[0:00] All right, thanks again for joining me. Today's session is session 204 for the peak agenda group training session. Today we're going to be playing drafting and approving.

[0:09] Basically going to build items in peak.

[0:11] All the steps that you need to go through getting that done and we'll also go through the approval process, which is basically the workflow.

[0:18] What's nice is the workflow in peak is not required. If you want to use it great, going to show you how to set it up if you don't want to use it.

[0:24] also great, unless we're for you, and that's fine.

[0:27] So what's nice is it is something that you'll have access

[0:30] because you're all admins, which we talked about yesterday,

[0:33] so you'll have the ability to kind of come in and set that up,

[0:37] get it created, and you'll also have the ability

[0:39] to make the workflow kind of more conditional,

[0:42] if you wanted to make the conditional based on certain departments

[0:44] and things like that, we'll talk about all those options here.

[0:47] We are recording this, you'll all get access to this later today.

[0:51] This session is scheduled like yesterday for the two hours,

[0:53] We probably will not need the full to attend the talk fast on the New York thing, I'm not sure, but we have it.

[0:59] So if you need to deal with any questions, of course, have the handy-dandy chat feature.

[1:03] There's feel free to drop any questions that you have in.

[1:06] So let's go ahead and go through the PowerPoint here.

[1:10] So that's session two. We're going to go through the role of a draft and peak.

[1:13] We'll go through everything that they'll see.

[1:15] The permissions will talk about what they need to have access to do the process of drafting items.

[1:20] The walls are quite a problem.

[1:21] Okay. There's some of you smiling back at me. Nice to see you. Thank you. See you back there.

[1:27] Here's an overview of what we're going to go. We're going to create a new agenda item in peak. We'll go over all the fields that you'll see in the item template.

[1:34] We talked a little bit about that yesterday in admin under agenda items with item templates that that look have certain fields that will always be there.

[1:43] but if you wanted to while you're testing and in any additional field to capture more information,

[1:49] you're absolutely able to do that, and I can show you how to do that as well. While we're doing

[1:53] that, we'll talk about discussing adding attachments to the items and all the perks about that,

[1:58] we'll save the item, we'll go over the toolbar that you'll see that allows you to do some editing

[2:01] and viewing over the things. People then go through the workflow process, so set it up and test

[2:06] If you work for those out, we will download a preview of the item as kind of like a cover page

[2:12] or a sneak peek if you want to use the pun, and like I said, we always have time

[2:16] in here for Q&A.

[2:16] If you have the Q, hopefully I have the A. Like I mentioned before, any specific questions

[2:21] about your site set up in design, not that you can't ask you here, but I don't want to get

[2:25] tied down into six different departments of who's group is this and that.

[2:29] Send that email to your project manager and train to they'll be able to give you that better

[2:33] individualized response and stuff like that.

[2:35] So we are live, this is recording right now.

[2:38] We'll eat you at a copy this later today.

[2:40] Same thing, any questions that you have

[2:41] just pop them in there.

[2:43] Different picture from yesterday,

[2:44] trying to keep it lively for you.

[2:45] I put it to me some on and back at you.

[2:47] Thank you all for joining me.

[2:49] So let's go ahead and switch screens here,

[2:52] so I can show peek on my screen.

[2:55] And we'll get started, okay?

[2:57] Let me do this.

[2:59] And that, great.

[3:01] So if you guys could just come from,

[3:02] you can see my peak side,

[3:04] It's got the grindx university, dot grindx.com, and that you can hear me once I get the confirmation on that, we will get going.

[3:12] All right, so who wants to tell me that you can hear me?

[3:16] Excellent, thank you, thank you, I appreciate it.

[3:17] All right, so when we log in to peak, it's going to take us here to the peak agenda side.

[3:22] We talked about yesterday the apps and grindx platform for most drafters, they will not ever need to be there.

[3:28] You can't do anything on that side that's really item related, so we kind of don't need to be in there.

[3:32] Right, so when we're logged in, it'll show us the dashboard here, the meeting calendar,

[3:37] we can go through all of that items that you've created, any item needing your approval,

[3:42] the next four meeting dates, succession here, and it'll also show us even past and if you have

[3:47] them schedule, and if you don't, that's okay. One thing at a time, if you want to go back and look at

[3:51] previous meetings, you're able to do that as well. For the drafters, this piece here will not be

[3:55] that helpful because a lot of times the drafters will have the agenda kind of locked down to the

[4:01] or hidden from them until they're in a final status.

[4:06] So this is kind of really more pretty basic, right?

[4:08] This is important to them because they'll have the items that they've created.

[4:11] And if they're in a prouver, it'll also be important because it'll show them the items,

[4:16] what they need to approve and how to get there.

[4:19] The meetings tab here will show you, like we saw yesterday, the agendas

[4:23] and meeting schedule for the next month or possibly longer if you want to go

[4:27] into the future, right?

[4:29] Great.

[4:30] Similar to the dashboard, this will not hold much, much, much enluster, if you will, for the

[4:35] drafters, because most of this stuff will be kind of grayed out, or if they try to click on it,

[5:00] And that's fine. We want them to just kind of stand their own lane, just take care of the items, we'll take care of the agenda, and we'll meet in the middle of that, right?

[5:07] The items have this is something that they will have the need to use on a regular basis, probably.

[5:12] So when they are in the items tab, it'll show you all the items here with no filters associated with it.

[5:19] It'll have that little item card, right? It'll show the status here, in draft approved, and we also have that third and final one there. Well, this is the final one.

[5:28] In review, this will show you basically who the item is with now at the time and it shows the names of the proverb or a proverse, so you can kind of get that sneak peek of that glimpse of who's who's where, you know.

[5:58] This one is this one's not blah, blah, blah, blah, blah, blah, blah, blah.

[6:02] We'll see the V1.

[6:03] We talked a little bit back that yesterday.

[6:04] We'll talk about it more today.

