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

[0:01] So thank you all for joining. My name is Mani Sanchez, one of the product trainers here at
[0:06] Crack. I guess I'll be your trainer today, taking you through a peak agenda training session
[0:10] three or four. This is agenda coordinator. Basically on today's session, we're going to play
[0:15] the role of the agenda clerk for secretary, whatever term we use to call the person who gets
[0:20] most of the work done. We'll be going through basically setting up the agenda, going through all
[0:27] the settings that you'll be able to change or add things to the agenda, take things
[0:30] off the agenda, rearrange it, and then we'll go through processing it. There you go.
[0:35] My class looking back at me. I love it. So basically it's a rundown of what we're going
[0:40] to do. We're going to go through accessing the agenda and peak. There's a couple of different
[0:44] ways to do so. So I'll show you each of the different ways to get there, none being better
[0:48] than the other. We will look at the meeting details and show you how to change it if need
[0:52] 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.
[1:00] We will talk about the agenda status for being drafted or final and what that means to certain people in the system.
[1:06] 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.
[1:17] It's one less step for you to worry about.
[1:19] We will go ahead and publish the agenda and the packet to both our view page and our
[1:25] legislative.
[1:25] We've talked about our legislative in small time, over the last couple of sessions, what
[1:30] it is, but we'll show you what it is today and how to do it and what you can do with it and
[1:34] whether it's something you want to use or not.
[1:35] Totally up to you.
[1:36] We will also go over the option of how to unpublish the agenda if you have to make any
[1:40] revisions or anything like that or amendments.
[1:42] We'll show you how to do that and how you can actually have that show up on the dot.
[1:47] 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.
[1:55] 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.
[2:02] Opened up.
[2:03] Yeah, track feature open up here. Any questions at all? Please do not hesitate to ask the questions. No bad questions at all.
[2:13] 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.
[2:20] 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.
[2:28] Any questions you have? Put them in the chat feature, put your hand up if you want, put
[2:31] a little emoji there, whatever. Any specific questions that you have regarding to your site
[2:36] setup and design, just make sure you send those to your project manager and trainer. They
[2:41] will be able to give you the best answer, depending on how much time we have I can go over some
[2:44] of the stuff on your site setup, but I can't get spent too much time on it because there's
[2:48] other people from other sites here. That's just me smiling back at you, saying thanks
[2:53] Thanks for hanging out with me on a Tuesday here.
[2:56] Let me go ahead and get this screen set up over here.
[3:00] So I'll share on peak side here.
[3:03] Okay.
[3:04] 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.
[3:09] I should have my granite test site here and that you can hear me.
[3:12] Thank you Christian. I appreciate it. All right, great.
[3:14] So what you said today we're going to play the role of an agenda coordinator.
[3:18] That's the term that we use to describe that person's that permission in peak color.
[3:23] a card if you want. That's fine. We are logged into our Granicus test site here, we're on our
[3:27] dashboard, which will be your landing page every time you log into the page. So get comfortable there,
[3:32] right? We'll see the items that have been created by you, any items that need to be approved,
[3:37] any meeting dates that are here, starting with the next possible date going out a couple of weeks,
[3:43] a couple of months, and you can always go back in time if you'd like, if we have any meetings that are
[3:47] there and see those dates, any items that are on it,
[3:51] agendas that are final and not final and stuff like that.
[3:55] If we clicked on any one of these meeting cards,
[3:58] it would bring us into the agenda,
[4:00] which is we're going to spend most of our time today,
[4:02] but come back there a minute.
[4:04] Depending on the status of the agenda
[4:06] and your role in peak, if we have an agenda that's final,
[4:11] whether the items are under or not,
[4:12] and you're a drafter, not an admin, but if you're a drafter,
[4:15] you're not going to be able to see this.
[4:17] We saw that the other day when we were making the approval process, you do not have permission to perform this action.
[5:00] 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.
[5:29] It's the same exact price, but you can have as many different meeting bodies, meeting types,
[5:35] meeting dates that you need within here. And if you're an admin, you'll be able to access all of them.
[5:40] If you're an agenda coordinator out of the box, you'll be able to access all of them,
[5:44] but you might be able to restrict or you might look to restrict certain folks to being able to only
[5:49] put together certain agendas for certain boards. While we're here, if we wanted to create a
[5:56] create a brand new meeting. Excuse me, we can click that button, fill in the
[6:00] pertinent information here. Let's just pick a date. It'll put the location in
[6:05] there. You can pick our meeting type, pick the date. All that stuff here will
[6:12] have to start and end time. And we can fill this in and build it real quick.
[6:18] We've already gone over that on session one, too. But this time you should have
[6:21] already been able to do that. You could also do this here, but click and create
[6:24] new and meeting, it's the same exact process. If you want to build a recurring set of meetings,
[6:30] you can do that as well.
[6:33] I want to come in and pick the occurrence for that.
[6:37] Let's just say it's the fourth Monday, whatever. Right here, and every month, every two months,
[6:45] whatever you want to do. So we'll see the fourth Monday, one, two, three, and four.
[6:50] And we'll do that just for the rest of the year. Okay.
[6:57] So just by coming in, you'll see that when you're filling these out, a lot of the information's
[7:01] going to be set for you as far as the location, the meeting type, the time, but the meeting usually
[7:07] starts, and also the archive folder. Archive folder really comes into play here on our view page
[7:14] down below. Let's open and go back and change something with that. One second, hold on, just look
[7:23] away for a quick second.
[7:29] There you go. So it will show up all the dates here for those meeting
[7:32] body. As long as you have the folder set up correctly, the meeting will go into the right
[7:37] spot or the right box, so to speak. Doesn't mean that if it's in the wrong spot, you can't take
[7:41] it from one spot to put it to the another, you can, not a problem. But once you build those meetings
[7:46] out, you'll see here, we have the meeting for the 23rd that we just built a few moments ago.
[7:52] And if we don't have anything else for transportation, that one should show up here.
[7:57] And there she is. Okay, so you can come in and change any of those details if you needed to real quick.
[8:02] 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.
[8:19] We're going to actually make it a 3 30 meeting.
[8:21] Okay.
[8:23] 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.
[8:29] The description field we're not going to talk about now, but we will talk about that today.
[8:33] I promise the encoder and player for peak, I don't want to say we don't care, but they're not important.
[8:38] Okay, the archive folder is important strictly for this piece right here.
[8:42] 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.
[8:47] And then we have our view pages typically you'll get one view page to start.
[8:53] Does not mean that you're only limited to one. You can have several.
[8:56] 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.
[9:05] First that.
[9:07] And that's 330 perfect.
[9:09] Quite a few places I've worked with in peak that have several commissions or committees or advisory panels.
[9:15] 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.
[9:25] 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.
[9:31] 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.
[9:40] You can click on that or you can go into the meetings calendar, pick that date right there,
[9:46] it brings you to the same spot.
[9:49] If you want to just clear out this clutter, I can go straight into here, just like that.
[9:56] Any questions so far?
[9:57] A lot of this we've already gone to but to make sure
[10:00] 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.
[10:30] types basically be catered to what you need.
[10:34] Good to see some texture too. The agenda is currently editable.
[10:36] 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.
[10:43] If we want to lock the agenda, I can click this button right here, and it does that.
[10:48] I just have to hit save to have those changes take effect.
[10:51] So the agenda is still there. It's just now certain people can do things to what certain people can't so.
[10:56] 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.
[11:07] Okay.
[11:09] So let's go ahead and unlock it because we still have a lot to do.
[11:13] 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.
[11:21] That option goes away for those options go away.
[11:23] 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.
[11:34] So if I want to make any changes to anything about this, this is the place to do it.
[11:39] Okay, so I have it on the view page. It's in the right folder, so we're good to go.
[11:44] Okay, if you needed to make a change, you can always do that.
[11:47] Okay, adding a section. So the sections that we have here, let me just duplicate this here.
[11:54] The sections that you see here, old 20.
[11:58] 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.
[12:04] 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.
[12:11] You can say city manager, port,
[12:19] let's make that a numbered section.
[12:23] So you'll notice that we're on the top of the agenda now, it kind of teases you that
[12:26] it puts it up here.
[12:28] Once you hit save, it'll add that new section to the bottom.
