an item, what I'm going to do is I'm going to click on my dashboard.
[1:27:13] Now, to get to my next item, I could conceivably go back to my email and track down my next item.
[1:27:20] 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.
[1:27:33] 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.
[1:27:42] 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.
[1:27:49] I can go ahead and click on my pencil icon.
[1:27:55] And once I click on my pencil icon, the system by default does shut display the item details tab.
[1:28:03] So I can check out those details of the item, including the attachment.
[1:28:10] And then on the approval status tab, this is where I can of course take by course of action.
[1:28:14] 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.
[1:28:25] 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.
[1:28:43] 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.
[1:28:53] So, let's say that star lean is my assistant.
[1:28:57] Actually, let's do that's a real person.
[1:29:01] Let's choose Gina Smith.
[1:29:03] Let's take Gina Smith as my assistant.
[1:29:05] I'm going to go ahead and grab Gina's name from this pick list here and go ahead and say delegate.
[1:29:10] And then you can see that my name is now swath with Gina, so Gina becomes the current
[1:29:17] approver of the item and basically delegating my item to her.
[1:29:23] And then in this conversation what I can do as I get say, hey Gina, I delegated the item
[1:29:30] you as you are much more knowledgeable of a party planning than me can you approve this item or me.
[1:29:54] So I'm gonna put a little note to Gina there and then because Gina is the current approver, she's gonna...
[1:30:00] 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.
[1:30:07] Okay.
[1:30:09] 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.
[1:30:20] The last thing we're going to cover is now that we've covered both drafting and approving.
[1:30:27] We're going to talk about searching for legislative items in the system, so we'll wrap up with searching.
[1:30:34] Just search what I'm going to do is I'm going to come to the items tab that I mentioned earlier.
[1:30:40] In this item tab, I have a variety of ways that I can search for legislative items.
[1:30:46] 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.
[1:30:59] Now that would be a lot of items to go in and try to sort through if I was just scrolling on this list.
[1:31:05] So we can utilize this top level information here to filter our search results.
[1:31:11] You can search based on keyword, so if I want to type let's say St. Patrick's Day,
[1:31:21] we can see
[1:31:21] it's going to search for any items or attachments that has the word St. Patrick's Day in
[1:31:29] it,
[1:31:32] or what I can do as well is I can turn on this advanced search and sort by any of
[1:31:41] fields here, search by any of these fields here, including the submitting department, the item
[1:31:46] type, that category, or that item ID that I mentioned earlier, that unique ID. I can also
[1:31:52] complete an attachment search as well.
[1:31:57] I can also filter this list based on submitting department
[1:32:04] or excuse me, meeting body here, submitting body agenda date, submitting department, or the item
[1:32:13] category. So if I want to see all of the items that have ever been created to have the category of agreement,
[1:32:21] I can select that. Now you can see we have 43 items that match my filter.
[1:32:29] I can also filter
[1:32:30] these search results by newest to oldest oldest newest or item ID, and I can reset my search results as well.
[1:32:38] I can export my search results to a CSV file.
[1:32:43] If I'm interested in seeing my search results as an Excel document,
[1:32:48] I can also open that up.
[1:32:53] It's taking just a moment here.
[1:32:56] And now all my search results here are consolidated into an Excel file
[1:33:02] that then I can tweak from there.
[1:33:08] I can also utilize these categories over here on the left hand side
[1:33:12] to filter down my search results.
[1:33:14] I have items that need my approval, so these are any items that are pending my review as an
[1:33:22] approver. One thing to note is that if you forget what one of these categories mean, just
[1:33:28] note that you have this guide me option at the top, which will describe each of the categories
[1:33:33] here on the left-hand side.
[1:33:38] Items that are FiI only is where I'm listed as an FYI person within
[1:33:42] sequence, but not an approver. So these are all the items I'm being listed as FYI on.
[1:33:50] Items that I previously approved and workflow will show here.
[1:33:56] Any items that are not scheduled
[1:33:57] will show here, and you may be asking, what does a not scheduled item mean? And not scheduled
[1:34:03] item is an item that doesn't possess a meeting date. This can be either because the item was pulled
[1:34:10] from a previous agenda, or it can be because an agenda date was never entered in the legislative item when it was created.
[1:34:21] All items are going to be all of the items in your legislative system.
[1:34:25] And then we have a section for my items. This is for if you're like a draft or role.
[1:34:31] My items are essentially going to be all the items that you've drafted or created.
[1:34:38] 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.
[1:34:46] You have it submitted them through like a workflow or they haven't been approved.
[1:34:50] items that you've created that are currently being reviewed will show here.
[1:34:55] items that have been previously approved.
[1:34:57] So I've gone through a workflow and then told...
[1:35:00] 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.
[1:35:16] 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.
[1:36:40] I will take the silence as no further questions.
[1:36:44] I want to thank you so much for attending its training session.
[1:36:47] Good luck with your peak system.
[1:36:49] If you're registered for other training sessions this week,
[1:36:52] I will talk to you on those respective sessions.
[1:36:56] Otherwise, have a fantastic rest of your week,
[1:36:59] and good luck with all of your peak system and implementation.
[1:37:03] Thanks everyone. Bye-bye.