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So thank you all for joining. My name is Mani Sanchez, one of the product trainers here at

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Crack. I guess I'll be your trainer today, taking you through a peak agenda training session

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three or four. This is agenda coordinator. Basically on today's session, we're going to play

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the role of the agenda clerk for secretary, whatever term we use to call the person who gets

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most of the work done. We'll be going through basically setting up the agenda, going through all

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the settings that you'll be able to change or add things to the agenda, take things

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off the agenda, rearrange it, and then we'll go through processing it. There you go.

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My class looking back at me. I love it. So basically it's a rundown of what we're going

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to do. We're going to go through accessing the agenda and peak. There's a couple of different

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ways to do so. So I'll show you each of the different ways to get there, none being better

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than the other. We will look at the meeting details and show you how to change it if need

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We will go over the toolbar in the agenda and how to edit or add or delete items or sections and all the different things you can do.

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We will talk about the agenda status for being drafted or final and what that means to certain people in the system.

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We will generate an agenda and an agenda packet both public and council in various formats. I'll tell you what that means and for some of you the council packet might not mean anything because everything's on the agenda and that that's the case.

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It's one less step for you to worry about.

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We will go ahead and publish the agenda and the packet to both our view page and our

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legislative.

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We've talked about our legislative in small time, over the last couple of sessions, what

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it is, but we'll show you what it is today and how to do it and what you can do with it and

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whether it's something you want to use or not.

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Totally up to you.

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We will also go over the option of how to unpublish the agenda if you have to make any

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revisions or anything like that or amendments.

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We'll show you how to do that and how you can actually have that show up on the dot.

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documents somewhere. We will take a sneak peek into the minutes. We will not spend much time at all in there because that's the session we have I think on Thursday.

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Once the agenda is published, we'll be able to see those minutes and we'll have plenty of time for Q&A as always at the chat feature here.

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Opened up.

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Yeah, track feature open up here. Any questions at all? Please do not hesitate to ask the questions. No bad questions at all.

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We are live. Each of you will get a copy of this video that's recording, if you will, and your peak fights later on today.

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I'll upload them there. They'll show you where they are as well if you haven't been to where they are now. I'll show you how to get to them.

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Any questions you have? Put them in the chat feature, put your hand up if you want, put

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a little emoji there, whatever. Any specific questions that you have regarding to your site

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setup and design, just make sure you send those to your project manager and trainer. They

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will be able to give you the best answer, depending on how much time we have I can go over some

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of the stuff on your site setup, but I can't get spent too much time on it because there's

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other people from other sites here. That's just me smiling back at you, saying thanks

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Thanks for hanging out with me on a Tuesday here.

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Let me go ahead and get this screen set up over here.

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So I'll share on peak side here.

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Okay.

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So just if you can give me a thumbs up or a good good we're good to go here that you can see my screen.

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I should have my granite test site here and that you can hear me.

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Thank you Christian. I appreciate it. All right, great.

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So what you said today we're going to play the role of an agenda coordinator.

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That's the term that we use to describe that person's that permission in peak color.

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a card if you want. That's fine. We are logged into our Granicus test site here, we're on our

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dashboard, which will be your landing page every time you log into the page. So get comfortable there,

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right? We'll see the items that have been created by you, any items that need to be approved,

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any meeting dates that are here, starting with the next possible date going out a couple of weeks,

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a couple of months, and you can always go back in time if you'd like, if we have any meetings that are

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there and see those dates, any items that are on it,

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agendas that are final and not final and stuff like that.

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If we clicked on any one of these meeting cards,

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it would bring us into the agenda,

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which is we're going to spend most of our time today,

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but come back there a minute.

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Depending on the status of the agenda

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and your role in peak, if we have an agenda that's final,

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whether the items are under or not,

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and you're a drafter, not an admin, but if you're a drafter,

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you're not going to be able to see this.

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We saw that the other day when we were making the approval process, you do not have permission to perform this action.

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And it's done. At that point, they can see it. And we make the agenda final. And we'll go over that process today as well. The meetings tab here is really kind of where the clerk will hang out. If you want to call it that right, we're going to have all the agendas here, all the meetings for the last week of September, all of October. And the future, the first couple days, or we can remember depending on how the calendar lines up. Okay, so you might be using peak to start with just that one meeting body. Absolutely nothing wrong with that at all. Use it for as many as you want.

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It's the same exact price, but you can have as many different meeting bodies, meeting types,

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meeting dates that you need within here. And if you're an admin, you'll be able to access all of them.

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If you're an agenda coordinator out of the box, you'll be able to access all of them,

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but you might be able to restrict or you might look to restrict certain folks to being able to only

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put together certain agendas for certain boards. While we're here, if we wanted to create a

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create a brand new meeting. Excuse me, we can click that button, fill in the

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pertinent information here. Let's just pick a date. It'll put the location in

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there. You can pick our meeting type, pick the date. All that stuff here will

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have to start and end time. And we can fill this in and build it real quick.

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We've already gone over that on session one, too. But this time you should have

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already been able to do that. You could also do this here, but click and create

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new and meeting, it's the same exact process. If you want to build a recurring set of meetings,

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you can do that as well.

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I want to come in and pick the occurrence for that.

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Let's just say it's the fourth Monday, whatever. Right here, and every month, every two months,

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whatever you want to do. So we'll see the fourth Monday, one, two, three, and four.

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And we'll do that just for the rest of the year. Okay.

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So just by coming in, you'll see that when you're filling these out, a lot of the information's

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going to be set for you as far as the location, the meeting type, the time, but the meeting usually

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starts, and also the archive folder. Archive folder really comes into play here on our view page

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down below. Let's open and go back and change something with that. One second, hold on, just look

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away for a quick second.

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There you go. So it will show up all the dates here for those meeting

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body. As long as you have the folder set up correctly, the meeting will go into the right

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spot or the right box, so to speak. Doesn't mean that if it's in the wrong spot, you can't take

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it from one spot to put it to the another, you can, not a problem. But once you build those meetings

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out, you'll see here, we have the meeting for the 23rd that we just built a few moments ago.

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And if we don't have anything else for transportation, that one should show up here.

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And there she is. Okay, so you can come in and change any of those details if you needed to real quick.

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If you come in for that October 23rd one that we just built today, right here, I can click on the details tab and that will allow me to come in and make any wholesale changes here, even if it's the locations different or time it's supposed to be five.

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We're going to actually make it a 3 30 meeting.

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Okay.

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The submission deadline, a cut off time, we talked a little bit about that as far as trying to get the items in by a certain time.

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The description field we're not going to talk about now, but we will talk about that today.

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I promise the encoder and player for peak, I don't want to say we don't care, but they're not important.

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Okay, the archive folder is important strictly for this piece right here.

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If you look at the show, you're meeting on the web and some sort of organized fashion, this is the best way to do it.

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And then we have our view pages typically you'll get one view page to start.

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Does not mean that you're only limited to one. You can have several.

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There's quite a few places in peak that I've worked with in peak that have several commissions or committees and things like that. Let me just make sure that that took.

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First that.

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And that's 330 perfect.

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Quite a few places I've worked with in peak that have several commissions or committees or advisory panels.

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And on their main web page, they have the desire to have each of those pages those boards of commissions have their own documentation and not all of it.

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So we can do that. We'll definitely we didn't go over that, but we can talk about that more later on. No problem.

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For the items, we don't really need that right now. So let's just get into the meeting. So to get into the meetings, you can get into a meeting anyway by clicking dashboard and go to the meeting.

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You can click on that or you can go into the meetings calendar, pick that date right there,

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it brings you to the same spot.

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If you want to just clear out this clutter, I can go straight into here, just like that.

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Any questions so far?

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A lot of this we've already gone to but to make sure

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The meeting body is what you'll see on the web. The meeting type is going to be the outline. So the board of you might have six different meeting types. This is just the regular one. So for, um, for council, city council regular, they might have 22 sections, grab a lesson. City council here, special. It's just five. That's one of the really nice things about peak is you're able to have the meeting.

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types basically be catered to what you need.

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Good to see some texture too. The agenda is currently editable.

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You'll see here that there are some icons that we've seen before with a pencil marker or the four directional arrow and the trash can.

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If we want to lock the agenda, I can click this button right here, and it does that.

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I just have to hit save to have those changes take effect.

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So the agenda is still there. It's just now certain people can do things to what certain people can't so.

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So the main two folks or two roles that can do anything to it now to unlock it would be the admin and then the gender coordinator. So the drafter comes in and the agenda's locked. They really can't do anything to it.

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Okay.

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So let's go ahead and unlock it because we still have a lot to do.

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It'll tell you also you can add new agenda items and sections from the toolbar as well. Notice if I turn this off by lock it.

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That option goes away for those options go away.

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Okay. You'll see the meeting details tab. It's exactly the same button that you saw on the meeting calendar, but now we're just looking at this specific meeting, not the other 37 meetings that we had for the month.

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So if I want to make any changes to anything about this, this is the place to do it.

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Okay, so I have it on the view page. It's in the right folder, so we're good to go.

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Okay, if you needed to make a change, you can always do that.

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Okay, adding a section. So the sections that we have here, let me just duplicate this here.

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The sections that you see here, old 20.

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Well, eight of them, the city can't fly 22. They're eight of them here. These are the ones that we built by default.

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Okay, if you need to add a section on the fly, you can do that. Click on add section and it'll open up those two boxes.

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You can say city manager, port,

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let's make that a numbered section.

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So you'll notice that we're on the top of the agenda now, it kind of teases you that

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it puts it up here.

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Once you hit save, it'll add that new section to the bottom.

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So most of the times the German will be your last section, but if you wanted to take this

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and use that arrow to pop right in there and just save, okay?

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If you wanted to add a new item or just add an item, so we have one eight, nine items

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in it.

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That's pretty good.

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If I click on add item, it's going to open up a window here, it says add an agenda item,

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right?

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I can add an existing item or I can create a new window that will go through both these together

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here.

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This is going to show you three items that we can choose from.

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Does anyone have an idea why we see three items or only three items?

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It's kind of a trick question, but if you want to take a stab, it's not, I'm going to show you anyway.

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So how come there's only three items?

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We have like 250 items in there.

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How come those three are the only ones we can use?

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Right?

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So in peak, in the items tab, it's going to show us all the items here.

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There's no filters of plot to here, 254 items, right?

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There's three of them. One, not going to go full three of them, but there's three of them here that are currently not scheduled. All that means is they're assigned to a meeting body because the meeting bodies require, but they're not on a specific meeting date.

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So they have that belief button here so we could technically delete them. We don't want to do that, but you could do that.

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The other items here once they're on an actual agenda, you can't really do anything to them unless you take them off or swap them to another agenda.

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That's why it's kind of a true question. I wasn't trying to, you know, loop you there, but make sure you pay attention.

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If I click on add item, it'll show me those four items and I can click on them where it says select item.

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And I can pick this section. Maybe I want to put down the city manager report.

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Pick a different section here. Let's put on finish business.

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And this guy, let's take all three.

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Once I do that and hit save, now all three items are on there.

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Now we should have, I think, 12 items.

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Great.

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If I go back to the well here, it's gone.

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Okay, there's nothing left to take.

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Everything that I had under items that were not scheduled.

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Have now been spoken for.

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Okay, which is great.

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If you wanted to, you could also come in and create a brand new item.

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We literally did this yesterday, but we did it over here by clicking on here. We're going to go over the differences here. While you'd want to create one here, why you wouldn't want to create one here. Let's just say and get

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it to the topic later. The item title is here. The suggested action is still there. The item type is still required. The ID number comes in later. The department's not required, but I'm going to put one there. The drafter. Let's see who can take on today.

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So it's going to the same meeting body and date you're literally adding the item to the agenda from the agenda. So you're not going to get options to pick another agenda.

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Okay, and it's got the agenda section. So it's going to show you the sections that we have here.

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Within this particular outline. So there's three things here specifically that I can't do here that I can do.

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If I click back, can anyone give me any of those? We went through all the stuff that they would draft the items, but there's three specific things that I can't do or add or start here that I can do the other place.

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Can anyone give me any of those three or all three?

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Anybody?

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So the first thing that comes to mind that a lot of places like to add to their items is attachments. Okay, so when you're adding an item to the agenda from the agenda at the agenda level, you will not be able to add an attachment now that I'm in the item itself and the item details tab absolutely can.

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But from the agenda itself, I cannot do that.

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Let's see here. That's a big one.

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It takes one.

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Pop that guy there.

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So that's one thing.

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Let's put the.

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So there's two other things specifically that I can't do.

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I'm actually showing you one of them right now.

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That we can't do.

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On the agenda that you can do here.

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Anyone think of the other two things?

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definitely something we went over yesterday on the drafting session, so if you're on that one,

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that one should have come to play the first one, which is usually the one that people don't get

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is the workflow. Okay, you're not going to be able to start the workflow or

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pick the workflow process from the agenda itself. And the other one, which a lot of places don't use

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are the custom fields, but a lot of places are used, so okay. Good, so that's the main thing that we

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can't do there. So a lot of people like why would you bother building items from here doesn't make

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sense? I understand and I don't disagree. A lot of places will also have the need to have

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almost like a pre or a draft agenda where they're basically getting it together with the executive

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staff and maybe a couple of the board members to go over the items that are on the upcoming agenda.

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And you don't need the package, you don't need the attachments or the cover pages or staff

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report, you just need a list of all the items that are going to be on there.

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So if you're adding them here, you're putting them on there pretty much in name all right.

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So but once you do that, you know, you can come in and after that meeting you find out

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that these six items are going to be there but these two will not.

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So you can have the other folks in your staff and your team, like I said, give me a favor

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in the call.

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When you get a chance, can you go into items number 144 and 145 and just make sure all the

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keys across and the eyes are dotted.

213
00:19:18,140 --> 00:19:20,640
Monika, could you go into numbers, you know,

214
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whatever's in here, 134, 139, and make sure

215
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that all the attachments that are supposed to be there

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are true.