[12:32] So most of the times the German will be your last section, but if you wanted to take this
[12:36] and use that arrow to pop right in there and just save, okay?
[12:43] If you wanted to add a new item or just add an item, so we have one eight, nine items
[12:48] in it.
[12:49] That's pretty good.
[12:50] If I click on add item, it's going to open up a window here, it says add an agenda item,
[12:54] right?
[12:55] I can add an existing item or I can create a new window that will go through both these together
[12:58] here.
[13:00] This is going to show you three items that we can choose from.
[13:03] Does anyone have an idea why we see three items or only three items?
[13:08] 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.
[13:13] So how come there's only three items?
[13:14] We have like 250 items in there.
[13:16] How come those three are the only ones we can use?
[13:28] Right?
[13:29] So in peak, in the items tab, it's going to show us all the items here.
[13:36] There's no filters of plot to here, 254 items, right?
[13:39] 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.
[13:53] 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.
[13:59] 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.
[14:07] 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.
[14:12] If I click on add item, it'll show me those four items and I can click on them where it says select item.
[14:19] And I can pick this section. Maybe I want to put down the city manager report.
[14:24] Pick a different section here. Let's put on finish business.
[14:30] And this guy, let's take all three.
[14:36] Once I do that and hit save, now all three items are on there.
[14:40] Now we should have, I think, 12 items.
[14:42] Great.
[14:42] If I go back to the well here, it's gone.
[14:46] Okay, there's nothing left to take.
[14:47] Everything that I had under items that were not scheduled.
[14:52] Have now been spoken for.
[14:54] Okay, which is great.
[14:56] If you wanted to, you could also come in and create a brand new item.
[15:00] 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
[15:18] 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.
[15:37] 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.
[15:45] Okay, and it's got the agenda section. So it's going to show you the sections that we have here.
[15:51] Within this particular outline. So there's three things here specifically that I can't do here that I can do.
[15:59] 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.
[16:11] Can anyone give me any of those three or all three?
[16:31] Anybody?
[16:48] 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.
[17:07] But from the agenda itself, I cannot do that.
[17:11] Let's see here. That's a big one.
[17:13] It takes one.
[17:15] Pop that guy there.
[17:18] So that's one thing.
[17:20] Let's put the.
[17:28] So there's two other things specifically that I can't do.
[17:31] I'm actually showing you one of them right now.
[17:34] That we can't do.
[17:37] On the agenda that you can do here.
[17:40] Anyone think of the other two things?
[17:56] definitely something we went over yesterday on the drafting session, so if you're on that one,
[18:00] that one should have come to play the first one, which is usually the one that people don't get
[18:06] is the workflow. Okay, you're not going to be able to start the workflow or
[18:10] pick the workflow process from the agenda itself. And the other one, which a lot of places don't use
[18:17] are the custom fields, but a lot of places are used, so okay. Good, so that's the main thing that we
[18:23] can't do there. So a lot of people like why would you bother building items from here doesn't make
[18:28] sense? I understand and I don't disagree. A lot of places will also have the need to have
[18:35] almost like a pre or a draft agenda where they're basically getting it together with the executive
[18:41] staff and maybe a couple of the board members to go over the items that are on the upcoming agenda.
[18:46] And you don't need the package, you don't need the attachments or the cover pages or staff
[18:50] report, you just need a list of all the items that are going to be on there.
[18:54] So if you're adding them here, you're putting them on there pretty much in name all right.
[18:58] So but once you do that, you know, you can come in and after that meeting you find out
[19:03] that these six items are going to be there but these two will not.
[19:05] So you can have the other folks in your staff and your team, like I said, give me a favor
[19:10] in the call.
[19:11] When you get a chance, can you go into items number 144 and 145 and just make sure all the
[19:15] keys across and the eyes are dotted.
[19:18] Monika, could you go into numbers, you know,
[19:20] whatever's in here, 134, 139, and make sure
[19:23] that all the attachments that are supposed to be there
[19:25] are true.
[19:26] So it's a total team effort, right?
[19:27] This way you're also not having people build items in there
[19:30] with the possibility that never being on the agenda.
[19:33] So you have the ability to kind of just
[19:35] give you a little start here, a little head start.
[19:40] Okay, so that's what you can do from here.
[19:42] But download stuff, I'll get you a little bit.
[19:43] I want to kind of come into the middle piece here.
[19:54] So in the middle we have here manual agenda and we'll talk about that in a few moments.
[19:59] I want to show you.
[20:00] 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.
[20:29] sound. So if you have like a 20 section agenda and only two sections have the items,
[20:36] maybe don't expand all sections. You want to just see what you need to see and not the rest.
[20:40] So while these are open, let's kind of come up here. So on the sections themselves,
[20:47] you'll see three icons. You'll see a pencil marker. So if you wanted to add in any information here,
[20:55] You can do that if you wanted to have something be italicized and maybe make it smaller.
[21:01] You can do that.
[21:05] I can also use this four-directional error if I wanted the moment of silence to be on
[21:10] top of the Pledge of Allegiance.
[21:12] I could do that.
[21:15] And if we didn't need, there was no comments from the board for this particular meeting.
[21:20] I have the trash can here.
[21:21] trash can't really give me the option to delete.
[21:24] It's asking you to confirm your selection.
[21:25] Are you sure you wanted to delete this?
[21:27] It's also going to remove any agenda items,
[21:29] not to delete, but remove any agenda items,
[21:31] but you can always add them back later.
[21:35] Once you do that, it's going to ask you to save, okay?
[21:39] So a couple of things to note with that.
[21:40] We added a section or two before,
[21:42] and we just deleted a section, right?
[21:44] So what we're doing here,
[21:46] pertains to this meeting.
[21:47] From October 21st, if I have any board of review meetings,
[21:49] 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.
[21:59] 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.
[22:07] Okay, let's come back in here.
[22:11] So that's the sections.
[22:12] Now for the items you have similar options as far as the first two goes.
[22:16] If I wanted to go in item 134 here and edit it.
[22:20] I could do that.
[22:22] Maybe I want to take the link out for that document we have.
[22:24] That web page.
[22:26] I could do that.
[22:27] Maybe I want this to not be bolded.
[22:30] Just that.
[22:30] Cool.
[22:31] cool. I'm going to change it all here. I'm going to go back to the agenda by clicking
[22:35] view agenda. It allows me to make those changes here. Okay. And now here's nothing.
[22:41] If I have the four directional arrow, that is not going to work between sections. I can't
[22:47] take it from one and drag it here. I can't take it from here and pop it there. What I can
[22:52] do is if I wanted this one here with the bonus to be the first item they see under new business,
[23:03] If I wanted to take this item, a moment of silence typically wouldn't have an agenda.
[23:10] Maybe I'll put that there by mistake, but I don't be perfect.
[23:13] If I click on that pencil marker and go in and I take it out of here.
[23:21] I can do that.
[23:29] Now you can go back in.
[23:32] And you'll see that it's not there.
[23:33] It's just another section.
[23:34] So you can do that.
[23:36] The third option you'll see is the X.
[23:38] The X is kind of like the trash can.
[23:41] But you won't see the word delete anywhere in here.
[23:43] People get nervous when they hear the word delete.
[23:45] And the agenda items.
[23:47] I get it.
[23:47] I'm not having to say why, right?
[23:49] It's just asking if you want to remove it from the agenda,
[23:51] you'll be able to add it to an agenda later.
[23:55] And I can just say, can't I want to leave it there?
[23:58] Okay.
[23:59] So that's what you see there.
[24:00] Any questions so far?
[24:02] Just take a quick second here.
[24:24] Let's see any questions.
[24:27] All right.
[24:30] So with the items here, let's go back to here.
[24:32] Also while you're in the items, you'll see the basic information.
[24:34] You'll see the, what's it called, this, the status of in review.
[24:38] It'll show you who the actual appropriate is right now.
[24:40] If you want to send them a reminder.
[24:42] You'll see the ID number.
[24:44] You'll see the title of the current version.
[24:47] You'll also see if it's confidential or not.
[24:49] So we did talk about confidential.
[24:51] A little bit yesterday with the attachments.
[24:52] 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.
[25:19] I'm not saying any questions.
[25:25] 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,
[25:51] And this item is not confidential.