[6:06] That's the version number of the item.

[6:09] This item doesn't have any texture to that's okay.

[6:12] This one does.

[6:12] It's got one that'll show you how many it's got.

[6:15] You can collapse it or expand it to kind of make your view condensed or more.

[6:18] I'm out.

[6:19] We also have the cover pages included.

[6:21] So we talked a little bit about that yesterday.

[6:23] If you remember from our last thing we talked about.

[6:25] We talked about it a lot.

[6:26] Do you want to include, I can't hear anybody but can you guys hear?

[6:34] That's good. Hopefully you can.

[6:36] It's not let me not try to make some changes to my audio here.

[6:50] I'll sit a little closer to the computer. Hopefully that helps.

[6:53] Okay. Thanks, Jordan.

[6:55] In the settings tab under admin, the first section we have here is do you want to include cover pages on the agenda.

[7:01] So when you're here, it's basically saying we're including a doesn't mean that you're not able to turn the cover page off.

[7:07] on the item by item basis, or if when you're producing the agent the packet, if you'd like to not include the cover pages for all the items you could easily do that.

[7:15] That's something we'll show tomorrow, but I'll show you the homepage today.

[7:19] So you'll see these two icons here. One of them is the pencil marker. Think of that as your edit button.

[7:24] If you click on that, it'll bring you into the item and allow you to come in and make some edits pretty straightforward, right?

[7:30] The other option here is to do the deletion button. Now if you have this button and this is an item that we took yesterday,

[7:36] and we duplicate it, just to make a new one.

[7:39] All right, so if I come in and just try to find the word

[7:41] PIG, there should be a couple of those.

[7:47] There, let's say,

[7:55] at least one.

[8:01] There you go.

[8:03] So here's the one, and this is the one that I basically took

[8:05] and duplicate it, right?

[8:06] So if we made this by mistake, we just put an extra one in here.

[8:10] No problem, fact, I'll see you on the other side.

[8:12] We can take this item here, delete it,

[8:15] and it's going to ask you to confirm,

[8:17] Okay, because once you delete it, it's gone. There's no undo button. You can't just change your money after you do it. Once it's gone, it's gone for good and that's a shame. There's no recently deleted button. There's no undo or restore points. You want to be careful with that right. So we're here. If you want to do any searching or sorting, you can kind of pick the meeting body that you're looking for here. You could pick a specific meeting date and it'll show pretty much everything that's in the system. You can pick a department. Anyone that you're looking for specifically can knock that number down and you also have the item type.

[8:46] So think of that as a category resolution, proclamation, whatever it may be,

[8:51] permit minutes even better, right? So you can use any of these for, or you can stack them all

[8:55] on top of one another and take that large list of items and bring it down to like two or three,

[9:00] which is great. You can do your searching up here. You can do more of an advanced search. We saw that

[9:04] yesterday, a lot of options available. One thing we didn't look at yesterday was kind of saving that

[9:08] for today, because we didn't really look at the items themselves, except for, in passing here, right?

[9:13] So when you're in the items and you're building it, most of you out of the box will not

[9:18] see any extra fields you'll see all of this, title, suggestion, down to like the attachment

[9:23] and that's it, right?

[9:24] You're not going to have anything extra, nothing, no custom fields, right?

[9:28] So if you wanted to have a background, a discussion, a summary, a synopsis, things like that,

[9:34] different things that might not be a part of every place is a jurisdictions item, but for

[9:39] you it's important and you want to have that caption.

[9:40] you can definitely do that. You're able to search even for text within a custom field.

[9:46] So you got a lot of them, and we'll see that in real bit.

[9:49] So as far as that, the next thing to do is actually going to create the item before we do that.

[10:00] We talked about within the last 10 or 15 minutes or for yesterday. Most of you guys were here yesterday. So I want to make sure if anyone has any questions, I can address them quick before we jump into the actual item creation process.

[10:13] feeling okay, feeling good, did anyone have a chance to actually log into this, I guess today?

[10:25] I don't want to answer it once.

[10:28] Not yet.

[10:29] Okay, that's a problem.

[10:30] You guys are all busy.

[10:31] Like I said, we're doing these sessions back to back to back to back.

[10:33] It does take away from the time that you'll have to jump into the system.

[10:37] But all good.

[10:39] For a back.

[10:41] I've never heard that before.

[10:42] It's a waste of weight.

[10:43] You weren't able to just shut everything down and only work on peak.

[10:47] That's a shocker.

[10:47] So I'm sorry, again, hopefully you'll get some more time.

[10:51] How long is it coming?

[10:51] I'm sure we'll all be real quiet soon, right?

[10:53] Okay, so for the draft,

[10:55] what they're really gonna do more up in the night is come in,

[10:57] they click on create new and click on a gender item.

[11:00] Now, for most of you, when you first come in,

[11:03] you're just gonna see this one option right here.

[11:05] You're not gonna have the drop down.

[11:06] We talked a little bit about the yesterday.

[11:08] Let me just go in.

[11:10] I'm gonna use one from a new client that I have here.

[11:14] If it's okay, let's check it out.

[11:21] Just like that, right?

[11:22] So you're only going to see the one.

[11:23] It's going to have the basic information.

[11:27] Right here, right?

[11:27] All that stuff is there.

[11:29] Some of that stuff's in there.

[11:30] Cool, cool.

[11:30] All right, nice.

[11:31] So for us here, we have a couple of different options.

[11:33] And the reason why we have other options.

[11:35] We've built them.

[11:37] Absolutely.

[11:38] Thanks for sharing.

[11:41] The reason why we have these other options.

[11:42] You might not need more than one.

[11:45] And a lot of times they're first.

[11:46] We don't want to give you seven because if you only need one.

[11:48] why are we making extra stuff here?

[11:50] Let's just keep it simple, and let's add on it

[11:52] as we start practicing, that's the main thing.

[11:55] We don't want to overcompate it or stress you out.