217
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So it's a total team effort, right?

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This way you're also not having people build items in there

219
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with the possibility that never being on the agenda.

220
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So you have the ability to kind of just

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give you a little start here, a little head start.

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Okay, so that's what you can do from here.

223
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But download stuff, I'll get you a little bit.

224
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I want to kind of come into the middle piece here.

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So in the middle we have here manual agenda and we'll talk about that in a few moments.

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I want to show you.

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The expand all sections. Right now, the sections are all collapsed. You'll see, hit a little blue banner, letting you know that there's one agenda item here. If I were to click on this section title. Or the arrow to the left of it. It'll expand it if I click over here, doesn't do anything, if I click on item, doesn't do anything, okay, if I wanted to just come in and see everything opened up. I can do that, it's going to show you the section title. Any standard text that you put in there, and if there's nothing there to see, you'll see no agenda item.

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sound. So if you have like a 20 section agenda and only two sections have the items,

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maybe don't expand all sections. You want to just see what you need to see and not the rest.

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So while these are open, let's kind of come up here. So on the sections themselves,

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you'll see three icons. You'll see a pencil marker. So if you wanted to add in any information here,

232
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You can do that if you wanted to have something be italicized and maybe make it smaller.

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You can do that.

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I can also use this four-directional error if I wanted the moment of silence to be on

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top of the Pledge of Allegiance.

236
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I could do that.

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And if we didn't need, there was no comments from the board for this particular meeting.

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I have the trash can here.

239
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trash can't really give me the option to delete.

240
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It's asking you to confirm your selection.

241
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Are you sure you wanted to delete this?

242
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It's also going to remove any agenda items,

243
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not to delete, but remove any agenda items,

244
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but you can always add them back later.

245
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Once you do that, it's going to ask you to save, okay?

246
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So a couple of things to note with that.

247
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We added a section or two before,

248
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and we just deleted a section, right?

249
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So what we're doing here,

250
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pertains to this meeting.

251
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From October 21st, if I have any board of review meetings,

252
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That means pass that like in November or December nothing's changing. I don't have that new section here. The other section I deleted is not gone.

253
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We're just working on this meeting, which is nice. It gives you the ability to just kind of be in here, be in the moment, right? You can come in and do that if you need to.

254
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Okay, let's come back in here.

255
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So that's the sections.

256
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Now for the items you have similar options as far as the first two goes.

257
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If I wanted to go in item 134 here and edit it.

258
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I could do that.

259
00:22:22,280 --> 00:22:24,740
Maybe I want to take the link out for that document we have.

260
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That web page.

261
00:22:26,820 --> 00:22:27,500
I could do that.

262
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Maybe I want this to not be bolded.

263
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Just that.

264
00:22:30,660 --> 00:22:31,060
Cool.

265
00:22:31,060 --> 00:22:35,240
cool. I'm going to change it all here. I'm going to go back to the agenda by clicking

266
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view agenda. It allows me to make those changes here. Okay. And now here's nothing.

267
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If I have the four directional arrow, that is not going to work between sections. I can't

268
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take it from one and drag it here. I can't take it from here and pop it there. What I can

269
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do is if I wanted this one here with the bonus to be the first item they see under new business,

270
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If I wanted to take this item, a moment of silence typically wouldn't have an agenda.

271
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Maybe I'll put that there by mistake, but I don't be perfect.

272
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If I click on that pencil marker and go in and I take it out of here.

273
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I can do that.

274
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Now you can go back in.

275
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And you'll see that it's not there.

276
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It's just another section.

277
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So you can do that.

278
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The third option you'll see is the X.

279
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The X is kind of like the trash can.

280
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But you won't see the word delete anywhere in here.

281
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People get nervous when they hear the word delete.

282
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And the agenda items.

283
00:23:47,010 --> 00:23:47,370
I get it.

284
00:23:47,490 --> 00:23:48,670
I'm not having to say why, right?

285
00:23:49,390 --> 00:23:51,810
It's just asking if you want to remove it from the agenda,

286
00:23:51,810 --> 00:23:54,150
you'll be able to add it to an agenda later.

287
00:23:55,250 --> 00:23:56,970
And I can just say, can't I want to leave it there?

288
00:23:58,010 --> 00:23:58,250
Okay.

289
00:23:59,530 --> 00:24:00,550
So that's what you see there.

290
00:24:00,930 --> 00:24:01,810
Any questions so far?

291
00:24:02,230 --> 00:24:03,330
Just take a quick second here.

292
00:24:24,270 --> 00:24:25,490
Let's see any questions.

293
00:24:27,530 --> 00:24:27,970
All right.

294
00:24:30,110 --> 00:24:32,070
So with the items here, let's go back to here.

295
00:24:32,190 --> 00:24:34,650
Also while you're in the items, you'll see the basic information.

296
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You'll see the, what's it called, this, the status of in review.

297
00:24:38,090 --> 00:24:40,250
It'll show you who the actual appropriate is right now.

298
00:24:40,670 --> 00:24:41,730
If you want to send them a reminder.

299
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You'll see the ID number.

300
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You'll see the title of the current version.

301
00:24:47,410 --> 00:24:48,970
You'll also see if it's confidential or not.

302
00:24:49,110 --> 00:24:51,070
So we did talk about confidential.

303
00:24:51,330 --> 00:24:52,630
A little bit yesterday with the attachments.

304
00:24:52,630 --> 00:24:59,910
So I want to just show something here. So if I click on the edit button here and this item is not confidential and you'll see the.

305
00:25:19,470 --> 00:25:20,470
I'm not saying any questions.

306
00:25:25,460 --> 00:25:50,640
So, with the items here, let's go back to here. Also, while you're in the items, you'll see the basic information. You'll see the, what's it called the status of in review. It'll show you who the actual approval is right now. If you want to send them a reminder. You'll see the ID number. You'll see the title of the current version. You'll also see if it's confidential or not. So, we did talk about confidential a little bit yesterday with the attachments. I want to just show something here. So, if I click on the edit button here,

307
00:25:51,140 --> 00:25:52,980
And this item is not confidential.

308
00:25:54,020 --> 00:25:57,240
And you'll see that this attachment is public.

309
00:25:57,480 --> 00:26:02,840
If I go back to that agenda item and take this one here and make a confidential.

310
00:26:03,920 --> 00:26:07,560
When I do that here, it's not that you're making the item itself confidential.

311
00:26:07,800 --> 00:26:09,900
You're making everything within it confidential.

312
00:26:10,360 --> 00:26:12,380
So the attachment of the item itself is confidential.

313
00:26:13,160 --> 00:26:14,840
And now this was public, but it's private.

314
00:26:14,840 --> 00:26:19,460
Okay, if I decide you know what I made that by mistake, it's actually supposed to be public.

315
00:26:19,940 --> 00:26:28,380
I could just uncheck that or on toggle that switch. Now doing that, though, will not automatically make the attachment or attachments public again.

316
00:26:29,020 --> 00:26:36,660
You'd have to go back in and change it. The system doesn't want to take a chance and just assuming everything's public, even though it might be.

317
00:26:36,660 --> 00:26:41,440
get in trouble when I assume customer. So you can change it. So if you come in and see that

318
00:26:41,440 --> 00:26:46,480
back there, now I have one, two, three, five attachments here. If I click that button and save it,

319
00:26:46,960 --> 00:26:51,560
everything in that item from the attachments on down or up is going to be confidential. And if you

320
00:26:51,560 --> 00:26:56,220
want to bank it publicly and you'll have to uncheck that, but then go in and update each of the five

321
00:26:56,220 --> 00:27:01,180
attachments. I'm not going to do that, but if you need to, you can. Okay. It shows you the attachments

322
00:27:01,180 --> 00:27:06,500
if it's there. It'll also show that the cover page is included. Okay. We have that checked on by

323
00:27:06,500 --> 00:27:17,980
default under admin and and come pages right there. Okay. Have that like that. So let's see

324
00:27:17,980 --> 00:27:21,420
what else. You'll see some of the items have no cover page. So when we go to put this

325
00:27:21,420 --> 00:27:26,980
put this packet together, item 4c will not have a cover page. That's okay. Does it

326
00:27:26,980 --> 00:27:27,580
doesn't want to play.

327
00:27:29,680 --> 00:27:34,180
Okay, I did for the items. Lost somebody there. Okay. The thing you'll see on

328
00:27:34,180 --> 00:27:39,600
the right is the status. By default, the status of the meeting will be draft. If you're ready

329
00:27:39,600 --> 00:27:44,860
to make it final, you can make it final. Just doing that by itself doesn't do anything to the

330
00:27:44,860 --> 00:27:48,300
agenda itself in here. We're still going to be able to do whatever we want. If I want to make changes,

331
00:27:48,500 --> 00:27:54,900
I want to move things around, that's great. What it really does do now is if Johnny Draftar here

332
00:27:54,900 --> 00:28:00,080
comes in tomorrow to look at the system and he sees that the 1021 agenda is available,

333
00:28:00,080 --> 00:28:06,220
It's final. They can come in now and take a look around as a draft or some of this stuff is going to be great out

334
00:28:06,220 --> 00:28:08,740
They won't be able to do anything, but they will be able to see it.

335
00:28:09,900 --> 00:28:14,120
Okay, so just because it's final now doesn't mean it has to be final tomorrow. You can always come back and change that.

336
00:28:15,660 --> 00:28:19,720
One thing to notice far as the items and the numbering here. So you'll see that

337
00:28:21,960 --> 00:28:28,360
These sections drive the numbers and peaks. So you'll see section 4, item 4a. Okay, that's how it looks.

338
00:28:28,360 --> 00:28:38,920
A, B, C, D, E. You get the hint here. Five A. So each of them has their own layer or level of number. That's just how peak works. If you remember from our first session under meeting types.

339
00:28:40,460 --> 00:28:41,720
Let's go to the board of view.

340
00:28:43,260 --> 00:28:49,860
You'll see that we have them sections are getting numbers items are getting low case letters. Some of them are different than that.

341
00:28:50,680 --> 00:28:54,100
Some of them are letters and numbers some of them have Roman numerals.

342
00:28:54,820 --> 00:28:59,580
a bunch of different things here. That's how it works. It's two sections, two levels, excuse me, right?

343
00:28:59,820 --> 00:29:06,460
So, you're also going to see this option here for manual agenda numbering is off.

344
00:29:06,660 --> 00:29:11,700
So, if you want to turn it on, what it does is it puts a box around everything, okay?

345
00:29:12,220 --> 00:29:16,220
So, everything that's numbered here is the same way as it was before. That's fine.

346
00:29:16,760 --> 00:29:20,020
So, why would you want to do that? Some places like to have their items.

347
00:29:20,780 --> 00:29:24,780
Maybe there are sections or not numbers. Let's do that. Let's turn this off here.

348
00:29:26,480 --> 00:29:29,160
So if I turn the numbering off on section 4,

349
00:29:31,920 --> 00:29:33,740
you can see that none of the items here have numbers.

350
00:29:34,920 --> 00:29:40,680
That's the way it goes, right? If I turn the numbering on, it's going to put it back to the way it was before.

351
00:29:41,560 --> 00:29:49,820
But if I want to have them numbered consecutively, which some places do, and you can, if you want to, it's just going to be a manual process, right?

352
00:29:54,960 --> 00:29:57,400
Of course, I have to shoot the most, but I have to do it, that's okay.

353
00:30:01,680 --> 00:30:30,020
The section doesn't have a number, because we just did that, but the items don't have a number either. That's the way it works to peak. If you don't number the sections automatically, the items will not get numbers automatically. If you want to number them the way you want, yeah, absolutely can, but you're going to have to do it manually. All right, so if we do that here and do what you got to do, you can do that. Now, one of the negatives about that is it's a manual process, not a deal breaker. It's not like something that's going to take you an extra six hours to put your agenda together.

354
00:30:31,140 --> 00:30:33,660
Hopefully, but if you wanted to now rearrange these items,

355
00:30:35,160 --> 00:30:36,200
it doesn't remember them.

356
00:30:36,620 --> 00:30:40,020
You'd have to go back in and put them the way they were

357
00:30:40,940 --> 00:30:41,840
and then do that.

358
00:30:42,000 --> 00:30:43,760
And if you wanted to change the numbering scheme,

359
00:30:43,980 --> 00:30:46,820
I would go ahead and rearrange them first.

360
00:30:49,920 --> 00:30:51,260
Save them, let's do this.

361
00:30:52,640 --> 00:30:53,640
Let's see if that even does it.

362
00:30:54,920 --> 00:30:57,360
Yep, so we already number them before.

363
00:30:57,700 --> 00:30:59,740
And that's why it's given us the order number here.

364
00:30:59,740 --> 00:31:05,180
So you'd have to go back in and change it you can. So there's a way to get everything the way you

365
00:31:05,180 --> 00:31:10,940
done the way you want. It's just something that something has to be done manually so it's up to

366
00:31:10,940 --> 00:31:15,360
you. This is something that will it will not remember your choices next time. Every time you open the

367
00:31:15,360 --> 00:31:21,800
agenda, even if it's not this meeting body, you'll have to turn the manual number on okay. It doesn't allow

368
00:31:21,800 --> 00:31:25,920
for subsections if you're looking to do that. I would recommend not doing that because it's not going

369
00:31:25,920 --> 00:31:30,600
to work the way you want. There's always ways around it, but it is a couple extra steps,

370
00:31:31,240 --> 00:31:34,980
which you can do, but I don't recommend it. Let's put the numbers back on here.

371
00:31:42,310 --> 00:31:49,310
There you go. Okay, any questions on the sections, what you can do with them,

372
00:31:50,050 --> 00:31:52,130
the items, and how they get numbered or anything like that?

373
00:31:54,210 --> 00:31:55,310
Any questions at all?