[25:54] And you'll see that this attachment is public.
[25:57] If I go back to that agenda item and take this one here and make a confidential.
[26:03] When I do that here, it's not that you're making the item itself confidential.
[26:07] You're making everything within it confidential.
[26:10] So the attachment of the item itself is confidential.
[26:13] And now this was public, but it's private.
[26:14] Okay, if I decide you know what I made that by mistake, it's actually supposed to be public.
[26:19] I could just uncheck that or on toggle that switch. Now doing that, though, will not automatically make the attachment or attachments public again.
[26:29] 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.
[26:36] get in trouble when I assume customer. So you can change it. So if you come in and see that
[26:41] back there, now I have one, two, three, five attachments here. If I click that button and save it,
[26:46] everything in that item from the attachments on down or up is going to be confidential. And if you
[26:51] want to bank it publicly and you'll have to uncheck that, but then go in and update each of the five
[26:56] attachments. I'm not going to do that, but if you need to, you can. Okay. It shows you the attachments
[27:01] if it's there. It'll also show that the cover page is included. Okay. We have that checked on by
[27:06] default under admin and and come pages right there. Okay. Have that like that. So let's see
[27:17] what else. You'll see some of the items have no cover page. So when we go to put this
[27:21] put this packet together, item 4c will not have a cover page. That's okay. Does it
[27:26] doesn't want to play.
[27:29] Okay, I did for the items. Lost somebody there. Okay. The thing you'll see on
[27:34] the right is the status. By default, the status of the meeting will be draft. If you're ready
[27:39] to make it final, you can make it final. Just doing that by itself doesn't do anything to the
[27:44] agenda itself in here. We're still going to be able to do whatever we want. If I want to make changes,
[27:48] I want to move things around, that's great. What it really does do now is if Johnny Draftar here
[27:54] comes in tomorrow to look at the system and he sees that the 1021 agenda is available,
[28:00] 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
[28:06] They won't be able to do anything, but they will be able to see it.
[28:09] 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.
[28:15] One thing to notice far as the items and the numbering here. So you'll see that
[28:21] These sections drive the numbers and peaks. So you'll see section 4, item 4a. Okay, that's how it looks.
[28:28] 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.
[28:40] Let's go to the board of view.
[28:43] You'll see that we have them sections are getting numbers items are getting low case letters. Some of them are different than that.
[28:50] Some of them are letters and numbers some of them have Roman numerals.
[28:54] a bunch of different things here. That's how it works. It's two sections, two levels, excuse me, right?
[28:59] So, you're also going to see this option here for manual agenda numbering is off.
[29:06] So, if you want to turn it on, what it does is it puts a box around everything, okay?
[29:12] So, everything that's numbered here is the same way as it was before. That's fine.
[29:16] So, why would you want to do that? Some places like to have their items.
[29:20] Maybe there are sections or not numbers. Let's do that. Let's turn this off here.
[29:26] So if I turn the numbering off on section 4,
[29:31] you can see that none of the items here have numbers.
[29:34] 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.
[29:41] 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?
[29:54] Of course, I have to shoot the most, but I have to do it, that's okay.
[30:01] 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.
[30:31] Hopefully, but if you wanted to now rearrange these items,
[30:35] it doesn't remember them.
[30:36] You'd have to go back in and put them the way they were
[30:40] and then do that.
[30:42] And if you wanted to change the numbering scheme,
[30:43] I would go ahead and rearrange them first.
[30:49] Save them, let's do this.
[30:52] Let's see if that even does it.
[30:54] Yep, so we already number them before.
[30:57] And that's why it's given us the order number here.
[30:59] So you'd have to go back in and change it you can. So there's a way to get everything the way you
[31:05] done the way you want. It's just something that something has to be done manually so it's up to
[31:10] you. This is something that will it will not remember your choices next time. Every time you open the
[31:15] agenda, even if it's not this meeting body, you'll have to turn the manual number on okay. It doesn't allow
[31:21] for subsections if you're looking to do that. I would recommend not doing that because it's not going
[31:25] to work the way you want. There's always ways around it, but it is a couple extra steps,
[31:31] which you can do, but I don't recommend it. Let's put the numbers back on here.
[31:42] There you go. Okay, any questions on the sections, what you can do with them,
[31:50] the items, and how they get numbered or anything like that?
[31:54] Any questions at all?
[32:32] So the next thing we would do now is kind of go through the process.
[32:36] Actually, let's say here for a little bit.
[32:38] So I showed you how to add sections and add items and stuff like that.
[32:41] If you're going to add sections, if you find yourself having to do that on a semi-regular basis.
[32:46] What I usually recommend is going to the admin piece right here.
[32:50] Going to meeting types.
[32:53] Find the meeting body that you want to make that change to.
[32:55] I think we added the comments.
[32:58] This is the right one.
[33:00] City manager for us.
[33:01] Let's add that in here.
[33:04] Spell it right.
[33:09] Okay.
[33:10] Let's do that.
[33:11] Let's drag him up here in between.
[33:14] Right there.
[33:16] Okay.
[33:17] So when I do that,
[33:18] it's going to give me this notice.
[33:19] Basically saying,
[33:19] how you sure you want to do that.
[33:21] It's not going to change anything that's happening now that's got items on it or in the past.
[33:25] It's only going to take effect for those November and December meetings.
[33:28] if you don't have any items.
[33:29] So there's no real harm in doing what we're doing here.
[33:32] If I go to the October meeting,
[33:34] it's not going to change it,
[33:36] even though we already put it there.
[33:37] That wasn't a great example.
[33:39] But if I go to November,
[33:41] do I have what can I remember do?
[33:44] Oh, that one's already got it, that's not good.
[33:49] So now we have the city manager port here, okay?
[33:53] That's usually the best way to do it.
[33:54] It's really not adding on the flood.
[33:55] There's nothing wrong with adding it on the fly.
[33:57] Absolutely, we wanna give you the tools
[33:59] do whatever you need when you need it, especially if you're in a pinch, I get it. But if you find yourself
[34:04] having to manually change it all the time, I recommend having somebody go in here and do that for you,
[34:10] so going forward will be easier. All right, so the next thing we would look to do is download our
[34:16] agendas. We'll be here for a little bit. We can download, we can upload, I'll show you that one
[34:20] later. The agenda itself will typically be a one or two page agenda, outline sections, headers,
[34:28] 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.
[34:36] But something we definitely can change if need be. Just let us know.
[35:00] 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.
[35:12] 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.
[35:32] you are not alone. A lot of places choose to not have that information show. Just let us know,
[35:38] and by us, I mean your project manager and trainer, we can get that taken off for you real quick.
[35:43] A lot of people don't like to have the attachments on the agenda itself. They want
[35:46] you to be there, but not on the agenda. They want it to be more on the packet side.
[35:51] Very common request as well. Here's the PDF agenda. It's the same exact thing as the word agenda
[35:56] just in a nice little copy, right? Everything's nice and clean and nice and tight. Super. Here's the H2
[36:03] 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.
[36:09] Okay.
[36:10] If you find yourself making any changes to the agenda itself, something like maybe moving city manager report on top of new business.
[36:19] You want to regenerate it.
[36:21] 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.
[36:27] And any change that you make, you want to hit that download button again, otherwise it's
[36:31] going to revert to the old copy, the previous version, if you will, of the agenda.
[36:37] And now you'll see this one has city manager report up top, okay?
[36:42] That's the agenda itself, okay?
[36:44] When you go to do the agenda packet, it's not going to give you the choice to do any of
[36:48] those three things.
[36:48] You're always going to have PDF.
[36:50] So public is going to give you the agenda itself that little two-pager that we just had plus
[36:56] 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.
[37:06] 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.
[37:12] 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.
[37:19] We're not keeping track. So it takes a few more seconds because you're reaching out to the template here.
[37:25] I will pull together everything in a nice neat package there and make it look pretty.
[37:28] Take this one with like 60 pages or so, let's take a look at what that was.
[37:34] When it's done, this will go back to being a bright green.
[37:36] This will be like a powderish blue.
[37:39] And they'll be able to open the agenda.
[37:40] Plus, it will tell us that the agenda was last generated on this date.
[37:44] Give it a sec.