[11:57] It's a pretty straightforward process.

[11:58] I think the more that you're in there playing,

[12:00] you'll see that as well, hopefully.

[12:02] And if not, then talk to me.

[12:03] We'll get you to make the show that way.

[12:05] When you're in admin under agenda items and item templates,

[12:08] you'll have here, we got a bunch.

[12:10] This is a test that we're just using it for random things.

[12:12] If I create a new one here, unless it's called a test item,

[12:19] Okay, I'm not saying that you have to come in and do this, I'm just saying if you wanted to, you can, right?

[12:26] When I come in, this is the one that you're going to see every time.

[12:31] It's always going to show you these fields, item title, suggested action, all the way down to this piece right there, right?

[12:38] Other templates that we have and you'll see what's up.

[12:40] is a template is using different fields.

[12:43] So if I come back in and I click on resolutions and ordinances,

[12:49] that'll have the same stuff up top.

[12:51] And I can't do anything to rename it or move it around

[12:54] or reorganize it and stuff like that.

[12:55] It's not optional, excuse me.

[12:58] But after Neo4j and dissections,

[13:00] I have a lot of other room here to add more stuff.

[13:02] So depending on what you need,

[13:05] you can have that one-size-fits-all that's got everything included.

[13:08] And just pick and choose the ones that you want,

[13:10] Or if you want to kind of parse it out, so if somebody from public works always has these things on it, we don't really care about the other ones, we can make one for them that just has that stuff there up to you.

[13:20] Typically they're all going to be assigned to the same cover page, so depending on what fields you're using.

[13:25] Some of them might show or not show and you might not want to have all these fields show on the cover page, which sizes each of these fields that are here are searchable.

[13:33] So if I go back into the system into items, and I come in here, I can search for anything that you see up top, plus everything down below.

[13:42] Okay, so that's what's nice.

[13:43] Doesn't have to be on the website if you don't want it to, doesn't be on your agenda.

[13:46] But if you want to come back in two, three, six months down the road and look for it, you can.

[13:53] Let's just go into a basic agenda item.

[13:55] So the first thing you'll see, it says item template, it tells you the one that you're building.

[13:58] Okay, on the right side, you're going to see this confidential toggle switch.

[14:01] It's really all it is, right?

[14:03] If I click here, it's going to put the confidential logo on it,

[14:06] so to speak the darkmark, if you will.

[14:08] And it basically will lock everything in here,

[14:11] locks on the right word.

[14:12] It will hide everything in here that you see from the public.

[14:16] What that means is when you go to the agenda on the web,

[14:19] the public will not see this item title.

[14:21] They will not see the stiff action.

[14:23] They will not see any of the attachment.

[14:24] It's totally confidential where you will see it.

[14:27] It actually gives you a little bubble tip here.

[14:29] It's essentially removing this item from the public agenda and agenda package.

[14:33] The only place you'll see it is in two spots.

[14:36] One of them is in the council packet, which is something we'll talk about at great length tomorrow.

[14:40] And also, I like to sleep, which is an app.

[14:43] We talked a little bit about that yesterday.

[14:44] We'll also talk about that more tomorrow.

[14:46] That's where you'll be able to log in with your username and password

[14:51] and see things that the public can't see.

[14:54] A lot of places don't use confidential for the item itself.

[14:57] but you really use it more so for the attack.

[15:00] As far as what attachments are there. Excuse me, and how you want to have them be seen or not seen by the public.

[15:08] All right.

[15:15] So up top, let's go back to the top. You'll see a couple of fields, some of them look very similar to their makeup here, even down here.

[15:23] Okay, what's nice is the item title field is the first field you'll see. You have to fill this in. This is important. We need to have this. Let's just put a title, let's see purchase.

[15:49] So what you're typing in here is the title.

[15:51] This is what's going to show on the agenda.

[15:53] It'll show on your cover page.

[15:55] It'll show on your minutes.

[15:56] That's by the dawn.

[15:56] If you want something else to be there instead,

[15:59] talk about that separately,

[16:00] but more often than not,

[16:01] the title is what people are coming to see, right?

[16:03] This field that we're in,

[16:05] it's called a rich text editor field on RTE field.

[16:07] It is able to be resized to make a little smaller,

[16:10] little bigger, whatever you want to do. The one thing that it's not, it's not a war document.

[16:14] Okay, so we'll talk more about what that means and what it doesn't mean in a little bit,

[16:18] so I'm going to go through some of the other stuff. But this field does allow for a lot of

[16:22] description. You can get up to 5,000 characters in here. Hopefully you don't have any titles that

[16:25] big, but if you do, we can take it. And you'll have the ability here. We have aerial 12 as the font

[16:32] size and style for this particular agency. This one here, my good friends in Niagara Frontier,

[16:37] they have time's room. So there are other policy you can use. We have them set up, if you

[16:43] remember, from yesterday's call, on the back end here, do you want to call this the back end?

[16:48] This is where that setting is set up, right? So we want to make sure that the documents all

[16:52] of the same across the board. So whatever it says here, we also want to make sure it says

[16:57] that in here, but also on the agenda and the meeting, capital and stuff like that, right?

[17:02] So you don't really want to come in and start changing this around, because we have the system

[17:06] set up a certain way, so it makes everything easier for you.

[17:08] That's the whole goal, right?

[17:09] Make it a little bit easier.

[17:11] But we do have the ability to make this more bold,

[17:13] if you want, if you want to make, say, some of it bold

[17:17] and I tell us how, as you can do that,

[17:20] and if you want to underline some stuff,

[17:22] you can do that too.

[17:22] So you can do all of it, you can do all of it.

[17:24] It's really up to you.

[17:25] Whatever you do to this item here,

[17:27] it's going to show on the web and on your doctrine.

[17:30] So you want to be careful with that.

[17:32] Nothing that's bad or wrong,

[17:33] but just make sure that you're, that's what you want to say.