374
00:32:32,450 --> 00:32:36,370
So the next thing we would do now is kind of go through the process.

375
00:32:36,850 --> 00:32:38,450
Actually, let's say here for a little bit.

376
00:32:38,950 --> 00:32:41,350
So I showed you how to add sections and add items and stuff like that.

377
00:32:41,390 --> 00:32:46,170
If you're going to add sections, if you find yourself having to do that on a semi-regular basis.

378
00:32:46,670 --> 00:32:49,570
What I usually recommend is going to the admin piece right here.

379
00:32:50,610 --> 00:32:51,650
Going to meeting types.

380
00:32:53,090 --> 00:32:55,190
Find the meeting body that you want to make that change to.

381
00:32:55,190 --> 00:32:57,990
I think we added the comments.

382
00:32:58,290 --> 00:32:59,230
This is the right one.

383
00:33:00,650 --> 00:33:01,750
City manager for us.

384
00:33:01,790 --> 00:33:02,630
Let's add that in here.

385
00:33:04,510 --> 00:33:05,170
Spell it right.

386
00:33:09,150 --> 00:33:09,330
Okay.

387
00:33:10,690 --> 00:33:11,530
Let's do that.

388
00:33:11,730 --> 00:33:13,430
Let's drag him up here in between.

389
00:33:14,790 --> 00:33:15,430
Right there.

390
00:33:16,170 --> 00:33:16,530
Okay.

391
00:33:17,030 --> 00:33:17,970
So when I do that,

392
00:33:18,150 --> 00:33:19,170
it's going to give me this notice.

393
00:33:19,390 --> 00:33:19,830
Basically saying,

394
00:33:19,830 --> 00:33:20,970
how you sure you want to do that.

395
00:33:21,390 --> 00:33:24,910
It's not going to change anything that's happening now that's got items on it or in the past.

396
00:33:25,350 --> 00:33:28,290
It's only going to take effect for those November and December meetings.

397
00:33:28,290 --> 00:33:29,150
if you don't have any items.

398
00:33:29,990 --> 00:33:31,850
So there's no real harm in doing what we're doing here.

399
00:33:32,790 --> 00:33:34,450
If I go to the October meeting,

400
00:33:34,710 --> 00:33:36,150
it's not going to change it,

401
00:33:36,530 --> 00:33:37,650
even though we already put it there.

402
00:33:37,890 --> 00:33:38,790
That wasn't a great example.

403
00:33:39,270 --> 00:33:40,170
But if I go to November,

404
00:33:41,850 --> 00:33:43,150
do I have what can I remember do?

405
00:33:44,710 --> 00:33:46,250
Oh, that one's already got it, that's not good.

406
00:33:49,940 --> 00:33:52,620
So now we have the city manager port here, okay?

407
00:33:53,280 --> 00:33:54,380
That's usually the best way to do it.

408
00:33:54,440 --> 00:33:55,600
It's really not adding on the flood.

409
00:33:55,680 --> 00:33:57,520
There's nothing wrong with adding it on the fly.

410
00:33:57,880 --> 00:33:59,820
Absolutely, we wanna give you the tools

411
00:33:59,820 --> 00:34:04,540
do whatever you need when you need it, especially if you're in a pinch, I get it. But if you find yourself

412
00:34:04,540 --> 00:34:09,740
having to manually change it all the time, I recommend having somebody go in here and do that for you,

413
00:34:10,040 --> 00:34:16,860
so going forward will be easier. All right, so the next thing we would look to do is download our

414
00:34:16,860 --> 00:34:20,500
agendas. We'll be here for a little bit. We can download, we can upload, I'll show you that one

415
00:34:20,500 --> 00:34:28,460
later. The agenda itself will typically be a one or two page agenda, outline sections, headers,

416
00:34:28,460 --> 00:34:36,120
items and possibly the logo and meeting information up top. Pretty straightforward, right? That template is built for you in the back end. That's something that you have access to.

417
00:34:36,500 --> 00:34:39,920
But something we definitely can change if need be. Just let us know.

418
00:35:00,430 --> 00:35:09,790
If I have right here, one being in PDF and then one being HTML. All right. So let's make this bigger, and let's do HTML 2.

419
00:35:12,620 --> 00:35:32,040
Okay, let's get this bigger. So it's going to show you here, our logo, meeting body information, the location, the agenda. Here's the sections, here's the items. We have our attachments coming in as well. We also have the suggested action. Okay. If you don't want to suggest an action to be there.

420
00:35:32,040 --> 00:35:38,000
you are not alone. A lot of places choose to not have that information show. Just let us know,

421
00:35:38,120 --> 00:35:42,440
and by us, I mean your project manager and trainer, we can get that taken off for you real quick.

422
00:35:43,360 --> 00:35:46,680
A lot of people don't like to have the attachments on the agenda itself. They want

423
00:35:46,680 --> 00:35:50,140
you to be there, but not on the agenda. They want it to be more on the packet side.

424
00:35:51,120 --> 00:35:56,120
Very common request as well. Here's the PDF agenda. It's the same exact thing as the word agenda

425
00:35:56,700 --> 00:36:02,020
just in a nice little copy, right? Everything's nice and clean and nice and tight. Super. Here's the H2

426
00:36:03,100 --> 00:36:09,180
much bigger as far as much more white space on the side there, but it kind of comes in looking nice to have some options here.

427
00:36:09,580 --> 00:36:09,700
Okay.

428
00:36:10,940 --> 00:36:18,700
If you find yourself making any changes to the agenda itself, something like maybe moving city manager report on top of new business.

429
00:36:19,920 --> 00:36:21,180
You want to regenerate it.

430
00:36:21,420 --> 00:36:27,720
If you just come in and save it and go to open it, it's not going to come in with the same looking fill you'll have to generate again.

431
00:36:27,720 --> 00:36:31,820
And any change that you make, you want to hit that download button again, otherwise it's

432
00:36:31,820 --> 00:36:35,840
going to revert to the old copy, the previous version, if you will, of the agenda.

433
00:36:37,520 --> 00:36:41,280
And now you'll see this one has city manager report up top, okay?

434
00:36:42,460 --> 00:36:44,060
That's the agenda itself, okay?

435
00:36:44,140 --> 00:36:48,180
When you go to do the agenda packet, it's not going to give you the choice to do any of

436
00:36:48,180 --> 00:36:48,780
those three things.

437
00:36:48,780 --> 00:36:50,040
You're always going to have PDF.

438
00:36:50,780 --> 00:36:56,900
So public is going to give you the agenda itself that little two-pager that we just had plus

439
00:36:56,900 --> 00:37:05,620
All the items are going to have a cover page except for the one I think are two that are not going to give us a cover page and then all the attackers that we have that are marked as not confidential.

440
00:37:06,100 --> 00:37:11,740
So if I do that, I did this before once you can do it again. And what's nice about the agenda and the agenda packet.

441
00:37:12,440 --> 00:37:18,920
There's no limit to how many times you can generate it. You can generate as many times you want as often as you need. That's fine.

442
00:37:19,860 --> 00:37:24,720
We're not keeping track. So it takes a few more seconds because you're reaching out to the template here.

443
00:37:25,160 --> 00:37:28,480
I will pull together everything in a nice neat package there and make it look pretty.

444
00:37:28,880 --> 00:37:32,740
Take this one with like 60 pages or so, let's take a look at what that was.

445
00:37:34,180 --> 00:37:36,520
When it's done, this will go back to being a bright green.

446
00:37:36,740 --> 00:37:38,280
This will be like a powderish blue.

447
00:37:39,160 --> 00:37:40,080
And they'll be able to open the agenda.

448
00:37:40,200 --> 00:37:44,220
Plus, it will tell us that the agenda was last generated on this date.

449
00:37:44,620 --> 00:37:45,400
Give it a sec.

450
00:37:56,480 --> 00:37:58,540
I find that it takes longer when I'm waiting.

451
00:37:59,460 --> 00:38:01,740
If I wasn't in a rush, it would have taken two seconds.

452
00:38:01,740 --> 00:38:12,100
So give it a thought there you go. Thank you very much. So this will come in now as our PDF document 49 pages. Okay. So same exact document page one and two are identical.

453
00:38:12,900 --> 00:38:16,400
But after that now we're getting into the cover pages staff reports, if you will.

454
00:38:17,240 --> 00:38:22,700
Staff report and then we're going to get into attachments. If you have an attachment or two, you'll see the pages change here.

455
00:38:23,820 --> 00:38:25,280
or if you want to use the bookmarks,

456
00:38:25,640 --> 00:38:27,120
this is a nicer way to look at it.

457
00:38:28,000 --> 00:38:29,640
It shows you each of these links

458
00:38:29,640 --> 00:38:32,200
to each of these bookmarks is page one to something.

459
00:38:33,000 --> 00:38:35,880
Agenda, cover page, cover page, attachment.

460
00:38:36,600 --> 00:38:37,600
And you'll see as we click on it,

461
00:38:37,720 --> 00:38:39,160
it changes the numbers here.

462
00:38:42,280 --> 00:38:43,780
All right, we're going down to a few more pages here.

463
00:38:44,660 --> 00:38:46,280
Here's me smiling back at your plants and golf.

464
00:38:46,460 --> 00:38:47,960
There you go, stuff like that.

465
00:38:48,100 --> 00:38:49,160
So it's going to show you all that stuff.

466
00:38:49,200 --> 00:38:50,980
It's 49 pages, super duper.

467
00:38:51,860 --> 00:38:54,380
Now let's just say we had at least one confidential item

468
00:38:54,380 --> 00:39:05,720
For attachment, okay, that's important. We want to make sure that that's going to have the same look and feel plus it will also include the same the other attachments and or items that were confidential.

469
00:39:07,200 --> 00:39:07,340
Okay.

470
00:39:08,340 --> 00:39:11,660
Same thing you can generate it as many times you need as often as you like.

471
00:39:13,160 --> 00:39:15,180
No limit, which is nice.

472
00:39:38,400 --> 00:39:43,940
Does anyone on the call have a confidential items into attachments on the agenda is on a regular basis or not really.

473
00:39:43,940 --> 00:39:46,700
I will wait for the agenda to download.

474
00:40:00,370 --> 00:40:30,990
Okay. So let's see if this one shows us anything different than the other one. If it's 49 pages, it's the same. Whoa. Okay. This is a little bit bigger. Fuck 82. Not there, right? Didn't take too long for 200 pages almost. And you'll see that on some of the me go back on some of the items here. We have one, two, three, four attachments there. Now we got five. So there's one document here that was not in the original one. Same thing with this one. Yeah. Couple of one that are different, right?

475
00:40:30,990 --> 00:40:37,950
so it's going to just show more there. Okay. Everything else is the same. We're just adding in the confidential stuff. Okay.

476
00:40:39,050 --> 00:40:40,050
So now, excuse me.

477
00:40:41,470 --> 00:40:52,490
I'll come back to the upload piece a little bit. I promised now. We did that with the cover pages by default because literally first question we asked because we want the cover pages to be there by default.

478
00:40:52,950 --> 00:41:03,330
So we suggest, okay, if you wanted to do this again, but not have the cover pages, you're literally just taking out whatever the amount of items you have are, those amount of cover pages.

479
00:41:03,910 --> 00:41:07,450
So now the next time we go to generate, the cover pages will not be there.

480
00:41:08,230 --> 00:41:11,690
Some places don't use them because they're just basically adding in some basic information.

481
00:41:12,370 --> 00:41:20,190
The attachments are there whenever it comes to see that I've got the resolutions that's got the the catalog of all the information that you need or whatever, or the maps charts.

482
00:41:20,190 --> 00:41:29,380
just adding unnecessary pages. We get it. No harm, no foul. And this will be less than 49 pages.

483
00:41:29,840 --> 00:41:35,680
36. That's like 13 less of all. So all you're going to see here on the left is literally just the attachments.

484
00:41:35,940 --> 00:41:42,740
Anything that's not confidential, you can see here. Okay. Sweet. Now for the council packet.

485
00:41:44,320 --> 00:41:49,640
This one still has the 182 because it didn't generate the cover, the council pages.

486
00:41:49,640 --> 00:41:51,780
is, again, that's still the same.

487
00:41:52,200 --> 00:41:52,940
Configures are still there.

488
00:41:55,100 --> 00:41:56,520
The next step that I have here,

489
00:41:56,540 --> 00:41:58,480
I'll come back with the uploader promise, is publish.

490
00:41:59,440 --> 00:42:01,300
When I go to publish, it's going to give me two choices.

491
00:42:01,440 --> 00:42:03,020
One of them is our legislate, which I'll show you

492
00:42:03,020 --> 00:42:05,240
in a few minutes, and the other one is the web.

493
00:42:05,380 --> 00:42:06,740
And it'll tell you, all groups are going

494
00:42:06,740 --> 00:42:08,120
to be able to view and lie legislate.

495
00:42:08,800 --> 00:42:11,440
On our first session, we talked a little bit about the archive

496
00:42:11,440 --> 00:42:12,240
folders here.

497
00:42:13,060 --> 00:42:16,060
We also talked a little bit about user groups.

498
00:42:16,060 --> 00:42:18,960
And that's kind of what this is talking about now.

499
00:42:20,780 --> 00:42:22,600
And then the web, whenever you think of the web,

500
00:42:22,880 --> 00:42:24,320
I want you to just think of the view page.

501
00:42:24,760 --> 00:42:27,620
Whichever view page or pages you're adding it to,

502
00:42:28,160 --> 00:42:28,960
that's where it's going.

503
00:42:29,260 --> 00:42:32,140
This page is eventually going to go on your landing site.

504
00:42:32,700 --> 00:42:34,520
On your home page under the document center.

505
00:42:35,160 --> 00:42:35,540
That's fun.

506
00:42:35,680 --> 00:42:36,480
It'll be framed in there.

507
00:42:36,580 --> 00:42:37,840
Nobody's even going to know we put it there,

508
00:42:37,900 --> 00:42:38,400
but you'll know.