[37:56] I find that it takes longer when I'm waiting.
[37:59] If I wasn't in a rush, it would have taken two seconds.
[38:01] 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.
[38:12] But after that now we're getting into the cover pages staff reports, if you will.
[38:17] 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.
[38:23] or if you want to use the bookmarks,
[38:25] this is a nicer way to look at it.
[38:28] It shows you each of these links
[38:29] to each of these bookmarks is page one to something.
[38:33] Agenda, cover page, cover page, attachment.
[38:36] And you'll see as we click on it,
[38:37] it changes the numbers here.
[38:42] All right, we're going down to a few more pages here.
[38:44] Here's me smiling back at your plants and golf.
[38:46] There you go, stuff like that.
[38:48] So it's going to show you all that stuff.
[38:49] It's 49 pages, super duper.
[38:51] Now let's just say we had at least one confidential item
[38:54] 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.
[39:07] Okay.
[39:08] Same thing you can generate it as many times you need as often as you like.
[39:13] No limit, which is nice.
[39:38] Does anyone on the call have a confidential items into attachments on the agenda is on a regular basis or not really.
[39:43] I will wait for the agenda to download.
[40:00] 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?
[40:30] so it's going to just show more there. Okay. Everything else is the same. We're just adding in the confidential stuff. Okay.
[40:39] So now, excuse me.
[40:41] 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.
[40:52] 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.
[41:03] So now the next time we go to generate, the cover pages will not be there.
[41:08] Some places don't use them because they're just basically adding in some basic information.
[41:12] 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.
[41:20] just adding unnecessary pages. We get it. No harm, no foul. And this will be less than 49 pages.
[41:29] 36. That's like 13 less of all. So all you're going to see here on the left is literally just the attachments.
[41:35] Anything that's not confidential, you can see here. Okay. Sweet. Now for the council packet.
[41:44] This one still has the 182 because it didn't generate the cover, the council pages.
[41:49] is, again, that's still the same.
[41:52] Configures are still there.
[41:55] The next step that I have here,
[41:56] I'll come back with the uploader promise, is publish.
[41:59] When I go to publish, it's going to give me two choices.
[42:01] One of them is our legislate, which I'll show you
[42:03] in a few minutes, and the other one is the web.
[42:05] And it'll tell you, all groups are going
[42:06] to be able to view and lie legislate.
[42:08] On our first session, we talked a little bit about the archive
[42:11] folders here.
[42:13] We also talked a little bit about user groups.
[42:16] And that's kind of what this is talking about now.
[42:20] And then the web, whenever you think of the web,
[42:22] I want you to just think of the view page.
[42:24] Whichever view page or pages you're adding it to,
[42:28] that's where it's going.
[42:29] This page is eventually going to go on your landing site.
[42:32] On your home page under the document center.
[42:35] That's fun.
[42:35] It'll be framed in there.
[42:36] Nobody's even going to know we put it there,
[42:37] but you'll know.
[42:38] And when you're putting your agenda there,
[42:40] it's just going to be that one click.
[42:42] Pick the agenda that you want to put there,
[42:43] and then put it there.
[42:45] 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?
[42:51] Your choice.
[42:53] It's going to that event that view page because that's the way to select it at first.
[42:57] Give it a few moments here.
[42:59] You'll see right now there's nothing here.
[43:02] Nothing out my sleeve.
[43:03] Once this is done, this window will kind of collapse itself.
[43:06] Give it a moment.
[43:08] Takes a little bit less time than it does to generate thank goodness.
[43:20] 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.
[43:26] If I refresh this page, you will now see the agenda, which should be just a two-pager.
[43:33] Okay. Now, this one here should not have the cover pages, right? Because we didn't, there you go.
[43:38] We regenerated the agenda packet, the public version of it. So we don't need them to see that. That's fine.
[43:43] If you want to just do it where the council sees the view pages, the cover pages, you can do that totally fine.
[43:49] Nothing wrong with that at all.
[43:51] Um, oops, excuse me.
[43:52] Close that out.
[43:54] Great.
[43:55] So that's where it goes.
[43:57] And you'll see that if you're going to publish it again,
[43:58] it'll show you it's last published on this date and time.
[44:01] If I wanted to take it down.
[44:03] I can do that.
[44:04] I'm not deleting those.
[44:06] The agenda.
[44:07] I'm just removing the links so the public can't see them.
[44:10] And now they can.
[44:14] Excuse me.
[44:26] Alright, let's go back out there to the web.
[44:28] There they are.
[44:29] 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.
[44:40] It's included in your purchase price of peak.
[44:43] If you go to the health center, there's a whole tab here on I led the state.
[44:47] That's got a good amount of information here.
[44:50] Kind of get you started.
[44:51] I'm actually going to take that link and pop it into the chat feature if you want to go ahead and
[44:57] Access that link and get ready to download that stuff
[45:00] 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.
[45:29] the outline here. I see all the sections that I would have seen in peak. Okay. And you'll see
[45:35] the sections, and you'll also see the items. You'll see the item title, the meeting body.
[45:41] There's no suggested action here. That's why it says no action. Here's my attachment. So the cover
[45:45] page. Why am I seeing that? One of the other settings that we had to choose from on our first session
[45:52] was do you want to publish the cover pages that I legislate by default? If you said yes,
[45:58] that's why you're seeing them here. So if I want to come in and open this
[46:01] come page up, I can click on it and everything that you see out here for
[46:05] the attachments will be PDF even if it's a cover page. That's just the way it
[46:09] works. I can scroll through this attachment here on this cover page. I can take
[46:14] highlights.
[46:16] I want to do that. I can pop a little note right here.
[46:23] I can also do a
[46:25] right there, if you want to draw whatever slot that is, you can do it. You can save your annotations as well.
[46:37] 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.
[46:48] It's just going to download the stock image of the cover page.
[46:51] These notes that I'm taking are mine only.
[46:56] You're seeing them here now just because I'm showing them to you.
[46:58] You're not logged into my site.
[47:00] Even if you were logged into my I let's say thing.
[47:03] You wouldn't be able to see my notes.
[47:05] I can't see yours.
[47:06] You can't see mine.
[47:06] The board can't see each others.
[47:08] It's for your own protection.
[47:09] Right.
[47:09] Once you see your notes here.
[47:11] Click on next.
[47:12] I can find other items here.
[47:14] It's fine when it's got this.
[47:15] This one's got a suggested action.
[47:17] I can take a bookmark here.
[47:19] I'll show you what that means as well.
[47:20] Now, here's all those attachments, right?
[47:23] Okay, let me cover this up.
[47:26] You can see here, this looks pretty good.
[47:31] Okay, when you take a note,
[47:34] if you go to the notes column here,
[47:36] it's going to show you all the notes for October.
[47:39] If I want to see notes for September or August,
[47:42] then go backwards.
[47:44] Here's the ones that I just took.
[47:45] These are my notes.
[47:47] If I wanted to get those notes out of here,
[47:49] I could do that.
[47:50] 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.
[47:57] So you need to go in and delete them if you want.
[48:00] Like said, but nobody else can see them.
[48:02] Same thing with the bookmarks.
[48:03] Here's the bookmark for the October 21st section 3A.
[48:07] I can do that. You're also going to see here no public comment.
[48:09] So anyone is using e-comment.
[48:11] 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.
[48:17] 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.
[48:26] 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.
[48:37] You'll see that here as well.
[48:38] Okay. One other thing, if I go back to the agenda, on the bottom left, once this is done,
[48:46] you'll have the ability to download the agenda packet.
[48:49] So here's a question for you. Let's see if you can get it right.
[48:51] When I download this agenda packet, should I expect to see the council packet or the public packet?
[48:59] Yeah, which version should
[49:04] we expect?
[49:14] Okay, so I'm going to go ahead and I got one
[49:24] person that's my good friend Andrea.
[49:26] It says Council.
[49:28] Anyone else?
[49:29] Any other guests?
[49:33] Sorry.
[49:33] Someone said public.
[49:34] All right.
[49:36] We'll 50 50 shot.
[49:37] I like it.
[49:38] Two council.
[49:40] Anyone else?
[49:41] Anyone else want to take a guest?
[49:42] Throw a dart at the board?
[49:53] James?
[49:54] What do you think?