[17:35] You do have the ability to change the color as well of the text if you want to use green or the holidays coming around.

[17:42] You can add two green for you.

[17:44] You can make it a little bit lighter if you want.

[17:47] You can add two light, right? You can play around.

[17:49] This is not like the swatcher, but it kind of is.

[17:51] You can even come in with your own palette if you have the code of what you want to put there.

[17:56] Go for it, right?

[17:58] Whatever you want to do.

[17:58] Now, whatever you do here is going to show on those three documents.

[18:01] to just be careful. This just be mindful of that backwards look like. You can also change the background.

[18:07] If you're going to be pretty, how well. Well, funky there. There you go. If you want it to be black with the red background,

[18:15] there you go. Okay? Um, totally up to you. It's not going to remember that next time. So whatever you're doing now,

[18:22] is what's going to be there when you come back into this item. But if you build a new item,

[18:26] the red won't stay or the black won't be a different spot. It's all right there. Okay. So this title field,

[18:31] If you also have the ability to include a bolded list, when you do the dark circles, clear

[18:37] circles, or squares, see a question, you're holding me come back to that.

[18:42] I'll come back to you a question on what sectors I promise, okay.

[18:45] You also have the ability to include a number list.

[18:47] So you'll see that there are certain options here.

[18:50] These are the ones we have.

[18:51] It doesn't have the option for like a check mark or you know different dots at something

[18:55] like that.

[18:55] Whatever you see is what we have totally up to you.

[18:58] A lot of times for the title fields you won't be adding this, but a lot of times we're using the same field for different sections that might include like a little

[19:06] little separation piece there, or for the background, you might have, you know, five paragraphs of stuff in here, to do that. So that's why we give it to that way. So let me just point here for a second.

[19:16] My good friend Teresa has a question.

[19:18] In admin, can you turn off the R to E feature per certain section? That's a great question. I really won't only want to react just to have the ability to alter their text in the summary section.

[19:26] So the answer to that, let me just go back into here, is no.

[19:32] So if you turn off the RTE capabilities,

[19:36] where is it? Right there, right?

[19:40] So if I turn that off, not creating the item,

[19:44] so these fields will not have it,

[19:47] the other fields that you add in that are custom will have it.

[19:49] So it's kind of a little bit of a back and forth thing.

[19:52] I wouldn't recommend that unless that's what you're looking to do.

[19:55] If that's what you want to recent, then that would work, or it could work, but basically.

[20:01] So basically those settings, let me just turn it back on my friend Lara, under admin, you'll be able to turn it off. So it's just going to have that turn it off in certain sections. So just be careful, but you can do it. You know, these fields of top or a part of the standard default and they can't. Because of my certain ways, but you can turn it off or on. But the ones down here are custom, they're coming in, whichever you put them in admin. So great question.

[20:31] As far as the other options here, you'll have up top here, the editing button.

[20:35] You can go in and undo our last selection or redo. You can cut top and paste.

[20:40] You can paste this text. Let's take a second to look at that.

[20:43] So I mentioned to you before, you have up to 5,000 characters.

[20:47] Hopefully you never have to type that much out, but if you need to, you can.

[20:51] A lot of people will ask, can you copy and paste from a word document interview? You can.

[20:56] And I want to show you, we just pull up a word doc, I'm sure I have a few here.

[21:03] Good one, let's find a good one here, let's see, let's see what they have on this.

[21:16] It's not bad, okay.

[21:17] So if you have, let me just find another one just in case I want to try and do something different.

[21:31] This is one we have here from that we used in peak.

[21:34] So if we have a document that has some text to it, right?

[21:39] want to just take this, copy it, it's using

[21:41] area, maybe that's not the right one, the useful one.

[21:44] This is what we're using, Kliberi.

[21:46] This is an image, just let's take this and copy it.

[21:51] So just control C on the right click, copy, right?

[21:55] If I come back into here, I'll use this field as an example.

[21:59] If I just come in here and paste it, notice how it

[22:03] changes the font.

[22:04] It doesn't even change to the right font, right?

[22:06] So we don't want that.

[22:07] If I just come in and control the does the same thing, right, so basically what's happening here in peak is

[22:15] Sunder our document. Let's see if we go back to the other document

[22:18] You're taking a document that might have some level of formatting or indentation or certain kind of styles on it stuff like that

[22:25] And you're trying to force that into peak and peak is going to fight back, right, and people usually win

[22:30] You're not going to like the result. So what we recommend that you do is control and then paste as plain text. So what it does

[22:37] is it takes the formatting from this document and strips it out.

[22:41] So it's going to bring in the text, yes,

[22:43] but it's not going to bring in the indentation,

[22:45] although the tabbing or anything like that,

[22:47] it takes it a lot. If you wanted to apply a sort of level of formatting to it here,

[22:52] yeah, absolutely correct.

[22:53] Right? So the short answer is you can paste into peak.

[22:56] You just want to do it correctly, because if you don't, what will happen

[23:00] is on your agenda when you publish it and everything like that.

[23:03] It'll look fine here. But when you go to generate your agenda,

[23:06] what's going to happen is this might be item 3, 1, 3, 2, 3, 8, whatever it is, right?

[23:11] When you see the 3 and the A to the right of that, you're expecting the title to

[23:14] run up on the same level, right? What usually will happen is it'll be scooshed down a bit

[23:19] and you'll wonder why is this facing off that happened the last, right? So the trip, the trip that

[23:25] we give you or the tool tip that we give you is one of two things. If you go to the tool section

[23:31] And then click on source code, it's going to show you the HTML coding for the item.

[23:36] Some of this might not make any sense, and that's totally fine.

[23:38] We don't need to learn about that.

[23:40] The main thing to take away is this.

[23:44] The margin and the pattern, they both need to be zero.

[23:46] If they're not zero, when you go to generate your agenda, it will be off a little bit, and

[23:50] it will be because of this.