509
00:42:38,780 --> 00:42:40,100
And when you're putting your agenda there,

510
00:42:40,240 --> 00:42:41,320
it's just going to be that one click.

511
00:42:42,100 --> 00:42:43,460
Pick the agenda that you want to put there,

512
00:42:43,740 --> 00:42:44,580
and then put it there.

513
00:42:45,400 --> 00:42:51,100
Do you want to put just the two page agenda? Do you want to put the 100 and something page packet or just, you know, one of those two?

514
00:42:51,520 --> 00:42:52,240
Your choice.

515
00:42:53,040 --> 00:42:56,140
It's going to that event that view page because that's the way to select it at first.

516
00:42:57,340 --> 00:42:58,520
Give it a few moments here.

517
00:42:59,800 --> 00:43:01,240
You'll see right now there's nothing here.

518
00:43:02,040 --> 00:43:02,900
Nothing out my sleeve.

519
00:43:03,260 --> 00:43:05,840
Once this is done, this window will kind of collapse itself.

520
00:43:06,980 --> 00:43:07,740
Give it a moment.

521
00:43:08,600 --> 00:43:10,980
Takes a little bit less time than it does to generate thank goodness.

522
00:43:20,290 --> 00:43:25,250
So you'll see here, too, one of the things that we don't talk about right away, it shows the minutes. We'll come back in that minute, literally.

523
00:43:26,390 --> 00:43:32,510
If I refresh this page, you will now see the agenda, which should be just a two-pager.

524
00:43:33,130 --> 00:43:37,930
Okay. Now, this one here should not have the cover pages, right? Because we didn't, there you go.

525
00:43:38,570 --> 00:43:43,130
We regenerated the agenda packet, the public version of it. So we don't need them to see that. That's fine.

526
00:43:43,250 --> 00:43:49,190
If you want to just do it where the council sees the view pages, the cover pages, you can do that totally fine.

527
00:43:49,190 --> 00:43:50,590
Nothing wrong with that at all.

528
00:43:51,010 --> 00:43:52,850
Um, oops, excuse me.

529
00:43:52,890 --> 00:43:53,530
Close that out.

530
00:43:54,830 --> 00:43:55,190
Great.

531
00:43:55,930 --> 00:43:56,910
So that's where it goes.

532
00:43:57,050 --> 00:43:58,390
And you'll see that if you're going to publish it again,

533
00:43:58,470 --> 00:44:01,050
it'll show you it's last published on this date and time.

534
00:44:01,550 --> 00:44:02,910
If I wanted to take it down.

535
00:44:03,630 --> 00:44:04,350
I can do that.

536
00:44:04,570 --> 00:44:05,750
I'm not deleting those.

537
00:44:06,870 --> 00:44:07,490
The agenda.

538
00:44:07,610 --> 00:44:09,830
I'm just removing the links so the public can't see them.

539
00:44:10,670 --> 00:44:11,590
And now they can.

540
00:44:14,770 --> 00:44:15,490
Excuse me.

541
00:44:26,170 --> 00:44:27,870
Alright, let's go back out there to the web.

542
00:44:28,990 --> 00:44:29,790
There they are.

543
00:44:29,790 --> 00:44:39,870
Okay, so the other place I told you about was that I led the site place. So let's talk about that for a little bit. So what's I led the state I led the state to an app that you can download for free.

544
00:44:40,210 --> 00:44:42,690
It's included in your purchase price of peak.

545
00:44:43,930 --> 00:44:46,990
If you go to the health center, there's a whole tab here on I led the state.

546
00:44:47,790 --> 00:44:49,430
That's got a good amount of information here.

547
00:44:50,030 --> 00:44:50,790
Kind of get you started.

548
00:44:51,470 --> 00:44:55,670
I'm actually going to take that link and pop it into the chat feature if you want to go ahead and

549
00:44:57,010 --> 00:44:59,770
Access that link and get ready to download that stuff

550
00:45:00,000 --> 00:45:29,980
We get to the city council meeting, only the city council people should see that, not the board of review people or the planning commission people, but we're different, we're looking at everything. So, we see our agendas tab, we see our notes tab, bookmarks and videos, right? So the videos really pertain to those of you that are going to be streaming with us. That's where the videos will go. Don't recommend watching them while the meeting is happening because it's a big delay there. Here's the meeting now. This is the October 21st board of review meeting. When I click on it, it opens up the agenda.

551
00:45:29,980 --> 00:45:35,060
the outline here. I see all the sections that I would have seen in peak. Okay. And you'll see

552
00:45:35,060 --> 00:45:40,280
the sections, and you'll also see the items. You'll see the item title, the meeting body.

553
00:45:41,000 --> 00:45:45,460
There's no suggested action here. That's why it says no action. Here's my attachment. So the cover

554
00:45:45,460 --> 00:45:52,380
page. Why am I seeing that? One of the other settings that we had to choose from on our first session

555
00:45:52,380 --> 00:45:57,740
was do you want to publish the cover pages that I legislate by default? If you said yes,

556
00:45:58,760 --> 00:46:01,180
that's why you're seeing them here. So if I want to come in and open this

557
00:46:01,180 --> 00:46:05,060
come page up, I can click on it and everything that you see out here for

558
00:46:05,060 --> 00:46:09,100
the attachments will be PDF even if it's a cover page. That's just the way it

559
00:46:09,100 --> 00:46:14,220
works. I can scroll through this attachment here on this cover page. I can take

560
00:46:14,220 --> 00:46:14,620
highlights.

561
00:46:16,810 --> 00:46:21,350
I want to do that. I can pop a little note right here.

562
00:46:23,960 --> 00:46:25,300
I can also do a

563
00:46:25,300 --> 00:46:36,590
right there, if you want to draw whatever slot that is, you can do it. You can save your annotations as well.

564
00:46:37,310 --> 00:46:47,650
It's going to give you the ability to download this cover page. It's not going to download the cover page with your annotations just as heads up there.

565
00:46:48,130 --> 00:46:50,890
It's just going to download the stock image of the cover page.

566
00:46:51,910 --> 00:46:55,310
These notes that I'm taking are mine only.

567
00:46:56,050 --> 00:46:58,310
You're seeing them here now just because I'm showing them to you.

568
00:46:58,430 --> 00:46:59,730
You're not logged into my site.

569
00:47:00,110 --> 00:47:02,970
Even if you were logged into my I let's say thing.

570
00:47:03,450 --> 00:47:05,190
You wouldn't be able to see my notes.

571
00:47:05,370 --> 00:47:06,090
I can't see yours.

572
00:47:06,110 --> 00:47:06,790
You can't see mine.

573
00:47:06,890 --> 00:47:07,890
The board can't see each others.

574
00:47:08,370 --> 00:47:09,410
It's for your own protection.

575
00:47:09,650 --> 00:47:09,690
Right.

576
00:47:09,950 --> 00:47:11,130
Once you see your notes here.

577
00:47:11,830 --> 00:47:12,650
Click on next.

578
00:47:12,670 --> 00:47:14,050
I can find other items here.

579
00:47:14,410 --> 00:47:15,310
It's fine when it's got this.

580
00:47:15,570 --> 00:47:17,030
This one's got a suggested action.

581
00:47:17,630 --> 00:47:19,030
I can take a bookmark here.

582
00:47:19,190 --> 00:47:20,130
I'll show you what that means as well.

583
00:47:20,130 --> 00:47:22,850
Now, here's all those attachments, right?

584
00:47:23,270 --> 00:47:26,090
Okay, let me cover this up.

585
00:47:26,330 --> 00:47:29,730
You can see here, this looks pretty good.

586
00:47:31,830 --> 00:47:34,550
Okay, when you take a note,

587
00:47:34,690 --> 00:47:36,090
if you go to the notes column here,

588
00:47:36,610 --> 00:47:38,270
it's going to show you all the notes for October.

589
00:47:39,010 --> 00:47:41,090
If I want to see notes for September or August,

590
00:47:42,390 --> 00:47:43,230
then go backwards.

591
00:47:44,010 --> 00:47:45,330
Here's the ones that I just took.

592
00:47:45,850 --> 00:47:46,690
These are my notes.

593
00:47:47,090 --> 00:47:48,890
If I wanted to get those notes out of here,

594
00:47:49,790 --> 00:47:50,510
I could do that.

595
00:47:50,510 --> 00:47:57,170
The notes don't go away on a certain time frame or once the agenda has been finalized or the minutes have been published, the notes are there.

596
00:47:57,770 --> 00:47:59,150
So you need to go in and delete them if you want.

597
00:48:00,050 --> 00:48:01,270
Like said, but nobody else can see them.

598
00:48:02,310 --> 00:48:03,250
Same thing with the bookmarks.

599
00:48:03,550 --> 00:48:06,090
Here's the bookmark for the October 21st section 3A.

600
00:48:07,010 --> 00:48:09,410
I can do that. You're also going to see here no public comment.

601
00:48:09,550 --> 00:48:10,910
So anyone is using e-comment.

602
00:48:11,370 --> 00:48:17,670
If any of you are using that, once you publish your agenda, you'll be able to go in and turn e-comments on for that meeting.

603
00:48:17,670 --> 00:48:26,550
And, excuse me, you can also go ahead and decide which items or items are publicly commentable, if that's a word, but this way they can comment on them.

604
00:48:26,710 --> 00:48:36,770
And if somebody does leave a comment, you'll see them here. And depending on what you have your settings are pretty comment, it'll show the person's position, whether they're in favor of it against it or neutral.

605
00:48:37,030 --> 00:48:37,930
You'll see that here as well.

606
00:48:38,430 --> 00:48:45,770
Okay. One other thing, if I go back to the agenda, on the bottom left, once this is done,

607
00:48:46,350 --> 00:48:48,750
you'll have the ability to download the agenda packet.

608
00:48:49,010 --> 00:48:50,830
So here's a question for you. Let's see if you can get it right.

609
00:48:51,670 --> 00:48:58,290
When I download this agenda packet, should I expect to see the council packet or the public packet?

610
00:48:59,930 --> 00:49:01,970
Yeah, which version should

611
00:49:04,080 --> 00:49:04,800
we expect?

612
00:49:14,580 --> 00:49:20,980
Okay, so I'm going to go ahead and I got one

613
00:49:24,590 --> 00:49:25,950
person that's my good friend Andrea.

614
00:49:26,890 --> 00:49:27,470
It says Council.

615
00:49:28,130 --> 00:49:28,750
Anyone else?

616
00:49:29,050 --> 00:49:29,850
Any other guests?

617
00:49:33,560 --> 00:49:33,740
Sorry.

618
00:49:33,860 --> 00:49:34,560
Someone said public.

619
00:49:34,820 --> 00:49:35,020
All right.

620
00:49:36,300 --> 00:49:37,580
We'll 50 50 shot.

621
00:49:37,640 --> 00:49:38,020
I like it.

622
00:49:38,960 --> 00:49:39,560
Two council.

623
00:49:40,040 --> 00:49:40,580
Anyone else?

624
00:49:41,340 --> 00:49:42,560
Anyone else want to take a guest?

625
00:49:42,700 --> 00:49:43,820
Throw a dart at the board?

626
00:49:53,180 --> 00:49:53,600
James?

627
00:49:54,120 --> 00:49:54,580
What do you think?

628
00:49:54,660 --> 00:49:55,140
Anybody else?

629
00:49:58,800 --> 00:49:59,860
Did it too good?

630
00:50:00,500 --> 00:50:28,900
All right, so thank you for playing. Whoever's in public, you can stand up. So it's going to show you the public version. Good job, Tanesha. So the reason why it does that. And honestly, you're one of literally like three people that I've been working with that I've ever gotten that question right. It's to me, it's a true question, right. Because when I'm I'm expecting here to be logged in as a board member and see the board stuff accounts confidential stuff, right. The reason why you don't see.

631
00:50:28,900 --> 00:50:34,220
the 182 page packet is, it's not just board members that have access to

632
00:50:34,220 --> 00:50:38,740
I-legislate. It's drafters. It's, you know, approvers only. If you put somebody

633
00:50:38,740 --> 00:50:43,600
in the group as a drafter here or as a coordinator and they're in the group

634
00:50:43,600 --> 00:50:47,860
for I-legislate, you know, maybe not that's something you want to use, that one,

635
00:50:48,060 --> 00:50:53,300
they can see the information for a historical preservation. That's great, but not

636
00:50:53,300 --> 00:50:58,080
the rest of it. So, it's really kind of to protect you from yourself or for

637
00:50:58,080 --> 00:51:03,900
the board member that brings their iPad home and leaves it open on their desk and one of the kids

638
00:51:03,900 --> 00:51:08,460
comes in, sees the document and doesn't know what it is but just forwards it's the like kind of

639
00:51:08,460 --> 00:51:15,340
difference. Okay so it's really just that way. I understand why we would expect to see the council

640
00:51:15,340 --> 00:51:19,380
packet because honestly I did do when I first started doing this but it doesn't do that so

641
00:51:21,400 --> 00:51:27,020
doesn't mean that if I had a confidential attachment here, if these last two attachments here,

642
00:51:27,020 --> 00:51:32,760
these middle attachments were confidential. I'd see them. Yes, 100%. I wouldn't see them on the web,

643
00:51:32,760 --> 00:51:38,720
but I'd see them here. I'm just not going to see them in the full form. I'd have to see them

644
00:51:38,720 --> 00:51:42,880
on an individual basis. I could take notes in those attachments. I could take annotations. I could

645
00:51:42,880 --> 00:51:51,320
take notes on the section. Definitely can do that. All good. You can have that here. What's nice

646
00:51:51,320 --> 00:51:56,860
about it too? I'm using my Windows computer. If I opened up my MacBook later on today and logged

647
00:51:56,860 --> 00:52:01,140
game while I'm on the couch. I don't feel like going back to my desk. I can log in to the same

648
00:52:01,140 --> 00:52:05,820
exact site and my notes will be there. If I have my iPad, which also happens to be on the couch,

649
00:52:05,940 --> 00:52:10,240
and I want it to look at my notes, the notes that I took on the Windows computer would be on the iPad

650
00:52:10,240 --> 00:52:14,680
as well. So they kind of transfer. If you're working at the office and you leave your work laptop there,

651
00:52:14,780 --> 00:52:19,420
you go home and you want to check something, it's going to be their own spot, which is nice, okay.