[49:54] Anybody else?
[49:58] Did it too good?
[50:00] 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.
[50:28] the 182 page packet is, it's not just board members that have access to
[50:34] I-legislate. It's drafters. It's, you know, approvers only. If you put somebody
[50:38] in the group as a drafter here or as a coordinator and they're in the group
[50:43] for I-legislate, you know, maybe not that's something you want to use, that one,
[50:48] they can see the information for a historical preservation. That's great, but not
[50:53] the rest of it. So, it's really kind of to protect you from yourself or for
[50:58] the board member that brings their iPad home and leaves it open on their desk and one of the kids
[51:03] comes in, sees the document and doesn't know what it is but just forwards it's the like kind of
[51:08] difference. Okay so it's really just that way. I understand why we would expect to see the council
[51:15] packet because honestly I did do when I first started doing this but it doesn't do that so
[51:21] doesn't mean that if I had a confidential attachment here, if these last two attachments here,
[51:27] these middle attachments were confidential. I'd see them. Yes, 100%. I wouldn't see them on the web,
[51:32] but I'd see them here. I'm just not going to see them in the full form. I'd have to see them
[51:38] on an individual basis. I could take notes in those attachments. I could take annotations. I could
[51:42] take notes on the section. Definitely can do that. All good. You can have that here. What's nice
[51:51] about it too? I'm using my Windows computer. If I opened up my MacBook later on today and logged
[51:56] game while I'm on the couch. I don't feel like going back to my desk. I can log in to the same
[52:01] exact site and my notes will be there. If I have my iPad, which also happens to be on the couch,
[52:05] and I want it to look at my notes, the notes that I took on the Windows computer would be on the iPad
[52:10] as well. So they kind of transfer. If you're working at the office and you leave your work laptop there,
[52:14] you go home and you want to check something, it's going to be their own spot, which is nice, okay.
[52:21] We'll go over a little bit more with I legislate in a few minutes. Any questions on
[52:25] how the agenda get out here, we have some icons.
[52:28] You'll see here, we have a bookmark, we have notes,
[52:32] okay, notes and bookmarks.
[52:33] So if I come in here, I take the bookmark off,
[52:39] just have the note, okay?
[52:42] And if you refresh this, it'll just kind of update it
[52:44] if there's been any changes made to the agenda
[52:46] that'll be republished, you'll be able to come
[52:48] and get the cleanest version here.
[52:50] If you do use the iPad, let me just put back up here.
[52:54] If you do use the iPad version of our legislator
[52:56] there are a couple of more features that you can work with,
[52:58] typically the big one being email.
[53:01] From the iPad, if you want to send an email out
[53:04] to other folks in your group
[53:07] about your attachments, your notes, or an item,
[53:11] you can do the hair as well.
[53:12] Definitely a pretty cool tool there.
[53:15] Just a little heads up they are working,
[53:17] and I may end day by the development team,
[53:19] they're working on a new version of I Love Display,
[53:22] that's what's more mobile responsive,
[53:24] and have a little bit more features, more bells and whistles.
[53:26] I don't know a release date, so I'm not trying to tease you.
[53:29] But that's definitely coming.
[53:30] And it should become pretty soon.
[53:32] So hopefully, I don't know about the end of the year.
[53:34] It's almost the end of the years around here.
[53:35] She's almost the corner.
[53:37] But it's coming.
[53:38] So get ready for that.
[53:39] Be on the lookout.
[53:42] So let's go back to peak.
[53:43] Right.
[53:43] So we made our changes here.
[53:44] We have the agenda out there.
[53:45] The board has been accessing it.
[53:47] And that's beautiful.
[53:48] We just find out we've got a note from one of the board members
[53:50] 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.
[54:03] Let's find something I'm not going to have an actual laptop catalog but we'll pretend this is it.
[54:10] Let's do that.
[54:11] Okay.
[54:14] Okay. I'll see you question. I'll be with you in two seconds at the promise.
[54:20] All right. Kristina, sorry, I'm backtracking a bit. Sure. When you generate a PDF
[54:26] download of the agenda, it lists attachment as well. Is there a way to turn it off? They're absolutely
[54:30] is. Yep. Definitely. I only want to show in the report itself. Yes. Great question, Kristina.
[55:00] 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.
[55:24] 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.
[55:32] So let's do that.
[55:37] Now the attachment was public.
[55:39] So we don't have to worry about the confidential piece there.
[55:42] So I'm going to regenerate it. Shouldn't take too long.
[56:40] So this new item here for a should have that attached perfectly.
[56:44] So if I go back in and publish again.
[56:48] I'm basically just publishing over it, right.
[56:50] Just give it a sec.
[56:52] This will take less time thinking this.
[56:55] 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.
[57:08] So on here I didn't refresh it so you're not going to see that for a but if I refresh it.
[57:14] The laptop attachment.
[57:18] And now we see it there perfectly so if I go back to I legislate oops.
[57:23] And refresh that.
[57:32] Now we see it there.
[57:33] Okay.
[57:35] I don't remember which item I took the notes on.
[57:37] Let's see I'm done.
[57:39] Either way, we'll come back to that in a minute.
[57:42] So let's go back to Christian's question.
[57:44] So on the agenda itself, we're seeing here the sections,
[57:51] items, possibly that staff recommendation,
[57:54] which is a suggested action, any attachments.
[57:57] So that's there by design out of the box.
[57:59] So unless you tell us, hey, listen, we don't want
[58:02] the attachments to show on the agenda,
[58:03] they're going to show.
[58:04] And where they're going to come from is this, Christian,
[58:06] then obviously you're not going to have access this and just tell us that we want to take it down.
[58:09] We'll take it off. So on your template, there's an attachment link here. So it's got us there.
[58:17] And then it's basically asking you what the items do you want to show it? We can say yes or no.
[58:22] Now if you say, listen, we want the attachments to show in the packet form here on the left,
[58:29] that's fine. They're going to be on the cover page right here and then they'll be underneath
[58:34] that's fine. So what would happen is if we turn that off on the agenda itself, the main page,
[58:41] whether the agenda or the agenda packet, you wouldn't see the blue links here, or here.
[58:49] You would just see them over here. Does that answer your question?
[58:59] So the attachments don't usually
[59:01] show on the minutes because when you're doing the minutes in peak, there's no packet version.
[59:07] It's just a minute, like a summary.
[59:10] If you wanted to upload a version of it that had the minutes, then it would have it.
[59:15] We can check that. Let me just check.
[59:17] It's not your template, but a template.
[59:23] Let's see.
[59:25] So if you wanted to include them, we could.
[59:27] But usually we're not going to give you that cover page and stuff like that.
[59:29] But it's just something that's there if you want to put it there.
[59:31] So that's definitely a question we can get into.
[59:35] 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?
[59:46] Okay, good. Like I said, it's there.
[59:48] 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.
[59:54] 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?
[1:00:02] 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?
[1:00:30] If you have like a planning commission, sometimes they might have nine attachments per item.
[1:00:36] Now you're basically turning a two page document into a six page document.
[1:00:40] And that can even the packet, right?
[1:00:41] So to me, and that's my opinion, and obviously Christine is too,
[1:00:46] the packet here has all the stuff that you want to see.
[1:00:49] So let's kind of look at it here.
[1:00:50] So why do people put the attachments here?
[1:00:53] Some places don't publish the packet until the meeting happened.
[1:00:58] They want to keep the packet internal. It's a two page document. The council can see the 200 page or that's fine
[1:01:04] 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
[1:01:11] 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.
[1:01:23] That's a great question.
[1:01:24] So if you don't see your logo on your agenda,
[1:01:26] it just means that they didn't put it there.
[1:01:28] What you would do, and to make sure that's something
[1:01:30] you and I can talk about,
[1:01:31] we would just get the logo from you,
[1:01:33] like a clean copy of it.
[1:01:34] And we would just submit that to the design team
[1:01:36] to have your template updated to have the logo.
[1:01:39] You can have the logo in the middle.
[1:01:41] To the left, to the right,
[1:01:42] we have a couple options there.
[1:01:43] Not like you only got a one-stop thing
[1:01:45] we can have to put it in a certain spot.
[1:01:47] Yes, you can get a nice color image.
[1:01:48] You want a black and white.