[23:51] Okay, so that's the main thing.

[23:52] If you don't see that here, then what you want to do is copy this.

[23:57] Go to where it says format, go to blocks, and paragraph.

[24:02] That will make sure that everything is using the right format that we're using here.

[24:06] So let's do this.

[24:06] Let me take this one out.

[24:08] I'm going to just paste it in, right?

[24:10] So if I go to tools and source code,

[24:13] I do not see any of that stuff, right?

[24:16] Now if I come back in and copy this whole text,

[24:21] then do this.

[24:24] It fixes it for you, okay?

[24:26] So this will save you a lot of trouble, a lot of trouble here, right?

[24:31] One other thing to do while you're in here, whether it's this field or the other field

[24:34] don't come in and give it extra spaces, the system already has your template designed to

[24:39] basically add a line with space or a hard return, if you will, at the end of each title.

[24:44] So if you're going to give it an extra space now instead of being a single space, it's going

[24:48] to be a double space.

[24:48] If you don't mind, you're going to go into that five pages where it can be three, then don't

[24:52] worry about it.

[24:54] That's the main piece and that will come up a lot.

[24:57] What will happen?

[24:57] We usually recommend we talk about this on every session.

[25:00] Health Center, there is a section here for Peak. We talked about that yesterday, but there's a whole article that the design team was nice up to build for us last year.

[25:08] Just about the practices and rich tax and giving you the best bank for your buck, right? A lot of places were having it where there are agendas looked a little bit off to a little formatting that was wrong.

[25:18] So they kind of gave you some best practices here, kind of go through all that's clear, new lines, we usually recommend the software turn if you're going to do a new line, this is where you're not adding that extra space.

[25:29] stuff like that. Okay, so this is going to be something you'll help it also have some unwanted symbols. Usually it's just an extra space to back it out save it and save it again, all good. All right. I'm going to go back to this for a second. I'll show you why in a second. What else in this field, right? So we have the edit part. We have insert. If you wanted to insert a link, right? Let's put it here at the end. You want to link you what you have a website that you're trying to to highlight there a promote or you have maybe a helpful.

[25:58] helpful article that you want to give your friends to do, right?

[26:02] RTE doc.

[26:06] What this does is it inserts a link into the agenda item title, right?

[26:09] You can have that window. I'm sorry that that link opened in the same window

[26:12] or a new window, same price either way.

[26:16] What's going to happen here is when we publish our agenda

[26:20] and somebody goes on the website and opens it up, right?

[26:23] They'll see this link if they click on this link.

[26:26] It will open up that document or that article or that video

[26:30] and puts it right here.

[26:31] So if you have a website, it will bring you to the website, that's great.

[26:35] So why would you do that instead of just putting it down here as an attachment, right?

[26:38] You can do an attachment.

[26:39] We'll talk about that more later on.

[26:41] The main thing with this with adding links, and you can add links if you want, is to make

[26:46] sure that they're not pass or protected.

[26:48] If they're on the J Drive, and only people from planning have that access, it's not going

[26:52] to help anyone in the public to see that the link will be denied.

[26:55] It will not look like a complete agenda for you right there, and they'll probably ask you

[26:59] Why did you do that?

[27:02] Definitely a cool tool.

[27:03] This will come into play later on, especially when we talk about attachments and the limitation,

[27:08] not the limitation, but the limitation that you'll have later on.

[27:12] You can also include in hearts on the line, if you like,

[27:16] or you can undo it.

[27:18] Formatting ones, we have those same three things we saw before,

[27:21] but we also have a couple other guys that like to come play.

[27:24] You can do a strike through.

[27:27] You can do it undo. You can do the super.

[27:31] or a sub script.

[27:34] We get into formulas or dates and stuff like that.

[27:36] You can definitely come in and do all of that.

[27:39] We have the formats here.

[27:41] Most of the stuff you shouldn't need to change,

[27:42] we're using a specific set up for you.

[27:45] It should make your documents look the way that they should.

[27:47] If you want to make exchanges, you're able to.

[27:49] You can even change the alignment.

[27:51] If you want to make it center aligned.

[27:53] Something like that.

[27:54] Go for it.

[27:55] Or you can put it back.

[27:57] Okay.

[27:58] You'll also see the options down below for the colors we talked about that before it's the same exact thing just in the different spot.

[28:05] If you want to clear the formatting out, you can do that as well. This one has the formatting already cleared.

[28:10] So it's not going to really do anything if I go like this.

[28:13] And then do that.

[28:18] Let's put everything back to the way it was before.

[28:21] Okay.

[28:22] Cables. We didn't talk about that everywhere about to get ready, right? So tables or something

[28:27] you can build in peach, okay? You can't paste them in here, though. Let's talk about that.

[28:32] If you want to build tables, you can build them in here. If you have, we talked before about

[28:36] the pasting options, right? You can paste a text, yes. You can not paste tables. You can not

[28:43] paste images. You can not paste graphs, charts, or spreadsheets. No, no, and not. If you try to

[28:49] take an Excel sheet and pop it in here. It will go in there, but you'll lose the lines,

[28:54] you'll lose the formatting options, and you will not be able to add the bars around it,

[28:59] and it's like that. So, and if you want to do like a merge or split cells, it's hard now.

[29:03] What we use a recommend if you need to do that, and it has an attachment. That'll be the first thing

[29:08] they see on the cover page after the compagence. Or if you don't include a compagence, it'll

[29:12] straight to these attachments, that would be easier for you. If you want to build your stuff

[29:16] and here you can, you can add rows and lines before beneath, above and beyond, to left and

[29:23] right. You can also go to the properties, maybe you want to make this table a little smaller,

[29:28] doesn't need to take up a lot of space, 30% should do, right? You can even have the the table

[29:33] center aligned and you have some advanced properties. If you want to add a specific border style,

[29:41] border color, right?