652
00:52:21,640 --> 00:52:24,840
We'll go over a little bit more with I legislate in a few minutes. Any questions on

653
00:52:25,660 --> 00:52:28,420
how the agenda get out here, we have some icons.

654
00:52:28,660 --> 00:52:32,120
You'll see here, we have a bookmark, we have notes,

655
00:52:32,760 --> 00:52:33,780
okay, notes and bookmarks.

656
00:52:33,780 --> 00:52:36,500
So if I come in here, I take the bookmark off,

657
00:52:39,360 --> 00:52:40,700
just have the note, okay?

658
00:52:42,040 --> 00:52:44,400
And if you refresh this, it'll just kind of update it

659
00:52:44,400 --> 00:52:46,020
if there's been any changes made to the agenda

660
00:52:46,620 --> 00:52:48,360
that'll be republished, you'll be able to come

661
00:52:48,360 --> 00:52:49,820
and get the cleanest version here.

662
00:52:50,420 --> 00:52:53,000
If you do use the iPad, let me just put back up here.

663
00:52:54,000 --> 00:52:56,600
If you do use the iPad version of our legislator

664
00:52:56,600 --> 00:52:58,620
there are a couple of more features that you can work with,

665
00:52:58,780 --> 00:53:00,540
typically the big one being email.

666
00:53:01,580 --> 00:53:03,960
From the iPad, if you want to send an email out

667
00:53:04,960 --> 00:53:06,980
to other folks in your group

668
00:53:07,500 --> 00:53:10,640
about your attachments, your notes, or an item,

669
00:53:11,180 --> 00:53:12,020
you can do the hair as well.

670
00:53:12,740 --> 00:53:14,340
Definitely a pretty cool tool there.

671
00:53:15,300 --> 00:53:17,440
Just a little heads up they are working,

672
00:53:17,520 --> 00:53:19,220
and I may end day by the development team,

673
00:53:19,620 --> 00:53:22,140
they're working on a new version of I Love Display,

674
00:53:22,260 --> 00:53:23,560
that's what's more mobile responsive,

675
00:53:24,380 --> 00:53:26,380
and have a little bit more features, more bells and whistles.

676
00:53:26,700 --> 00:53:29,420
I don't know a release date, so I'm not trying to tease you.

677
00:53:29,780 --> 00:53:30,720
But that's definitely coming.

678
00:53:30,900 --> 00:53:31,820
And it should become pretty soon.

679
00:53:32,120 --> 00:53:34,060
So hopefully, I don't know about the end of the year.

680
00:53:34,300 --> 00:53:35,740
It's almost the end of the years around here.

681
00:53:35,940 --> 00:53:37,000
She's almost the corner.

682
00:53:37,660 --> 00:53:38,060
But it's coming.

683
00:53:38,300 --> 00:53:39,000
So get ready for that.

684
00:53:39,220 --> 00:53:39,720
Be on the lookout.

685
00:53:42,000 --> 00:53:43,020
So let's go back to peak.

686
00:53:43,340 --> 00:53:43,400
Right.

687
00:53:43,520 --> 00:53:44,700
So we made our changes here.

688
00:53:44,800 --> 00:53:45,640
We have the agenda out there.

689
00:53:45,680 --> 00:53:46,960
The board has been accessing it.

690
00:53:47,020 --> 00:53:47,440
And that's beautiful.

691
00:53:48,300 --> 00:53:50,560
We just find out we've got a note from one of the board members

692
00:53:50,560 --> 00:54:02,520
is that item 4a is missing the laptop or monitor catalog guide and they'd like to see that right so we come back in and we add in a random attachment here.

693
00:54:03,740 --> 00:54:08,940
Let's find something I'm not going to have an actual laptop catalog but we'll pretend this is it.

694
00:54:10,180 --> 00:54:11,020
Let's do that.

695
00:54:11,020 --> 00:54:11,380
Okay.

696
00:54:14,330 --> 00:54:19,370
Okay. I'll see you question. I'll be with you in two seconds at the promise.

697
00:54:20,850 --> 00:54:26,130
All right. Kristina, sorry, I'm backtracking a bit. Sure. When you generate a PDF

698
00:54:26,130 --> 00:54:30,790
download of the agenda, it lists attachment as well. Is there a way to turn it off? They're absolutely

699
00:54:30,790 --> 00:54:34,590
is. Yep. Definitely. I only want to show in the report itself. Yes. Great question, Kristina.

700
00:55:00,000 --> 00:55:20,880
They're absolutely is. Yep, definitely. I only want to show in the report itself. Yes, great question, Christina. And I'll show you that in a minute, definitely. So thank you for asking that. So we now made the change here to our agenda item, right. So if I go back to, I legislate, that was item 4a. Okay. I refresh it here.

701
00:55:24,500 --> 00:55:31,900
It's just so as the cover page, it doesn't show the attachment, right. So what I have to do is re-download the agenda package. Okay.

702
00:55:32,500 --> 00:55:33,600
So let's do that.

703
00:55:37,850 --> 00:55:39,310
Now the attachment was public.

704
00:55:39,430 --> 00:55:41,570
So we don't have to worry about the confidential piece there.

705
00:55:42,850 --> 00:55:45,630
So I'm going to regenerate it. Shouldn't take too long.

706
00:56:40,100 --> 00:56:43,860
So this new item here for a should have that attached perfectly.

707
00:56:44,600 --> 00:56:47,360
So if I go back in and publish again.

708
00:56:48,420 --> 00:56:50,340
I'm basically just publishing over it, right.

709
00:56:50,580 --> 00:56:51,520
Just give it a sec.

710
00:56:52,460 --> 00:56:54,280
This will take less time thinking this.

711
00:56:55,620 --> 00:57:00,020
And then while we're here and I open up the page and the packet I want to get to Christine is great question too.

712
00:57:08,800 --> 00:57:13,680
So on here I didn't refresh it so you're not going to see that for a but if I refresh it.

713
00:57:14,400 --> 00:57:15,700
The laptop attachment.

714
00:57:18,380 --> 00:57:21,660
And now we see it there perfectly so if I go back to I legislate oops.

715
00:57:23,000 --> 00:57:24,100
And refresh that.

716
00:57:32,530 --> 00:57:33,310
Now we see it there.

717
00:57:33,690 --> 00:57:33,790
Okay.

718
00:57:35,030 --> 00:57:37,230
I don't remember which item I took the notes on.

719
00:57:37,390 --> 00:57:38,110
Let's see I'm done.

720
00:57:39,970 --> 00:57:42,110
Either way, we'll come back to that in a minute.

721
00:57:42,570 --> 00:57:44,350
So let's go back to Christian's question.

722
00:57:44,710 --> 00:57:51,630
So on the agenda itself, we're seeing here the sections,

723
00:57:51,910 --> 00:57:54,430
items, possibly that staff recommendation,

724
00:57:54,470 --> 00:57:57,070
which is a suggested action, any attachments.

725
00:57:57,330 --> 00:57:59,890
So that's there by design out of the box.

726
00:57:59,890 --> 00:58:02,390
So unless you tell us, hey, listen, we don't want

727
00:58:02,390 --> 00:58:03,710
the attachments to show on the agenda,

728
00:58:03,770 --> 00:58:04,350
they're going to show.

729
00:58:04,870 --> 00:58:06,670
And where they're going to come from is this, Christian,

730
00:58:06,670 --> 00:58:09,410
then obviously you're not going to have access this and just tell us that we want to take it down.

731
00:58:09,810 --> 00:58:17,740
We'll take it off. So on your template, there's an attachment link here. So it's got us there.

732
00:58:17,860 --> 00:58:22,320
And then it's basically asking you what the items do you want to show it? We can say yes or no.

733
00:58:22,980 --> 00:58:28,980
Now if you say, listen, we want the attachments to show in the packet form here on the left,

734
00:58:29,980 --> 00:58:34,120
that's fine. They're going to be on the cover page right here and then they'll be underneath

735
00:58:34,120 --> 00:58:41,120
that's fine. So what would happen is if we turn that off on the agenda itself, the main page,

736
00:58:41,160 --> 00:58:47,800
whether the agenda or the agenda packet, you wouldn't see the blue links here, or here.

737
00:58:49,520 --> 00:58:53,100
You would just see them over here. Does that answer your question?

738
00:58:59,920 --> 00:59:01,340
So the attachments don't usually

739
00:59:01,340 --> 00:59:07,200
show on the minutes because when you're doing the minutes in peak, there's no packet version.

740
00:59:07,200 --> 00:59:09,240
It's just a minute, like a summary.

741
00:59:10,080 --> 00:59:14,880
If you wanted to upload a version of it that had the minutes, then it would have it.

742
00:59:15,320 --> 00:59:16,620
We can check that. Let me just check.

743
00:59:17,320 --> 00:59:19,460
It's not your template, but a template.

744
00:59:23,030 --> 00:59:23,650
Let's see.

745
00:59:25,110 --> 00:59:26,730
So if you wanted to include them, we could.

746
00:59:27,430 --> 00:59:29,790
But usually we're not going to give you that cover page and stuff like that.

747
00:59:29,870 --> 00:59:31,570
But it's just something that's there if you want to put it there.

748
00:59:31,710 --> 00:59:33,830
So that's definitely a question we can get into.

749
00:59:35,110 --> 00:59:42,250
Okay, good. So then you're you might have your template set up that it adds a minute in it with the attachments and you're using peak minutes correct?

750
00:59:46,400 --> 00:59:48,140
Okay, good. Like I said, it's there.

751
00:59:48,600 --> 00:59:54,280
A lot of places out of the box don't show it. So with the minutes, it's not going to show the cover page, though.

752
00:59:54,740 --> 00:59:59,960
It's just going to show it could show the attachments, but you wouldn't get the cover page. Is that what you were saying?

753
01:00:02,220 --> 01:00:30,840
If you're seeing the coverage of the minutes, it's a hold of the conversation. Okay, good. I was like, wait a minute, doesn't work that way. Good, great question. And to kind of piggyback on Christian's question, absolutely. Thank you. You know, the agenda itself, we want to try to keep the cleaning concise. We don't want to overpower people with what you're seeing here. So you're seeing a nice little logo. I'm sure you're looking a lot better than my G here. Yeah, you're seeing the sections, you're seeing items. You don't need to see this. Maybe you do, right?

754
01:00:30,840 --> 01:00:35,560
If you have like a planning commission, sometimes they might have nine attachments per item.

755
01:00:36,240 --> 01:00:39,740
Now you're basically turning a two page document into a six page document.

756
01:00:40,100 --> 01:00:41,580
And that can even the packet, right?

757
01:00:41,940 --> 01:00:45,540
So to me, and that's my opinion, and obviously Christine is too,

758
01:00:46,500 --> 01:00:49,060
the packet here has all the stuff that you want to see.

759
01:00:49,600 --> 01:00:50,600
So let's kind of look at it here.

760
01:00:50,760 --> 01:00:52,800
So why do people put the attachments here?

761
01:00:53,680 --> 01:00:58,160
Some places don't publish the packet until the meeting happened.

762
01:00:58,160 --> 01:01:04,180
They want to keep the packet internal. It's a two page document. The council can see the 200 page or that's fine

763
01:01:04,180 --> 01:01:11,380
But for the general public we're not going to give them all that stuff. We're just giving the agenda. So what's nice about that is if you do that

764
01:01:11,860 --> 01:01:20,480
You're not going to see the cover pages over here. You're only going to see the link to the agenda and if you wanted to include those attachments that can be it.

765
01:01:23,200 --> 01:01:24,020
That's a great question.

766
01:01:24,220 --> 01:01:26,100
So if you don't see your logo on your agenda,

767
01:01:26,320 --> 01:01:27,620
it just means that they didn't put it there.

768
01:01:28,160 --> 01:01:30,000
What you would do, and to make sure that's something

769
01:01:30,000 --> 01:01:30,920
you and I can talk about,

770
01:01:31,580 --> 01:01:33,280
we would just get the logo from you,

771
01:01:33,280 --> 01:01:34,320
like a clean copy of it.

772
01:01:34,720 --> 01:01:36,240
And we would just submit that to the design team

773
01:01:36,240 --> 01:01:39,320
to have your template updated to have the logo.

774
01:01:39,480 --> 01:01:41,000
You can have the logo in the middle.

775
01:01:41,700 --> 01:01:42,480
To the left, to the right,

776
01:01:42,580 --> 01:01:43,560
we have a couple options there.

777
01:01:43,700 --> 01:01:45,100
Not like you only got a one-stop thing

778
01:01:45,100 --> 01:01:46,440
we can have to put it in a certain spot.

779
01:01:47,200 --> 01:01:48,540
Yes, you can get a nice color image.

780
01:01:48,660 --> 01:01:49,400
You want a black and white.

781
01:01:49,680 --> 01:01:51,220
There's a bunch of different ways to do it.