[1:01:49] There's a bunch of different ways to do it.
[1:01:52] definitely we'll make sure we talk about that and we get back together on our emails there so
[1:01:57] definitely um i think what else with Christina's question here so another thing that comes up and
[1:02:02] none of you have asked about it but i'll talk about it so with that being said about like not
[1:02:08] wanted to publish the the links here some places will have their item titles be a clickable link
[1:02:15] so why would you do that right if you did that what would happen is basically it would bring them to
[1:02:20] the cover page, which is right here. So if I had here a two page agenda, right, and
[1:02:27] I had no attachments here, nothing over there, nothing up my sleeve, but this here 4A was
[1:02:32] clickable. When I clicked on that, it would bring me to this. Now what would happen, let's
[1:02:39] see if I have one that's there. Let's go back to the packet here. If I clicked on this
[1:02:47] attachment here, it opens it in the same window, right?
[1:02:51] So now I'm looking at that attachment.
[1:02:53] If I want to go back to the packet,
[1:02:55] I'm on a four-page document,
[1:02:57] and now I'm on a 50-page document.
[1:03:00] So that's kind of what you can do there.
[1:03:02] It's not something that's built for you out of the box.
[1:03:04] You'd have to ask for that.
[1:03:06] It's not an additional charge.
[1:03:07] It wouldn't take long to do, but we'd have to just have
[1:03:09] the design team basically make that link.
[1:03:11] So basically what that would do is when you're building
[1:03:14] your item titles in here. It wouldn't look like a link here, but once you've filled in the title,
[1:03:23] and they clicked on it out here, it would be a clickable link. That's an option for you.
[1:03:28] The main thing to take away from that is you don't want to add something as simple as an extra space,
[1:03:32] a hard return or anything like that. That will essentially break the link, and that's not good.
[1:03:37] So we don't want to do that. But you can do that. That's an option. Definitely.
[1:03:42] Okay, so let's close some of these pages here.
[1:03:45] Christine, any other questions there?
[1:03:47] It's basically, we'll definitely get together with that.
[1:03:49] That's not a problem.
[1:03:50] Anyone's idea of any questions about,
[1:03:51] I'll legislate before I come back into peak.
[1:03:53] I want to go over like revisions and stuff like that.
[1:03:55] Excellent. You're very welcome.
[1:03:56] Thank you for the question.
[1:03:57] And the feedback.
[1:03:59] Alright, so we're in peak.
[1:04:00] We've gotten some information from the board.
[1:04:02] We've updated our attachments.
[1:04:03] Everything looks beautiful here.
[1:04:04] That's great.
[1:04:05] If you do what we did.
[1:04:06] We had the agenda out there.
[1:04:08] They saw it.
[1:04:08] It looked good.
[1:04:09] They sent you some changes, there's some comments there, you've made the changes.
[1:04:13] Once you go ahead and make those changes and republish the agenda, any notations that
[1:04:18] they had, the notes themselves will stay, yes, but any comments they had as far as annotations.
[1:04:25] I don't remember if this is the one that I used, if this is the one that I used and I made
[1:04:29] the highlights, the strikes, they're my fancy notes there, those go away.
[1:04:33] Any annotations go away whenever you regenerate the agenda or republish it, or even just
[1:04:37] unpublishing it. You're taking it down. Okay, so why would you want to take it down? I'll go over
[1:04:42] that with you. So let's just say we have to make some changes to the agenda because there's a
[1:04:46] revision that you've got to be made for. So you can leave the agenda out there, not a problem,
[1:04:50] but I'm going to show you both ways here. So let's unpublish it. And let's just say that this agenda here,
[1:04:57] this item needs some other stuff here. Let's
[1:05:09] 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?
[1:05:31] Okay, walk on item added after first
[1:05:39] coming in.
[1:05:40] We don't need any attachment. We just need to fill out the basic information here.
[1:05:44] Let's just get it on a section right there.
[1:05:48] So if we just do what we just did, we made a change to one of the attachments.
[1:05:52] We changed the title information very basic, but we made a change and we actually added a brand new item.
[1:05:57] Alright, so you're really going to need to go in and generate this packet again.
[1:06:01] Okay.
[1:06:04] 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.
[1:06:15] I'll wait for your answers there.
[1:06:21] Anybody?
[1:06:22] So everyone,
[1:06:27] come on, at least make it seem like it doesn't happen.
[1:06:31] It needs to get changed over time to call.
[1:06:33] That's a mile that you have there since we turn it down a little bit.
[1:06:36] Okay, so, and that's honestly, I knew the answer before we started the question, but I figured I took a shot.
[1:06:42] 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,
[1:06:49] should perform or do you just kind of sneak it in there?
[1:06:51] How does it usually work?
[1:06:53] For those of you that have to make changes.
[1:07:12] So this is usually what I do as far as a recommendation here.
[1:07:17] In the meeting details tab towards the bottom of that first page there.
[1:07:22] Wanted to decide to do it today. There should be a box that says description.
[1:07:27] Not sure why taking this long.
[1:07:30] I don't have patience. Let's go here.
[1:07:32] Three first details.
[1:07:35] Okay, so it works well.
[1:07:37] All right, so down here we can say agenda was mended on 10, 19.
[1:07:46] 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.
[1:07:55] So if I want to come back in and download the packet, even one more time.
[1:08:01] All right, we'll do that here, take a few moments.
[1:08:04] So what it's doing, there's an option in your template.
[1:08:07] You don't see it because you don't have access to your templates.
[1:08:10] But in the agenda header up top, oh, it's gone.
[1:08:14] In the agenda header up top here, let's see,
[1:08:19] there's some coding in here.
[1:08:21] And basically the place that we usually put it, you don't see it because you're not using it,
[1:08:25] is in between Sesame Pennsylvania and the agenda.
[1:08:29] There's a little code that says if the description field is being used, put it right there.
[1:08:33] And that's what should be happening.
[1:08:35] So let's see, once this is done,
[1:08:40] give it another moment of three,
[1:08:46] this is just one of the ways that we'll get it out there.
[1:08:48] And I'll show you the other way
[1:08:49] that you might want to use as well or instead of,
[1:08:52] you'll see, you can make your best decision now.
[1:08:54] Great.
[1:08:55] All right, so we did that.
[1:08:56] I'm going to publish it a third, maybe fourth time.
[1:08:59] Let's do that.
[1:09:13] So if I go back out to the web and refresh,
[1:09:17] whether it's the agenda or the agenda packet, it shows this.
[1:09:21] Now, it's showing this here in red for two reasons.
[1:09:25] One, I like red, that's my favorite color.
[1:09:27] And two, just so it pops, it stands out a little bit.
[1:09:30] But notice the other one before had Sesame PA, and then the gender
[1:09:32] there was no space there was like a hard return.
[1:09:35] This adds the space.
[1:09:36] It does the same thing for the packet, same spot, same placement.
[1:09:42] Now, I guess for either of the two of you that said that it needs
[1:09:46] to be changed, is that would that be a good place for you
[1:09:48] to put it, or do you need to say something else,
[1:09:50] or somewhere else, instead of there.
[1:09:52] Some places have had it put where it's basically
[1:09:54] comes as a prefix to agenda,
[1:09:56] and they just put the word amended in front of it.
[1:10:00] 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.
[1:10:26] to talk to your project manager
[1:10:28] and trying to do that.
[1:10:29] Typically, most places will put it up here
[1:10:31] just because that's what people see first.
[1:10:34] That's up to you.
[1:10:35] We can definitely take a look at that.
[1:10:38] Notice though, here it doesn't say anything.
[1:10:39] It just says agenda,
[1:10:40] then the packet.
[1:10:41] I can't change with these links.
[1:10:43] I can't.
[1:10:43] Up top is fine.
[1:10:44] Thank you.
[1:10:44] Appreciate your flexibility.
[1:10:47] So this is not going to change.
[1:10:48] Now, if you wanted this to say here
[1:10:51] that it was amended,
[1:10:52] let's talk about that.
[1:10:53] Let's go back to peak.
[1:10:54] Now, in peak itself,
[1:10:55] you'll see the meeting body. I can't do anything about that, but say you want it to change it.
[1:11:00] If you click on apps and granted this platform, each of you that I'm talking to has this option.