[29:46] There you go. I can do all that. If you say, you know what? I don't

[29:48] really need any of this. I can get rid of it. So you can do that, okay? Definitely a cool tool

[29:53] if you want to do it a lot of times, you won't put that in the actual title field, but maybe

[29:56] down below here, especially in the background, like I said, if you can.

[30:00] Okay, everything I just did here is the same as I could do here or here so I won't go into that great detail for those other two spots. Anyone have any questions on any of this field information that we did here.

[30:22] Any questions or

[30:37] not seeing any questions.

[30:39] All right, may you move some moves out of the way.

[30:48] So the next thing we're going to go over here is the suggested action field. So what that is is literally what it says suggested action. So we're looking for the board of the council or the commissioners to do something with this item.

[30:58] We're looking to purchase some gifts, and trees, staff recommends,

[31:05] see where to spell check

[31:06] to, which is nice, Council approve

[31:10] this item, and get us a good stuff, right?

[31:16] That's what we do this on the test site.

[31:19] This is something that will typically show, excuse me, on your cover page, on your agenda,

[31:25] on your minutes by default.

[31:27] A lot of places will come back to us once they've done some testing, and ask us to remove

[31:31] suggested action from displaying on the agenda and it's very common request. Very easy to do,

[31:36] so no problem, right? Typically, this suggested action is not required for this particular item

[31:41] template we made it required. A lot of places don't use this, that's fine. A lot of places also

[31:47] call this something else, recommendation, council motion, staff suggestion, whatever you want to call

[31:52] it that's fine, I can't change it to say anything else here. On the document that prints out,

[31:57] can say whatever you want. So let us know and keep it keep it clean. We can go in and change

[32:01] that because most of that stuff is hard-coded and we can go to the temple easily and have

[32:05] that say recommendation can be the case or summary. Whatever you want to call it, that's fine.

[32:11] Same options you have in the title field you have down here. You want to make this a tele size

[32:16] all good. Okay? The item type is required. That'll always be required. It's not that you do about that.

[32:23] It's basically going to list everything out of bedically, so what type of item are we using here?

[32:28] It's an ordinance purchase. So maybe there's 21 people on here. This might be an expensive gift here.

[32:35] Let's put it over 25 pounds, right?

[32:37] Now just what we hear a lot of places will think the item type is the section of the agenda. It's not.

[32:42] It might be, but picking the item type here will not put it on a specific spot of the agenda.

[32:47] That is done by the agenda sections. Okay. This is really how we're defining the item. Some places will have their workflow

[32:55] Build it out based on the type of item you select some people don't. That's okay

[33:00] The ID number is internal that will show up once we actually hit create not there yet

[33:05] submitting department is not required. This is the one field that if you're going to ask me to pick one to require. I usually add that when it

[33:16] came from the building division.

[33:20] I don't know, maybe two, maybe three, maybe 20.

[33:22] We don't know, but we can find out, right?

[33:24] Let's do finance.

[33:28] So if a drafter sounds silly, if I log in, excuse me,

[33:33] as a drafter, not an admin, as a drafter,

[33:36] this will not be a drafter.

[33:37] Okay, I cannot select an alternate drafter.

[33:40] It's gonna be me.

[33:41] It will have my name there.

[33:42] So if I'm log in as Amy,

[33:43] then Amy's a drafter, her name's gonna be there.

[33:46] Because I'm an admin, I can select another person here that's a user.

[33:51] Let's just say, John Snow, here you go, which is coming, right?

[33:56] This person is now the draft or a bracket.

[33:58] On the cover page, you typically will have submitted by,

[34:01] and will have that person's name.

[34:03] Typically, it'll have the name, comma, and the department.

[34:06] Doesn't have to.

[34:07] Just usually that's what it does.

[34:08] We can change it to whatever you want.

[34:11] Meeting body is typically the last skill that is always required.

[34:14] we need to pick, can then submit a department be a default as well, it you have to pick one.

[34:22] The department is not required, that's why it wouldn't be able to be selected.

[34:25] What you can do, let's reason, it might be something I can show you this if you want after we start this,

[34:30] just to kind of give you an idea of what you can do.

[34:33] Because this, this, what we're doing here now, we're building it from scratch,

[34:35] it's nothing really set up for us as a default, right?

[34:38] What I've done for other places that want to have something that has to set up your talking about,

[34:42] the item type is always the same, the department's always the same, and stuff like that is they build one standard item and have that be like the guinea pig, right?

[34:50] So when I come back in I can find that one and just duplicate that one.

[34:55] That's an option if you want so you can have it set up where a finance is always the department, the type is open.

[35:00] So, you can't do it. But out of the box, it's not going to default to anything you'll have to select it. Okay?

[35:08] Mainly one of the draft-enaming department always appear for them. Well, here's the thing, if you have somebody that's the drafter, their name will appear.

[35:16] If that person happens to be an admin like yourself, you'll be able to select somebody else, but your drafter is that only have the draft and capabilities will not have anything but their name showing their.

[35:25] The department is something they would have to select though. You know, there's a lot of places. Well, not a lot of places are a few places that use peak

[35:32] They have a small organization and they don't even really want to have a department, so it's not required, right so we can't force you to have it be there won't always show up. So

[35:41] I like where you're thinking now

[35:44] Meeting body is the last thing that we have to fill in everything else is optional, but we're going to fill the rest of it anyway

[35:49] So I'm going to put city council regular meeting and you'll see that we have city council and city council regular meeting

[35:55] And we'll talk about why that's important tomorrow.

[35:59] So December 23rd, who, all right,

[36:01] at the last meeting date here for that particular meeting body,

[36:03] if I take the different meeting body, there's different dates.

[36:07] Okay, the dates that you have here are tied specifically

[36:10] to that meeting body, let's see, and there's nothing.

[36:14] That's okay, that's not a board that meets all the time.

[36:17] Let's go back, actually we put it from finance to see the finance

[36:19] committee, three.