782
01:01:52,720 --> 01:01:56,540
definitely we'll make sure we talk about that and we get back together on our emails there so

783
01:01:57,240 --> 01:02:02,900
definitely um i think what else with Christina's question here so another thing that comes up and

784
01:02:02,900 --> 01:02:08,300
none of you have asked about it but i'll talk about it so with that being said about like not

785
01:02:08,300 --> 01:02:15,480
wanted to publish the the links here some places will have their item titles be a clickable link

786
01:02:15,480 --> 01:02:20,860
so why would you do that right if you did that what would happen is basically it would bring them to

787
01:02:20,860 --> 01:02:27,880
the cover page, which is right here. So if I had here a two page agenda, right, and

788
01:02:27,880 --> 01:02:32,940
I had no attachments here, nothing over there, nothing up my sleeve, but this here 4A was

789
01:02:32,940 --> 01:02:39,420
clickable. When I clicked on that, it would bring me to this. Now what would happen, let's

790
01:02:39,420 --> 01:02:46,560
see if I have one that's there. Let's go back to the packet here. If I clicked on this

791
01:02:47,120 --> 01:02:51,400
attachment here, it opens it in the same window, right?

792
01:02:51,520 --> 01:02:53,380
So now I'm looking at that attachment.

793
01:02:53,920 --> 01:02:55,380
If I want to go back to the packet,

794
01:02:55,460 --> 01:02:56,720
I'm on a four-page document,

795
01:02:57,160 --> 01:03:00,420
and now I'm on a 50-page document.

796
01:03:00,800 --> 01:03:02,360
So that's kind of what you can do there.

797
01:03:02,600 --> 01:03:04,560
It's not something that's built for you out of the box.

798
01:03:04,760 --> 01:03:05,700
You'd have to ask for that.

799
01:03:06,200 --> 01:03:07,280
It's not an additional charge.

800
01:03:07,380 --> 01:03:09,820
It wouldn't take long to do, but we'd have to just have

801
01:03:09,820 --> 01:03:11,500
the design team basically make that link.

802
01:03:11,640 --> 01:03:14,720
So basically what that would do is when you're building

803
01:03:14,720 --> 01:03:23,220
your item titles in here. It wouldn't look like a link here, but once you've filled in the title,

804
01:03:23,520 --> 01:03:27,600
and they clicked on it out here, it would be a clickable link. That's an option for you.

805
01:03:28,120 --> 01:03:31,920
The main thing to take away from that is you don't want to add something as simple as an extra space,

806
01:03:32,840 --> 01:03:36,780
a hard return or anything like that. That will essentially break the link, and that's not good.

807
01:03:37,480 --> 01:03:40,220
So we don't want to do that. But you can do that. That's an option. Definitely.

808
01:03:42,180 --> 01:03:44,000
Okay, so let's close some of these pages here.

809
01:03:45,820 --> 01:03:47,240
Christine, any other questions there?

810
01:03:47,320 --> 01:03:48,940
It's basically, we'll definitely get together with that.

811
01:03:49,060 --> 01:03:49,700
That's not a problem.

812
01:03:50,400 --> 01:03:51,740
Anyone's idea of any questions about,

813
01:03:51,840 --> 01:03:53,540
I'll legislate before I come back into peak.

814
01:03:53,660 --> 01:03:55,360
I want to go over like revisions and stuff like that.

815
01:03:55,860 --> 01:03:56,460
Excellent. You're very welcome.

816
01:03:56,600 --> 01:03:57,240
Thank you for the question.

817
01:03:57,900 --> 01:03:58,240
And the feedback.

818
01:03:59,000 --> 01:03:59,700
Alright, so we're in peak.

819
01:04:00,400 --> 01:04:02,080
We've gotten some information from the board.

820
01:04:02,180 --> 01:04:03,180
We've updated our attachments.

821
01:04:03,240 --> 01:04:04,380
Everything looks beautiful here.

822
01:04:04,640 --> 01:04:05,080
That's great.

823
01:04:05,620 --> 01:04:06,740
If you do what we did.

824
01:04:06,860 --> 01:04:07,980
We had the agenda out there.

825
01:04:08,020 --> 01:04:08,580
They saw it.

826
01:04:08,600 --> 01:04:09,140
It looked good.

827
01:04:09,840 --> 01:04:13,620
They sent you some changes, there's some comments there, you've made the changes.

828
01:04:13,900 --> 01:04:18,300
Once you go ahead and make those changes and republish the agenda, any notations that

829
01:04:18,300 --> 01:04:25,220
they had, the notes themselves will stay, yes, but any comments they had as far as annotations.

830
01:04:25,960 --> 01:04:29,280
I don't remember if this is the one that I used, if this is the one that I used and I made

831
01:04:29,280 --> 01:04:33,220
the highlights, the strikes, they're my fancy notes there, those go away.

832
01:04:33,400 --> 01:04:37,680
Any annotations go away whenever you regenerate the agenda or republish it, or even just

833
01:04:37,680 --> 01:04:42,280
unpublishing it. You're taking it down. Okay, so why would you want to take it down? I'll go over

834
01:04:42,280 --> 01:04:46,300
that with you. So let's just say we have to make some changes to the agenda because there's a

835
01:04:46,300 --> 01:04:50,380
revision that you've got to be made for. So you can leave the agenda out there, not a problem,

836
01:04:50,640 --> 01:04:57,000
but I'm going to show you both ways here. So let's unpublish it. And let's just say that this agenda here,

837
01:04:57,180 --> 01:04:59,320
this item needs some other stuff here. Let's

838
01:05:09,280 --> 01:05:31,040
Okay. Not a big change here, but now you know what, this attachment, it's going to be an internal document. We don't want the public to see that. Okay. We're going to do that. We're going to save it. It wasn't really a big change, but it was a change, right? Maybe also let's do this. Let's go back to the agenda. There's no items here. Let's even add another item. So let's be crazy, right?

839
01:05:31,040 --> 01:05:37,600
Okay, walk on item added after first

840
01:05:39,620 --> 01:05:40,640
coming in.

841
01:05:40,760 --> 01:05:43,580
We don't need any attachment. We just need to fill out the basic information here.

842
01:05:44,080 --> 01:05:47,180
Let's just get it on a section right there.

843
01:05:48,800 --> 01:05:52,080
So if we just do what we just did, we made a change to one of the attachments.

844
01:05:52,080 --> 01:05:56,820
We changed the title information very basic, but we made a change and we actually added a brand new item.

845
01:05:57,400 --> 01:06:00,780
Alright, so you're really going to need to go in and generate this packet again.

846
01:06:01,380 --> 01:06:01,600
Okay.

847
01:06:04,540 --> 01:06:14,660
So my question before I should have done that is if you have to make a change and I'm assuming some of you have ever had to make a revision or an amendment to your agenda or all of you perfect and get it right the first time.

848
01:06:15,200 --> 01:06:16,200
I'll wait for your answers there.

849
01:06:21,950 --> 01:06:22,130
Anybody?

850
01:06:22,130 --> 01:06:22,230
So everyone,

851
01:06:27,740 --> 01:06:30,860
come on, at least make it seem like it doesn't happen.

852
01:06:31,260 --> 01:06:32,560
It needs to get changed over time to call.

853
01:06:33,280 --> 01:06:35,620
That's a mile that you have there since we turn it down a little bit.

854
01:06:36,400 --> 01:06:40,680
Okay, so, and that's honestly, I knew the answer before we started the question, but I figured I took a shot.

855
01:06:42,400 --> 01:06:49,660
When you make that change, and we have it out here now, do you need to show the change or that the agenda was changed in some way,

856
01:06:49,740 --> 01:06:51,320
should perform or do you just kind of sneak it in there?

857
01:06:51,840 --> 01:06:52,600
How does it usually work?

858
01:06:53,960 --> 01:06:55,360
For those of you that have to make changes.

859
01:07:12,500 --> 01:07:15,640
So this is usually what I do as far as a recommendation here.

860
01:07:17,480 --> 01:07:21,560
In the meeting details tab towards the bottom of that first page there.

861
01:07:22,520 --> 01:07:25,880
Wanted to decide to do it today. There should be a box that says description.

862
01:07:27,860 --> 01:07:29,360
Not sure why taking this long.

863
01:07:30,300 --> 01:07:31,520
I don't have patience. Let's go here.

864
01:07:32,700 --> 01:07:34,260
Three first details.

865
01:07:35,960 --> 01:07:37,180
Okay, so it works well.

866
01:07:37,180 --> 01:07:45,240
All right, so down here we can say agenda was mended on 10, 19.

867
01:07:46,960 --> 01:07:54,560
Okay, so when I type in here and just just doing that doesn't do anything besides showing in there that it was done, right.

868
01:07:55,320 --> 01:07:59,240
So if I want to come back in and download the packet, even one more time.

869
01:08:01,840 --> 01:08:03,740
All right, we'll do that here, take a few moments.

870
01:08:04,720 --> 01:08:07,620
So what it's doing, there's an option in your template.

871
01:08:07,900 --> 01:08:09,820
You don't see it because you don't have access to your templates.

872
01:08:10,220 --> 01:08:13,760
But in the agenda header up top, oh, it's gone.

873
01:08:14,300 --> 01:08:17,740
In the agenda header up top here, let's see,

874
01:08:19,880 --> 01:08:21,460
there's some coding in here.

875
01:08:21,800 --> 01:08:25,400
And basically the place that we usually put it, you don't see it because you're not using it,

876
01:08:25,780 --> 01:08:29,040
is in between Sesame Pennsylvania and the agenda.

877
01:08:29,120 --> 01:08:33,120
There's a little code that says if the description field is being used, put it right there.

878
01:08:33,720 --> 01:08:34,820
And that's what should be happening.

879
01:08:35,020 --> 01:08:37,780
So let's see, once this is done,

880
01:08:40,970 --> 01:08:42,330
give it another moment of three,

881
01:08:46,590 --> 01:08:48,910
this is just one of the ways that we'll get it out there.

882
01:08:48,990 --> 01:08:49,990
And I'll show you the other way

883
01:08:49,990 --> 01:08:52,650
that you might want to use as well or instead of,

884
01:08:52,670 --> 01:08:54,830
you'll see, you can make your best decision now.

885
01:08:54,990 --> 01:08:55,090
Great.

886
01:08:55,750 --> 01:08:56,650
All right, so we did that.

887
01:08:56,890 --> 01:08:59,030
I'm going to publish it a third, maybe fourth time.

888
01:08:59,890 --> 01:09:00,650
Let's do that.

889
01:09:13,990 --> 01:09:16,470
So if I go back out to the web and refresh,

890
01:09:17,710 --> 01:09:21,830
whether it's the agenda or the agenda packet, it shows this.

891
01:09:21,830 --> 01:09:25,170
Now, it's showing this here in red for two reasons.

892
01:09:25,350 --> 01:09:26,950
One, I like red, that's my favorite color.

893
01:09:27,490 --> 01:09:29,370
And two, just so it pops, it stands out a little bit.

894
01:09:30,050 --> 01:09:32,910
But notice the other one before had Sesame PA, and then the gender

895
01:09:32,910 --> 01:09:34,990
there was no space there was like a hard return.

896
01:09:35,570 --> 01:09:36,510
This adds the space.

897
01:09:36,650 --> 01:09:41,030
It does the same thing for the packet, same spot, same placement.

898
01:09:42,910 --> 01:09:46,430
Now, I guess for either of the two of you that said that it needs

899
01:09:46,430 --> 01:09:48,530
to be changed, is that would that be a good place for you

900
01:09:48,530 --> 01:09:50,070
to put it, or do you need to say something else,

901
01:09:50,070 --> 01:09:51,970
or somewhere else, instead of there.

902
01:09:52,770 --> 01:09:54,790
Some places have had it put where it's basically

903
01:09:54,790 --> 01:09:56,230
comes as a prefix to agenda,

904
01:09:56,690 --> 01:09:59,870
and they just put the word amended in front of it.

905
01:10:00,500 --> 01:10:26,860
We can have that be bolded and underlined stuff like that. Okay, so the footer you're not going to have access to. So we're going to take that out of your rotation there Andrea. So you can put it in here in the meeting details. If you wanted to have the footer have this information, we have to put the description there, but it would only be on the first page, it wouldn't be on every page. If that's something you wanted to do, you could talk to.

906
01:10:26,860 --> 01:10:28,760
to talk to your project manager

907
01:10:28,760 --> 01:10:29,680
and trying to do that.

908
01:10:29,800 --> 01:10:31,260
Typically, most places will put it up here

909
01:10:31,260 --> 01:10:33,660
just because that's what people see first.

910
01:10:34,740 --> 01:10:35,300
That's up to you.

911
01:10:35,660 --> 01:10:36,860
We can definitely take a look at that.

912
01:10:38,600 --> 01:10:39,860
Notice though, here it doesn't say anything.

913
01:10:39,940 --> 01:10:40,540
It just says agenda,

914
01:10:40,980 --> 01:10:41,620
then the packet.

915
01:10:41,740 --> 01:10:42,820
I can't change with these links.

916
01:10:43,000 --> 01:10:43,540
I can't.

917
01:10:43,740 --> 01:10:44,240
Up top is fine.

918
01:10:44,320 --> 01:10:44,540
Thank you.

919
01:10:44,620 --> 01:10:45,180
Appreciate your flexibility.

920
01:10:47,000 --> 01:10:48,440
So this is not going to change.

921
01:10:48,700 --> 01:10:50,640
Now, if you wanted this to say here

922
01:10:51,180 --> 01:10:52,060
that it was amended,

923
01:10:52,320 --> 01:10:53,120
let's talk about that.

924
01:10:53,260 --> 01:10:54,020
Let's go back to peak.

925
01:10:54,640 --> 01:10:55,700
Now, in peak itself,

926
01:10:55,700 --> 01:10:59,960
you'll see the meeting body. I can't do anything about that, but say you want it to change it.

927
01:11:00,700 --> 01:11:04,840
If you click on apps and granted this platform, each of you that I'm talking to has this option.

928
01:11:06,040 --> 01:11:09,620
When you click on that, it brings you back over to here. It's got to like the home base here.

929
01:11:10,060 --> 01:11:14,680
Here's the meeting for that date. You see the agenda is published, right? If I click on border

930
01:11:14,680 --> 01:11:25,420
review, here's the meeting body name. I can come in here and say amended on 1019 MS.