[1:11:06] When you click on that, it brings you back over to here. It's got to like the home base here.
[1:11:10] Here's the meeting for that date. You see the agenda is published, right? If I click on border
[1:11:14] review, here's the meeting body name. I can come in here and say amended on 1019 MS.
[1:11:26] Notice it even says the same thing right here, right, but now I put it in capital
[1:11:29] aside.
[1:11:30] I mean business now.
[1:11:31] When I change it here, just close your eyes, I'll wait, open them.
[1:11:38] Now it says it right there.
[1:11:39] So you have the ability to put it on the web, I just can't do that in peak, okay.
[1:11:44] Now with what I just did, if I go back to peak by clicking apps in peak agenda, and if
[1:11:55] other stuff, it does change it here, okay? Changes it here as well. Now if I go into the details,
[1:12:02] take a look at that. It doesn't change the meeting body because I can't change the meeting body.
[1:12:08] I'm just changing the message of putting out there. So that's where you can do that here
[1:12:13] in the shows. It's filled the border with your meeting and that's fine. The description is still there,
[1:12:18] but if you need to have it show that here, so the citizens can see it, if the meeting is canceled,
[1:12:22] A lot of places do that as well, they're not going to put an agenda out here, or if you
[1:12:26] have a cancellation notice, we'll do a talk about uploading a agenda in a few minutes.
[1:12:29] This is a good place to put it.
[1:12:30] That's where you're not scheduling something and they're just taking it out and someone's
[1:12:34] like, I looked at the calendar, there's three meetings and I told them it didn't happen.
[1:12:36] Why?
[1:12:37] You know, they're going to come in at some questions.
[1:12:39] Don't send them my way.
[1:12:40] That's the way you can do that if you needed to.
[1:12:44] Otherwise, for most places that description field works well, when you're playing around
[1:12:48] And by playing around with my texting at your site, do a couple of versions of your agenda.
[1:12:53] Let's see what it looks like. Take some notes and stuff like that.
[1:12:55] Send it back to us and say, listen, I was doing some testing.
[1:12:58] I had the session with Manion Tuesday and I think I want to put the description field here.
[1:13:02] Can we talk about that?
[1:13:03] Yeah, most of the times any of the questions you're going to ask with that, we can do.
[1:13:07] So we like to hear that question.
[1:13:09] So all right.
[1:13:12] Any questions on the description of the revised dates or anything like that?
[1:13:16] Feeling okay?
[1:13:21] 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.
[1:13:33] 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.
[1:13:45] Let's talk about that for a quick sec.
[1:13:48] We are under with peak here, the Gov meetings umbrella here, right?
[1:13:53] Gov delivery is the send the gender piece.
[1:13:55] They're the one that sends out the messaging and stuff like that.
[1:13:58] There's an integration that they have with peak
[1:14:00] that allows us to send our agendas out, okay?
[1:14:03] You'll see on your view page one, it's enabled this box here
[1:14:06] with the little border around it.
[1:14:08] It allows your citizens to register
[1:14:11] to get notified when your agenda's published,
[1:14:14] When you send it out, it's free. There's no monthly subscription fee or something like that for them or for us.
[1:14:21] And, you know, basically you can add people to the names or take the names of the list.
[1:14:24] 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.
[1:14:32] And then we'll set them up and we'll have the user list sent for that.
[1:14:36] 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.
[1:14:46] 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.
[1:14:54] Gotta give them a cookie.
[1:14:57] Give them a sec here.
[1:15:00] 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.
[1:15:29] your network or hours to keep it clean, right? So when I send it, so now the only problem with
[1:15:37] this is I have my send agenda for the site only connected to City Council. So let me go back in
[1:15:42] and show you an email that comes out, hold up.
[1:15:50] Actually, I have a client that I registered for a
[1:15:52] while back and I'll show you one that I get almost every week. So this is the one that I get from a
[1:16:00] a good front of San Miguel County and Colorado,
[1:16:02] great group of people.
[1:16:04] This is the agenda, right?
[1:16:05] It's basically coming from them there.
[1:16:07] Latest meeting agenda available.
[1:16:09] Board of commissioners, date, here's the agenda.
[1:16:14] So if you give me that two, three, or six page agenda,
[1:16:16] whatever they have, give it a sec.
[1:16:19] Four pages, it's not bad, right?
[1:16:22] Cool.
[1:16:23] In the email, it also has the ability here.
[1:16:27] I can manage my subscriptions.
[1:16:28] So if I want it to log into their site, their page kind of, I think
[1:16:41] I did it with my personal,
[1:16:43] that's right out.
[1:16:50] So I have it here. I'll copy your piece. It looks
[1:17:07] like I have one there, okay.
[1:17:09] So usually what it'll do is let me show you on my page here. If I go here to do this,
[1:17:23] it's going to show me the topic. So what I can set, what I can register for. If I want to register for
[1:17:28] agenda for city council. I can do that. This is just a different part. This is a
[1:17:31] bunch of different stuff here. We don't maintain the logins and passwords. Neither do
[1:17:37] you. They would have their own, but the gov delivery side could manage some of that stuff
[1:17:43] where you need to add more people or something like that. You have a list of 100 people or something
[1:17:47] like that. You can give it to them and they'll upload it for you. That's pretty quick and easy,
[1:17:50] It's nice.
[1:17:53] If you can't un-send the agenda, if you unpublish it, that email still goes out that you said it's
[1:18:00] not going to send, you know, we don't have that, but if you send it again, it's just going
[1:18:04] to have the updated copy.
[1:18:05] So they're getting, when you hit send the agenda, they're getting the most recent copy of
[1:18:08] the most recently published agenda, so you have that there.
[1:18:11] As you're finishing your training, we go through the review call and stuff like that.
[1:18:15] The project manager for the peak will usually reach out to the job delivery resource and
[1:18:22] have them contact you to get your subscriber list of your recipients that you'd like to
[1:18:27] include.
[1:18:28] Sometimes we'll just start with that one main meaning body to take and kind of get your
[1:18:31] feet wet.
[1:18:32] Once you're more comfortable, once you want to kind of expand it, get into the deep end
[1:18:36] there that we can get that list for the other groups and add them as well.
[1:18:39] And typically what you do is if you have an email blast that you send out, you can send
[1:18:43] like that one last one from the old way, let them know on your site coming up, you'll
[1:18:47] have this page here, they can come in and register for that information, which is nice.
[1:18:53] So typically, we'll download the agenda, we'll publish it, and at that point to me, this
[1:18:57] is a good time to finalize it and lock it, right?
[1:19:01] So it doesn't mean that when we're doing this, that, oh, sorry, nobody can touch it anymore,
[1:19:05] it just means only certain people can do things to it, okay?
[1:19:08] If I log in as a draft or I see that it was final, I can open the agenda, but there's no
[1:19:11] options for me to edit things. I can't unpublish it or do things like that because the system
[1:19:16] just won't let you. This also lets people know on the dashboard. This is final. Probably
[1:19:23] shouldn't be touching that one, you know. If I go to the meeting calendar, I'll also see here
[1:19:28] that I have the agenda finalized and now the minutes are available. Okay. You're only going
[1:19:34] to get into the minutes here once the agenda is published. All right, we're not going to spend
[1:19:39] much time in the hole here because we have that on Thursday but this is where the minutes start.
[1:19:43] Okay if you want to go back to the agenda you can or you can go back to the minutes
[1:19:47] same thing back or forth back or forth right um let's see one of the questions um okay so
[1:19:57] So, would this be locked?
[1:20:00] If I wanted to come in, though, and create a meeting item here for the 1021 border review,
[1:20:10] 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
[1:20:33] is not a coordinator or above.
[1:20:36] When they go to click on border review,
[1:20:39] the October 20 world meeting will not be there.
[1:20:42] They'll see November 1.
[1:20:43] Okay, the once the submission deadline is passed,
[1:20:46] the only people that can bypass that are admins and quarters.
[1:20:49] I definitely recommend getting it to use in that habit
[1:20:51] that will hopefully limit or greatly reduce
[1:20:54] the amount of late items that you have coming in.