[36:21] So the next meeting is next year, we're going to start the row

[36:23] Right, once we select the meeting date, this, this kills,

[36:27] let me just go back to doing that again.

[36:31] Once I select the meeting body, then I can select date.

[36:34] I don't have options to the sections,

[36:35] that's let's try that, so let's go back, right?

[36:38] If I don't see the meeting body,

[36:40] I can't see the date, I can't see the sections.

[36:42] Once I have the one, they kind of stack, right?

[36:45] So once I have that, once I have this,

[36:49] now it says select sections.

[36:50] So what it's gonna do is gonna show me all the sections,

[36:52] It's not a lot. This is a new item here. Just put putting it on new business. So basically once we do that the item now resides on the new business section doesn't mean that it has to stay there doesn't mean that it can't be on two other sections because it can. Maybe you want to put on a permit but I want to put on all the new business or let's just keep it on.

[37:12] So you can do that so that's kind of what we call if you're anyone that's using I came to this is placement. Okay, so you're putting this on to the agenda in that section because of the selection here.

[37:22] Underneath that, everything that you're going to see is a custom field we're adding in, so we have goals for 2022.

[37:28] Got a couple of options here.

[37:30] Well, I spent some more time with the family, that's always nice.

[37:32] The background fields acts just like these two guys appear.

[37:35] If you want to come in and type background

[37:42] and put in add in text.

[37:47] Summary.

[37:48] You can make your own little filter and

[37:56] Summary here.

[37:58] So if you want to make some of this bold and underlying, you can do that, so it kind of stands out.

[38:04] So the text is here, like that, right?

[38:07] Give it some extra space here, but maybe not too much.

[38:10] So it looks like that. You can make this a little bit larger. You just can't open it up like I mentioned in the Word document.

[38:15] But you can put some stuff in here, okay?

[38:18] Optional field. This is probably the most common, the added custom field is background because a lot of places would like

[38:23] to have that extra field that gives you more background or description or some death

[38:29] within the item here itself, not just the basic information. This is a radio

[38:34] question, it's budget, yes or no, is it budgeted? Let's say yes.

[38:38] Presenter, this is a text field, we have that little background like putting in what you need

[38:41] here, so I'll put, let's see, let's see, cancel, cancel,

[38:50] or person. Very nice. The district number

[38:54] we have is a custom drop. Now we've added three different districts. You can pick any one of them.

[38:58] It's not like you can pick all three of them. You can only pick one. Okay. And then estimated time

[39:03] we want to put how long this item should be. Some places use that for less. We could do that. Okay.

[39:13] The last thing we'll talk about here before we actually create the item is the attachments.

[39:16] Before I do the attachments, anyone have any questions on anything that we've gone through so far.

[39:33] So with the attachments, excuse me, there's two ways you can do it, we can click in here, and that will open up your hard drive here.

[39:41] You can pick any attachment that you want and just add it.

[39:47] You can go back, maybe I didn't add enough, I can go back and pick a couple more attachments and what I can even do.

[39:53] I can take what's do this one.

[39:56] Let's do that one.

[39:58] That one.

[40:00] I don't know if I have any PowerPoints here. You can put an image if you want. Let's do that. So notice what's nice about this. You can do four or five at a time. It's great, right? Groovy. If you have that field open, you can also just take an attachment and drag it.

[40:21] Okay. These are all considered pending. Of those items doesn't even exist yet. If I click this button, everything we've done the last 40 minutes goes away.

[40:28] And I'm not going to do that.

[40:30] It shows you here the icon letting you know what kind of image this is, whether it's a PDF, Excel, Word document image.

[40:38] The only typo file that I know that it will not take is a CSV file.

[40:42] So everything else is pretty much a percent of that it will take.

[40:45] It'll save it exactly the way it's named on your computer.

[40:48] It's adding in that little suffix at the end.

[40:51] Not a big fan, but nobody asks my opinion.

[40:53] I don't like it.

[40:54] take it out some tea. If you want to come in and let's do this, attachment number

[41:04] one,

[41:06] they can do that. So whatever you're going to have it show, this is what's going to show in

[41:09] your bookmarks, you want to make that attachment name specific. So people know what they're

[41:13] clicking on when they get to it. So they're not just having to go find out, right? You're going to have

[41:17] the ability to change the privacy options of the attachment as well, but the default,

[41:24] So, once you publish your agenda packet, these three six attachments will be a part of the public practice of the public concealment, right?

[41:31] If this one here is something that we don't want the public to see, we can change it to be confidential.

[41:36] So, that means it will not show up on the public side. It will only be available in that council packet we talked about before, okay? You can do that.

[41:45] The other option you have as well is to make it hidden.

[41:50] So it's not on the agenda. So why would you do that?

[41:52] A couple of places that we work with will have like the tracking sheet that they always use for all the items once it's going to the workflow chain.

[41:59] And they want each of the recipients and the approvers to basically go in and leave their comments to track changes and stuff like that.

[42:07] Once the item is done, then we can either delete that attachment, which is going to be that last tracking sheet or if you want to keep it.

[42:13] It will be here, but it will only ever be here.

[42:15] It will not be on the public side, it will not be on the council side,

[42:19] it will never be on the way, but it will not be on our website.

[42:20] It will just live here, stuck to you, okay?

[42:24] We can always add more in, we can come back and do that later.

[42:27] So now one thing to talk about with the attachments is how many can you have, right?

[42:30] Is there a limit?

[42:30] So as far as how many attachments you can have, there is no limit, the only limit we give you

[42:35] is each of these individual attachments cannot exceed, or should I exceed 100 banks, okay?

[42:41] It's a pretty big file.

[42:42] If you try to take something that's larger than that, what's going to happen is, when I click create, let's do that while we're talking.

[42:49] When I click on create, it's going to go through the most serious adding the logo there, it's putting the attachments together.

[42:55] That didn't take too long, right? Now those attachments were too big.