931
01:11:26,440 --> 01:11:29,900
Notice it even says the same thing right here, right, but now I put it in capital

932
01:11:29,900 --> 01:11:30,180
aside.

933
01:11:30,360 --> 01:11:31,080
I mean business now.

934
01:11:31,680 --> 01:11:37,420
When I change it here, just close your eyes, I'll wait, open them.

935
01:11:38,300 --> 01:11:39,340
Now it says it right there.

936
01:11:39,680 --> 01:11:44,140
So you have the ability to put it on the web, I just can't do that in peak, okay.

937
01:11:44,760 --> 01:11:55,580
Now with what I just did, if I go back to peak by clicking apps in peak agenda, and if

938
01:11:55,580 --> 01:12:02,460
other stuff, it does change it here, okay? Changes it here as well. Now if I go into the details,

939
01:12:02,460 --> 01:12:08,540
take a look at that. It doesn't change the meeting body because I can't change the meeting body.

940
01:12:08,760 --> 01:12:12,900
I'm just changing the message of putting out there. So that's where you can do that here

941
01:12:13,660 --> 01:12:18,200
in the shows. It's filled the border with your meeting and that's fine. The description is still there,

942
01:12:18,200 --> 01:12:22,860
but if you need to have it show that here, so the citizens can see it, if the meeting is canceled,

943
01:12:22,860 --> 01:12:26,140
A lot of places do that as well, they're not going to put an agenda out here, or if you

944
01:12:26,140 --> 01:12:28,680
have a cancellation notice, we'll do a talk about uploading a agenda in a few minutes.

945
01:12:29,160 --> 01:12:30,340
This is a good place to put it.

946
01:12:30,600 --> 01:12:34,020
That's where you're not scheduling something and they're just taking it out and someone's

947
01:12:34,020 --> 01:12:36,260
like, I looked at the calendar, there's three meetings and I told them it didn't happen.

948
01:12:36,540 --> 01:12:36,760
Why?

949
01:12:37,420 --> 01:12:38,580
You know, they're going to come in at some questions.

950
01:12:39,220 --> 01:12:39,920
Don't send them my way.

951
01:12:40,800 --> 01:12:43,220
That's the way you can do that if you needed to.

952
01:12:44,140 --> 01:12:48,880
Otherwise, for most places that description field works well, when you're playing around

953
01:12:48,880 --> 01:12:53,340
And by playing around with my texting at your site, do a couple of versions of your agenda.

954
01:12:53,420 --> 01:12:55,860
Let's see what it looks like. Take some notes and stuff like that.

955
01:12:55,980 --> 01:12:58,620
Send it back to us and say, listen, I was doing some testing.

956
01:12:58,840 --> 01:13:02,460
I had the session with Manion Tuesday and I think I want to put the description field here.

957
01:13:02,800 --> 01:13:03,660
Can we talk about that?

958
01:13:03,960 --> 01:13:07,040
Yeah, most of the times any of the questions you're going to ask with that, we can do.

959
01:13:07,440 --> 01:13:09,240
So we like to hear that question.

960
01:13:09,540 --> 01:13:10,960
So all right.

961
01:13:12,840 --> 01:13:15,960
Any questions on the description of the revised dates or anything like that?

962
01:13:16,760 --> 01:13:17,440
Feeling okay?

963
01:13:21,750 --> 01:13:33,110
Okay, typically for me what I usually recommend and we have the buttons here in order kind of how you should do things. You want to lock it, you want to detail those stuff, you download it, you publish it, it's already been published, you're not going to touch that.

964
01:13:33,730 --> 01:13:45,710
The next thing you can do is send it. Most of you will have send a gender, you don't know about it yet, like it's not going to be a part of your peak site yet because it hasn't been enabled. That's something that I don't do or your project manager doesn't do with something from the glove delivery side.

965
01:13:45,710 --> 01:13:47,250
Let's talk about that for a quick sec.

966
01:13:48,290 --> 01:13:52,810
We are under with peak here, the Gov meetings umbrella here, right?

967
01:13:53,350 --> 01:13:55,710
Gov delivery is the send the gender piece.

968
01:13:55,910 --> 01:13:57,930
They're the one that sends out the messaging and stuff like that.

969
01:13:58,330 --> 01:14:00,350
There's an integration that they have with peak

970
01:14:00,890 --> 01:14:03,170
that allows us to send our agendas out, okay?

971
01:14:03,770 --> 01:14:06,690
You'll see on your view page one, it's enabled this box here

972
01:14:06,690 --> 01:14:08,370
with the little border around it.

973
01:14:08,730 --> 01:14:10,630
It allows your citizens to register

974
01:14:11,310 --> 01:14:14,110
to get notified when your agenda's published,

975
01:14:14,110 --> 01:14:20,230
When you send it out, it's free. There's no monthly subscription fee or something like that for them or for us.

976
01:14:21,290 --> 01:14:24,170
And, you know, basically you can add people to the names or take the names of the list.

977
01:14:24,790 --> 01:14:32,530
And they can pick. If you have six meeting bodies, but you only want to be able to send the genders out about four of them, let us know which ones.

978
01:14:32,890 --> 01:14:36,790
And then we'll set them up and we'll have the user list sent for that.

979
01:14:36,790 --> 01:14:46,510
Okay, so from here you have to publish agenda. Let's unpublish it for the full time. If I try to send it, I have to publish it first.

980
01:14:46,950 --> 01:14:54,190
Okay, you gotta do that because you're basically letting people know that it's on the web, even though you're sending the link to the agenda, you gotta give them something here.

981
01:14:54,570 --> 01:14:55,170
Gotta give them a cookie.

982
01:14:57,940 --> 01:14:59,080
Give them a sec here.

983
01:15:00,000 --> 01:15:29,900
We've already sent this once before. Doesn't mean we can't send it again. That's where we use a test site. I don't want to send out messages to people that aren't part of this session, or who should be here, but aren't and stuff like that, it gets a little messy. What is the email going to have? It's going to have the body information, the date and location, and it's going to have a link to the agenda. This, not the packet. It's not called send the agenda packet. It's called send the agenda. You might have a list of 500 people in your packet, the thousand pages. We don't have time for that kind of bandwidth there.

984
01:15:29,900 --> 01:15:37,580
your network or hours to keep it clean, right? So when I send it, so now the only problem with

985
01:15:37,580 --> 01:15:42,740
this is I have my send agenda for the site only connected to City Council. So let me go back in

986
01:15:42,740 --> 01:15:47,460
and show you an email that comes out, hold up.

987
01:15:50,380 --> 01:15:52,920
Actually, I have a client that I registered for a

988
01:15:52,920 --> 01:16:00,400
while back and I'll show you one that I get almost every week. So this is the one that I get from a

989
01:16:00,400 --> 01:16:02,140
a good front of San Miguel County and Colorado,

990
01:16:02,520 --> 01:16:03,320
great group of people.

991
01:16:04,200 --> 01:16:05,680
This is the agenda, right?

992
01:16:05,760 --> 01:16:06,860
It's basically coming from them there.

993
01:16:07,780 --> 01:16:09,200
Latest meeting agenda available.

994
01:16:09,680 --> 01:16:12,340
Board of commissioners, date, here's the agenda.

995
01:16:14,000 --> 01:16:16,520
So if you give me that two, three, or six page agenda,

996
01:16:16,620 --> 01:16:19,400
whatever they have, give it a sec.

997
01:16:19,980 --> 01:16:21,460
Four pages, it's not bad, right?

998
01:16:22,220 --> 01:16:22,460
Cool.

999
01:16:23,280 --> 01:16:26,220
In the email, it also has the ability here.

1000
01:16:27,340 --> 01:16:28,700
I can manage my subscriptions.

1001
01:16:28,700 --> 01:16:36,240
So if I want it to log into their site, their page kind of, I think

1002
01:16:41,230 --> 01:16:42,330
I did it with my personal,

1003
01:16:43,010 --> 01:16:43,710
that's right out.

1004
01:16:50,500 --> 01:16:55,060
So I have it here. I'll copy your piece. It looks

1005
01:17:07,730 --> 01:17:08,930
like I have one there, okay.

1006
01:17:09,670 --> 01:17:14,330
So usually what it'll do is let me show you on my page here. If I go here to do this,

1007
01:17:23,740 --> 01:17:28,360
it's going to show me the topic. So what I can set, what I can register for. If I want to register for

1008
01:17:28,360 --> 01:17:31,960
agenda for city council. I can do that. This is just a different part. This is a

1009
01:17:31,960 --> 01:17:37,280
bunch of different stuff here. We don't maintain the logins and passwords. Neither do

1010
01:17:37,280 --> 01:17:43,620
you. They would have their own, but the gov delivery side could manage some of that stuff

1011
01:17:43,620 --> 01:17:47,240
where you need to add more people or something like that. You have a list of 100 people or something

1012
01:17:47,240 --> 01:17:50,760
like that. You can give it to them and they'll upload it for you. That's pretty quick and easy,

1013
01:17:50,760 --> 01:17:51,380
It's nice.

1014
01:17:53,560 --> 01:18:00,340
If you can't un-send the agenda, if you unpublish it, that email still goes out that you said it's

1015
01:18:00,340 --> 01:18:04,020
not going to send, you know, we don't have that, but if you send it again, it's just going

1016
01:18:04,020 --> 01:18:04,820
to have the updated copy.

1017
01:18:05,000 --> 01:18:08,220
So they're getting, when you hit send the agenda, they're getting the most recent copy of

1018
01:18:08,220 --> 01:18:10,860
the most recently published agenda, so you have that there.

1019
01:18:11,700 --> 01:18:14,740
As you're finishing your training, we go through the review call and stuff like that.

1020
01:18:15,700 --> 01:18:22,380
The project manager for the peak will usually reach out to the job delivery resource and

1021
01:18:22,380 --> 01:18:27,860
have them contact you to get your subscriber list of your recipients that you'd like to

1022
01:18:27,860 --> 01:18:28,120
include.

1023
01:18:28,260 --> 01:18:31,300
Sometimes we'll just start with that one main meaning body to take and kind of get your

1024
01:18:31,300 --> 01:18:31,660
feet wet.

1025
01:18:32,180 --> 01:18:36,140
Once you're more comfortable, once you want to kind of expand it, get into the deep end

1026
01:18:36,140 --> 01:18:39,100
there that we can get that list for the other groups and add them as well.

1027
01:18:39,620 --> 01:18:43,200
And typically what you do is if you have an email blast that you send out, you can send

1028
01:18:43,200 --> 01:18:47,300
like that one last one from the old way, let them know on your site coming up, you'll

1029
01:18:47,300 --> 01:18:52,600
have this page here, they can come in and register for that information, which is nice.

1030
01:18:53,600 --> 01:18:57,980
So typically, we'll download the agenda, we'll publish it, and at that point to me, this

1031
01:18:57,980 --> 01:19:00,460
is a good time to finalize it and lock it, right?

1032
01:19:01,520 --> 01:19:05,360
So it doesn't mean that when we're doing this, that, oh, sorry, nobody can touch it anymore,

1033
01:19:05,520 --> 01:19:07,600
it just means only certain people can do things to it, okay?

1034
01:19:08,080 --> 01:19:11,900
If I log in as a draft or I see that it was final, I can open the agenda, but there's no

1035
01:19:11,900 --> 01:19:16,080
options for me to edit things. I can't unpublish it or do things like that because the system

1036
01:19:16,080 --> 01:19:23,000
just won't let you. This also lets people know on the dashboard. This is final. Probably

1037
01:19:23,000 --> 01:19:28,520
shouldn't be touching that one, you know. If I go to the meeting calendar, I'll also see here

1038
01:19:28,520 --> 01:19:34,300
that I have the agenda finalized and now the minutes are available. Okay. You're only going

1039
01:19:34,300 --> 01:19:39,280
to get into the minutes here once the agenda is published. All right, we're not going to spend

1040
01:19:39,280 --> 01:19:43,140
much time in the hole here because we have that on Thursday but this is where the minutes start.

1041
01:19:43,620 --> 01:19:47,100
Okay if you want to go back to the agenda you can or you can go back to the minutes

1042
01:19:47,660 --> 01:19:57,960
same thing back or forth back or forth right um let's see one of the questions um okay so

1043
01:19:57,960 --> 01:19:59,220
So, would this be locked?

1044
01:20:00,000 --> 01:20:07,620
If I wanted to come in, though, and create a meeting item here for the 1021 border review,

1045
01:20:10,110 --> 01:20:33,790
still can't, right? It's still there. Citizens, but citizens, wow, drafters will still be able to do that unless we use that handy dandy. This submission date, not this one. Come in here and we have the submission deadline there. If you do that if you have the deadline set. And that person's

1046
01:20:33,790 --> 01:20:35,630
is not a coordinator or above.

1047
01:20:36,510 --> 01:20:38,430
When they go to click on border review,

1048
01:20:39,830 --> 01:20:42,230
the October 20 world meeting will not be there.

1049
01:20:42,550 --> 01:20:43,330
They'll see November 1.

1050
01:20:43,850 --> 01:20:45,590
Okay, the once the submission deadline is passed,

1051
01:20:46,270 --> 01:20:48,990
the only people that can bypass that are admins and quarters.

1052
01:20:49,810 --> 01:20:51,870
I definitely recommend getting it to use in that habit

1053
01:20:51,870 --> 01:20:54,350
that will hopefully limit or greatly reduce

1054
01:20:54,350 --> 01:20:57,390
the amount of late items that you have coming in.

1055
01:20:57,970 --> 01:20:59,450
Because if you have the agenda published

1056
01:20:59,450 --> 01:21:03,290
and the board has it and it's been sent out

1057
01:21:03,290 --> 01:21:08,130
by the send agenda and somebody comes in after that and starts adding in more items, it's not going

1058
01:21:08,130 --> 01:21:15,010
to update it out here or here. And the public is not getting an update. You'd have to go through

1059
01:21:15,010 --> 01:21:20,470
the process of generating it and publishing it and stuff again. So try to recommend just getting

1060
01:21:20,470 --> 01:21:23,710
it to use in the submission deadline. If you're having constant issues with people giving you

1061
01:21:23,710 --> 01:21:25,930
late items, we're doing things like that.