[1:20:57] Because if you have the agenda published
[1:20:59] and the board has it and it's been sent out
[1:21:03] by the send agenda and somebody comes in after that and starts adding in more items, it's not going
[1:21:08] to update it out here or here. And the public is not getting an update. You'd have to go through
[1:21:15] the process of generating it and publishing it and stuff again. So try to recommend just getting
[1:21:20] it to use in the submission deadline. If you're having constant issues with people giving you
[1:21:23] late items, we're doing things like that.
[1:21:27] What questions do you have with the agenda process?
[1:21:31] Is there anything about that?
[1:21:32] I want to go into the, I'll just lay it with the groups
[1:21:33] and stuff like that a little bit.
[1:21:35] But I want to make sure before we get into that,
[1:21:37] because it's kind of where we'll probably end to the session.
[1:21:39] And if anyone has any questions about the agenda itself,
[1:21:43] I make sure that I can address them for you.
[1:21:45] Anyone have any questions?
[1:21:53] Sorry about the slash.
[1:22:01] So I'm going to kind of close this piece out,
[1:22:03] because we don't really need that for anything else here.
[1:22:06] So when you're building your peak database out,
[1:22:08] We have a lot of it set up for you, right?
[1:22:10] We have the initial group of power users
[1:22:14] and your primary board members.
[1:22:15] Most of those board members will not have a login,
[1:22:18] and that's by design, right?
[1:22:20] We don't want them to have access to the system,
[1:22:22] because typically your board members
[1:22:23] are not going to be in peak, right?
[1:22:26] The only place they'll really go,
[1:22:28] and I should have left it open, hold on.
[1:22:30] The only place they'll really go is to the webpage,
[1:22:33] which they already have access to your webpage.
[1:22:34] They don't need access to that again,
[1:22:36] or to I legislate, okay?
[1:22:37] So when the time comes that you want to let them kind of test the water time,
[1:22:42] allegedly, you'd have to make them a user, right?
[1:22:47] So we're not going to do that here.
[1:22:48] But if you wanted to make them a user, just click on give a log and pick their permission.
[1:22:53] Typically, for a board member, it's you only.
[1:22:55] Just trust me, that's the way it is.
[1:22:57] They don't get access as much as here.
[1:22:58] If they were to navigate to peak if they figured out the domain name and came in and tried to
[1:23:02] test around, there's really not going to be much of them to do.
[1:23:05] It's going to be kind of a loop don't touch type thing, right?
[1:23:08] While you're in the people and groups, you'll have that group access, right?
[1:23:12] So if we come in here, you'll see all these different groups.
[1:23:15] Some of their groups have restrictions as far as what they can see, what they can't see.
[1:23:20] And they'll have different people with different roles in there, right?
[1:23:24] We talked a little bit about group access on the first day.
[1:23:26] So you can't add people or take people out of here in peak.
[1:23:31] You'd have to come back into the grant, because you know, to the platform, sorry, the media
[1:23:36] manager side here, okay? You have to be back here. If you come to admin users and groups,
[1:23:42] this is where these settings live, okay? So let's just time to turn it on. I love this place.
[1:23:47] So if you have I legislate and you click on it, there's three people here specifically that have
[1:23:51] access to this group, right? Now, we've talked about it on session one. If you're an admin, you get
[1:23:56] everything, okay? You get all these groups. You don't need to put yourself in seven groups if you're
[1:24:00] in that one. This is the big one. Now, if you're not in this group, you can be in seven different groups.
[1:24:04] that's totally fine because maybe there's 15 groups and you don't need access to the other eight.
[1:24:09] Okay, great. But if you're in here, don't put yourself in other groups. It's really just wasting your
[1:24:13] time and making extra work because you have to clean it up later on. For I-legislate,
[1:24:17] and most of your sites will have one, two, three, four, five groups. Those are the ones we give you out
[1:24:27] of the box. The administrators cannot be edited, and I think it's partnered to breeders. Yeah.
[1:24:33] 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.
[1:24:49] If you click on properties, you can say, whatever you want to call it, right.
[1:24:52] right? Permissions, this is really the big piece about the puzzle here. There's a lot
[1:24:57] of these settings in here and the only two that really pertain to this.
[1:25:00] 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.
[1:25:28] 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.
[1:25:42] I mentioned before there might be 15 groups and you have 15 different clerks for 14 different boards, whatever, right.
[1:25:48] 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.
[1:25:58] I don't want them to see the rest of it.
[1:26:00] So if I come into historical preservation.
[1:26:05] So they have all of it. Maybe we shouldn't do that to click on this.
[1:26:09] Get these out of there.
[1:26:11] Let's just put.
[1:26:17] So
[1:26:21] the way it should be is they're only seeing content that is allowed to be seen by them.
[1:26:25] So if I logged in here later today as a board member for the Board of Review, I shouldn't
[1:26:31] see Council.
[1:26:33] Okay.
[1:26:33] If you want somebody, if somebody sits on multiple boards, that happens quite a bit.
[1:26:37] You can definitely, sometimes, what's easier is to build the board, I'm sorry, to help build
[1:26:42] the board.
[1:26:43] Build a group that contains all the people that are going to be in multiple groups, as long
[1:26:48] that was able to see the same stuff,
[1:26:49] that's where you can have the permissions
[1:26:52] specific to their logging.
[1:26:53] It keeps everything easier.
[1:26:55] So you can restrict access.
[1:26:56] And what will you actually recommend?
[1:26:57] Because you can get confusing.
[1:26:59] If I'm losing any of you, I do apologize.
[1:27:01] I just see Christina and Nicole still smiley at me
[1:27:04] some going off of that as everyone's understanding things.
[1:27:06] If you're looking to do that,
[1:27:08] if you're looking to restrict access in any way shape or form,
[1:27:11] let us know.
[1:27:12] Let me know if I'm your trainer.
[1:27:13] If I'm not foreign, you're trying to talk to them.
[1:27:15] If it's not done right,
[1:27:16] you run the risk of letting people see things they shouldn't see,
[1:27:19] but more importantly, not seeing things that they should see, okay?
[1:27:24] So, the first thing you'd want to do is make sure the groups are correctly named
[1:27:27] and don't add extra groups just because you want to. Add them if you need them.
[1:27:31] If you're just adding groups that are extra, you're going to be adding steps that you
[1:27:34] might have to undo later on, right? And then you put the permissions here,
[1:27:39] each of the groups. There's 15 meeting bodies. You want to make sure they're assigned to at least one
[1:27:44] group. This way they're restricted. Okay. The last step here is if you want to use the enhanced user group
[1:27:51] security. So for this, this is putting like the final lock on it, right? You want to hide
[1:27:56] agendas and items of meeting bodies and meeting types for any users that are not assigned to them. So
[1:28:02] what does that mean, right? Let's go here. Um, so 10 minutes, 10 minutes, I get away here. So person,
[1:28:08] And no, let's look at Laura.
[1:28:10] Let's see if she's in any groups here.
[1:28:14] Um, actually know what, let's find her over here, be easier.
[1:28:24] She's not in any groups, of course, of course she's not.
[1:28:26] All right, I'm going to put her in this group here.
[1:28:28] Okay.
[1:28:31] Oh wow, that's nice.
[1:28:38] Okay, good.
[1:28:38] So if I go back to peak and click on admin groups.
[1:28:45] So she's in here, right?
[1:28:46] So I can come in here.
[1:28:47] I'm not even trying.
[1:28:48] I lost my train for a second.
[1:28:49] 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.
[1:29:01] 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.
[1:29:08] So if I came in as Laura and try to go to the items tab and I try to find some things
[1:29:13] with one review, it's going to say zero.
[1:29:15] There might be 70 items there, but I won't see them because my access is restricted.
[1:29:19] If I try to come in, if I'm a clerk for that group and I try to create a new meeting body,
[1:29:23] a new meeting date, for anything but historical preservation, I can't.
[1:29:26] It's only going to show me that one.
[1:29:29] And last but not least, if I try to create an item for anything other than HPC, it's only
[1:29:36] going to show me HPC everything else will not even be there okay so you can lock it down
[1:29:41] that much if you want to just want to make sure that if you do that you have all the steps
[1:29:45] in place otherwise someone's going to be hidden from doing their job and that might get just
[1:29:48] some more more flack from the team we don't need flack I'm talking a lot here any