1062
01:21:27,970 --> 01:21:31,230
What questions do you have with the agenda process?

1063
01:21:31,230 --> 01:21:31,950
Is there anything about that?

1064
01:21:32,050 --> 01:21:33,730
I want to go into the, I'll just lay it with the groups

1065
01:21:33,730 --> 01:21:34,790
and stuff like that a little bit.

1066
01:21:35,450 --> 01:21:37,090
But I want to make sure before we get into that,

1067
01:21:37,130 --> 01:21:39,310
because it's kind of where we'll probably end to the session.

1068
01:21:39,890 --> 01:21:42,250
And if anyone has any questions about the agenda itself,

1069
01:21:43,070 --> 01:21:44,790
I make sure that I can address them for you.

1070
01:21:45,830 --> 01:21:49,090
Anyone have any questions?

1071
01:21:53,560 --> 01:21:54,240
Sorry about the slash.

1072
01:22:01,430 --> 01:22:03,230
So I'm going to kind of close this piece out,

1073
01:22:03,290 --> 01:22:04,730
because we don't really need that for anything else here.

1074
01:22:06,310 --> 01:22:08,930
So when you're building your peak database out,

1075
01:22:08,930 --> 01:22:10,730
We have a lot of it set up for you, right?

1076
01:22:10,890 --> 01:22:14,010
We have the initial group of power users

1077
01:22:14,010 --> 01:22:15,790
and your primary board members.

1078
01:22:15,970 --> 01:22:18,790
Most of those board members will not have a login,

1079
01:22:18,950 --> 01:22:20,030
and that's by design, right?

1080
01:22:20,090 --> 01:22:21,770
We don't want them to have access to the system,

1081
01:22:22,190 --> 01:22:23,670
because typically your board members

1082
01:22:23,670 --> 01:22:25,750
are not going to be in peak, right?

1083
01:22:26,890 --> 01:22:27,970
The only place they'll really go,

1084
01:22:28,170 --> 01:22:29,570
and I should have left it open, hold on.

1085
01:22:30,010 --> 01:22:32,990
The only place they'll really go is to the webpage,

1086
01:22:33,030 --> 01:22:34,310
which they already have access to your webpage.

1087
01:22:34,350 --> 01:22:35,390
They don't need access to that again,

1088
01:22:36,090 --> 01:22:37,670
or to I legislate, okay?

1089
01:22:37,670 --> 01:22:42,290
So when the time comes that you want to let them kind of test the water time,

1090
01:22:42,290 --> 01:22:46,210
allegedly, you'd have to make them a user, right?

1091
01:22:47,090 --> 01:22:47,890
So we're not going to do that here.

1092
01:22:48,450 --> 01:22:52,610
But if you wanted to make them a user, just click on give a log and pick their permission.

1093
01:22:53,190 --> 01:22:55,230
Typically, for a board member, it's you only.

1094
01:22:55,810 --> 01:22:57,130
Just trust me, that's the way it is.

1095
01:22:57,250 --> 01:22:58,570
They don't get access as much as here.

1096
01:22:58,950 --> 01:23:02,410
If they were to navigate to peak if they figured out the domain name and came in and tried to

1097
01:23:02,410 --> 01:23:05,170
test around, there's really not going to be much of them to do.

1098
01:23:05,410 --> 01:23:07,470
It's going to be kind of a loop don't touch type thing, right?

1099
01:23:08,630 --> 01:23:11,870
While you're in the people and groups, you'll have that group access, right?

1100
01:23:12,170 --> 01:23:14,910
So if we come in here, you'll see all these different groups.

1101
01:23:15,910 --> 01:23:19,990
Some of their groups have restrictions as far as what they can see, what they can't see.

1102
01:23:20,710 --> 01:23:24,050
And they'll have different people with different roles in there, right?

1103
01:23:24,610 --> 01:23:26,430
We talked a little bit about group access on the first day.

1104
01:23:26,610 --> 01:23:31,070
So you can't add people or take people out of here in peak.

1105
01:23:31,670 --> 01:23:36,550
You'd have to come back into the grant, because you know, to the platform, sorry, the media

1106
01:23:36,550 --> 01:23:42,130
manager side here, okay? You have to be back here. If you come to admin users and groups,

1107
01:23:42,770 --> 01:23:47,150
this is where these settings live, okay? So let's just time to turn it on. I love this place.

1108
01:23:47,390 --> 01:23:51,470
So if you have I legislate and you click on it, there's three people here specifically that have

1109
01:23:51,470 --> 01:23:56,950
access to this group, right? Now, we've talked about it on session one. If you're an admin, you get

1110
01:23:56,950 --> 01:24:00,870
everything, okay? You get all these groups. You don't need to put yourself in seven groups if you're

1111
01:24:00,870 --> 01:24:04,910
in that one. This is the big one. Now, if you're not in this group, you can be in seven different groups.

1112
01:24:04,910 --> 01:24:08,790
that's totally fine because maybe there's 15 groups and you don't need access to the other eight.

1113
01:24:09,190 --> 01:24:13,170
Okay, great. But if you're in here, don't put yourself in other groups. It's really just wasting your

1114
01:24:13,170 --> 01:24:17,850
time and making extra work because you have to clean it up later on. For I-legislate,

1115
01:24:17,850 --> 01:24:27,010
and most of your sites will have one, two, three, four, five groups. Those are the ones we give you out

1116
01:24:27,010 --> 01:24:33,710
of the box. The administrators cannot be edited, and I think it's partnered to breeders. Yeah.

1117
01:24:33,710 --> 01:24:48,650
Yeah, everything else you can kind of edit permissions and what they can see and stuff like that so Council typically will just say Council and some of you don't use Council is Board of Civilizers, Town Council mayor and Council, whatever you want to call it, we can always rename the group to say something else, not a problem.

1118
01:24:49,190 --> 01:24:52,950
If you click on properties, you can say, whatever you want to call it, right.

1119
01:24:52,950 --> 01:24:57,190
right? Permissions, this is really the big piece about the puzzle here. There's a lot

1120
01:24:57,190 --> 01:24:59,850
of these settings in here and the only two that really pertain to this.

1121
01:25:00,430 --> 01:25:28,310
Or these two, right? So events and archives. And what is that? Events and archives. These are meetings that have happened. These are meetings that have not happened. Okay. Come back here. So you want to give them access but read only access. So they can't make any changes to anything, but they can change. They can look at it, right? And archives, you want to give them read only access so they can see it, but they can't change anything about the archives, right? With that, you have the plus sign here.

1122
01:25:28,310 --> 01:25:41,310
here. Here's all those archive folders. Now a lot of you to start will have a lot less folders and that's fine. Once you start building out your folders, you only want to have the folders to that you want them to have access. So why are we doing this right.

1123
01:25:42,270 --> 01:25:47,570
I mentioned before there might be 15 groups and you have 15 different clerks for 14 different boards, whatever, right.

1124
01:25:48,210 --> 01:25:57,910
I have people that are in council that should see the council stuff, but I don't want anybody from historical preservation or the boards and commissions group which is board of appeals, what review.

1125
01:25:58,590 --> 01:26:00,310
I don't want them to see the rest of it.

1126
01:26:00,510 --> 01:26:02,110
So if I come into historical preservation.

1127
01:26:05,940 --> 01:26:08,500
So they have all of it. Maybe we shouldn't do that to click on this.

1128
01:26:09,900 --> 01:26:10,920
Get these out of there.

1129
01:26:11,680 --> 01:26:12,240
Let's just put.

1130
01:26:17,440 --> 01:26:17,840
So

1131
01:26:21,070 --> 01:26:25,730
the way it should be is they're only seeing content that is allowed to be seen by them.

1132
01:26:25,850 --> 01:26:31,850
So if I logged in here later today as a board member for the Board of Review, I shouldn't

1133
01:26:31,850 --> 01:26:32,430
see Council.

1134
01:26:33,150 --> 01:26:33,290
Okay.

1135
01:26:33,850 --> 01:26:37,170
If you want somebody, if somebody sits on multiple boards, that happens quite a bit.

1136
01:26:37,910 --> 01:26:42,890
You can definitely, sometimes, what's easier is to build the board, I'm sorry, to help build

1137
01:26:42,890 --> 01:26:43,150
the board.

1138
01:26:43,670 --> 01:26:48,170
Build a group that contains all the people that are going to be in multiple groups, as long

1139
01:26:48,170 --> 01:26:49,610
that was able to see the same stuff,

1140
01:26:49,970 --> 01:26:51,550
that's where you can have the permissions

1141
01:26:52,250 --> 01:26:53,350
specific to their logging.

1142
01:26:53,850 --> 01:26:54,870
It keeps everything easier.

1143
01:26:55,210 --> 01:26:56,230
So you can restrict access.

1144
01:26:56,330 --> 01:26:57,290
And what will you actually recommend?

1145
01:26:57,890 --> 01:26:58,750
Because you can get confusing.

1146
01:26:59,050 --> 01:27:00,570
If I'm losing any of you, I do apologize.

1147
01:27:01,830 --> 01:27:04,070
I just see Christina and Nicole still smiley at me

1148
01:27:04,070 --> 01:27:06,130
some going off of that as everyone's understanding things.

1149
01:27:06,930 --> 01:27:08,010
If you're looking to do that,

1150
01:27:08,090 --> 01:27:10,790
if you're looking to restrict access in any way shape or form,

1151
01:27:11,190 --> 01:27:11,910
let us know.

1152
01:27:12,290 --> 01:27:13,290
Let me know if I'm your trainer.

1153
01:27:13,290 --> 01:27:15,170
If I'm not foreign, you're trying to talk to them.

1154
01:27:15,550 --> 01:27:16,810
If it's not done right,

1155
01:27:16,810 --> 01:27:19,510
you run the risk of letting people see things they shouldn't see,

1156
01:27:19,670 --> 01:27:22,790
but more importantly, not seeing things that they should see, okay?

1157
01:27:24,090 --> 01:27:27,890
So, the first thing you'd want to do is make sure the groups are correctly named

1158
01:27:27,890 --> 01:27:31,310
and don't add extra groups just because you want to. Add them if you need them.

1159
01:27:31,590 --> 01:27:34,590
If you're just adding groups that are extra, you're going to be adding steps that you

1160
01:27:34,590 --> 01:27:38,610
might have to undo later on, right? And then you put the permissions here,

1161
01:27:39,150 --> 01:27:44,130
each of the groups. There's 15 meeting bodies. You want to make sure they're assigned to at least one

1162
01:27:44,130 --> 01:27:51,030
group. This way they're restricted. Okay. The last step here is if you want to use the enhanced user group

1163
01:27:51,030 --> 01:27:56,030
security. So for this, this is putting like the final lock on it, right? You want to hide

1164
01:27:56,030 --> 01:28:02,190
agendas and items of meeting bodies and meeting types for any users that are not assigned to them. So

1165
01:28:02,190 --> 01:28:08,710
what does that mean, right? Let's go here. Um, so 10 minutes, 10 minutes, I get away here. So person,

1166
01:28:08,710 --> 01:28:10,470
And no, let's look at Laura.

1167
01:28:10,770 --> 01:28:12,130
Let's see if she's in any groups here.

1168
01:28:14,070 --> 01:28:16,530
Um, actually know what, let's find her over here, be easier.

1169
01:28:24,170 --> 01:28:26,150
She's not in any groups, of course, of course she's not.

1170
01:28:26,590 --> 01:28:28,350
All right, I'm going to put her in this group here.

1171
01:28:28,610 --> 01:28:28,850
Okay.

1172
01:28:31,880 --> 01:28:32,940
Oh wow, that's nice.

1173
01:28:38,010 --> 01:28:38,290
Okay, good.

1174
01:28:38,990 --> 01:28:43,770
So if I go back to peak and click on admin groups.

1175
01:28:45,710 --> 01:28:46,730
So she's in here, right?

1176
01:28:46,950 --> 01:28:47,470
So I can come in here.

1177
01:28:47,690 --> 01:28:48,350
I'm not even trying.

1178
01:28:48,490 --> 01:28:49,630
I lost my train for a second.

1179
01:28:49,630 --> 01:29:00,630
So, you know, she's in this group and she should only see that stuff. I logged in later today as Laura and I tried to draft for the bicycle commission. I couldn't.

1180
01:29:01,270 --> 01:29:08,630
I'm in the historical preservation clerks only group and the only access I have is the historical preservation, the meeting body and the meeting type.

1181
01:29:08,630 --> 01:29:13,050
So if I came in as Laura and try to go to the items tab and I try to find some things

1182
01:29:13,050 --> 01:29:14,970
with one review, it's going to say zero.

1183
01:29:15,270 --> 01:29:18,830
There might be 70 items there, but I won't see them because my access is restricted.

1184
01:29:19,590 --> 01:29:22,790
If I try to come in, if I'm a clerk for that group and I try to create a new meeting body,

1185
01:29:23,050 --> 01:29:26,710
a new meeting date, for anything but historical preservation, I can't.

1186
01:29:26,730 --> 01:29:28,530
It's only going to show me that one.

1187
01:29:29,250 --> 01:29:36,750
And last but not least, if I try to create an item for anything other than HPC, it's only

1188
01:29:36,750 --> 01:29:41,130
going to show me HPC everything else will not even be there okay so you can lock it down

1189
01:29:41,130 --> 01:29:45,110
that much if you want to just want to make sure that if you do that you have all the steps

1190
01:29:45,110 --> 01:29:48,810
in place otherwise someone's going to be hidden from doing their job and that might get just

1191
01:29:48,810 --> 01:29:55,790
some more more flack from the team we don't need flack I'm talking a lot here any