[42:59] If you have an attachment that is that big, that logo will spin, it'll spin, it'll keep spinning, and then when it stops, these attachments are not going to be there.

[43:08] Okay, so it's not going to let you do it.

[43:09] If you have an attachment that's bigger than that,

[43:12] we recommend that you have Adobe Perl,

[43:14] so you can split it, or if you have that image

[43:17] or document hosted somewhere, added as a link,

[43:21] solves your problems, right?

[43:24] Now that we've done that, though,

[43:25] let's look at what happens here.

[43:26] On the top, we have that card.

[43:28] We've seen this card before under item.

[43:30] We're going to give us the status number.

[43:34] And we change it, remember, we change the ID numbers

[43:37] to reset for 2022. This is the first one. Congratulations. Did this together. Here's the title.

[43:43] Here's the version. Here's that toolbar. Here's the number. What else? What I'll show you here.

[43:50] On the bottom now, with detentrance, they're no longer pending. They're actually a part of the

[43:54] item here. It's going to show you the time and date that it was updated and last modified.

[43:59] Now, the first time, those two fields will be the same. If we come in and change something here,

[44:06] Let's just say, it's December 21, not 2021, kind of a member.

[44:13] If I change that and update it, it'll show me on the bottom, we have some unsafe changes.

[44:18] I'm going to recommend that you save it, okay?

[44:21] Once I do that, you'll notice that the modified time changes, okay, tracks all of that.

[44:25] If you wanted to have the public attachment to be on top of the private ones, which is a good

[44:30] idea,

[45:00] You can do that. If you want to come back in add another attachment or two, go for it.

[45:06] Say if I have something else, I haven't used it in a while.

[45:11] There you go. Let's do that. So it adds it as an appending upload.

[45:15] I can come in and add it. It'll add it to the bottom.

[45:21] Okay. Let's see if it. I'd like to keep the head of stuff on the bottom here. Just to be safe, there you go.

[45:27] So you can do that, right? If I wanted to come in and maybe one of these attachments doesn't need to be here, okay?

[45:33] This one here, it's no longer a titrant number two, I can delete it, okay?

[45:37] Same thing with the item, once you deleted it, it's gone for good, but you can always go back in as long as you have that document saved,

[45:43] you can always put it back in, not a real deal breaker there, okay?

[45:48] As far as the item itself up top, we have the item title here, all that stuff here, we have the discussion tab.

[45:53] This is going to come into play once we get into the work, which will be really soon.

[45:58] On the left, we have our toolbox.

[45:59] Let's talk about that.

[46:02] The editing item button basically will go ahead and lock it.

[46:05] So when I lock it, I can't do anything to it.

[46:08] Everything's kind of locked.

[46:10] I can't change anything or edit or add to it.

[46:14] I can just lock.

[46:16] Only people that have admin permissions or agenda coordinates can lock it.

[46:20] Draftors cannot.

[46:21] Even if it's their item, they want to lock it.

[46:23] can't have to go to the admins or coordinators to get them to lock in. This one here, let's

[46:28] talk about that for a second. On our call yesterday, there were a couple of settings that

[46:33] I said, we'll talk about more tomorrow. This is one of them. So two approves, okay? So after an item

[46:41] is drafted, depending on who you are, you'll see this button or you won't, okay? Right now,

[46:47] we have a set where only people that are agenda coordinators in above, so that that role and

[46:51] admin will see it. So any draft or will not see this button. Okay, they won't have the ability.

[46:57] What you would do with this is if you click this button, it does two things. It says approved and it locks it.

[47:03] So typically, when you approve an item, when you do the workflow of an item, the last stage kind of puts the approval process on it.

[47:11] Once it's done, it does those two things. It's really just kind of saving you from having any kind of somebody coming in later on that shouldn't be able to, but opening up an item and changing it.

[47:20] Right. We wanted to be locked. It's locked for a reason. It's for your own protection. Okay.

[47:26] So you'll have the ability here under admin and it's settings to either increase that permission to admin only or make it less to draft or own an above. And at that point, I really wouldn't recommend doing that because at that point, everyone can be able to just support their items that they want to. Okay.

[47:42] But you can't if you want to. So this one here is a cool feature. And so is this they kind of do the same thing, but it's different. Let's talk about that. So

[47:49] If we have an item, say this is item from last year and we found out we want to go Christmas is coming again.

[47:55] We want to go through and add more practices, right?

[47:58] If I go to here, let's go back to the draft at the item tab.

[48:04] I can come here, find an old item, like I think yesterday we did the one with the pig.

[48:07] Or if this is item that I want to go ahead and duplicate, I can come in hit this button.

[48:12] It makes a brand new item. It will have the number two.

[48:16] Just like that, right?

[48:18] If I want, I can come down, it's going to keep it to the same meeting though.

[48:22] It's basically carrying out a cross.

[48:24] Maybe for this one, we'll pick a different one.

[48:28] Let's pick a January, right?

[48:30] Different meeting body, okay?

[48:33] It also carries across all the attachments, which might be good for you, might be bad for you.

[48:38] That's the way it is.

[48:39] It's going to take everything that was there and carry it, of course, if you wanted to

[48:42] lead it, you're deleting it from this item not from the previous one, which is nice, okay?

[48:47] back to the original one here.

[48:54] So that's a duplicate. It's really made for items that were

[48:57] used a while back that have a lot of the information that you need going forward so you can

[49:02] just come in and make a carbon copy of it and not have to build the same item twice or three or four

[49:07] times. Okay, so a new version, so what that would be. So this is a purchase. It's usually going to

[49:27] be

[49:27] find the first one here. There you go.

[49:33] Something from back in August, right?

[49:34] If I want to come in and take this item here,

[49:36] it was on the council meeting of August 24th.

[49:40] If I make a new version of the same item,

[49:43] the number of top is the same.

[49:46] I can come in and change the title to say second reading.

[49:55] It's a very specific word, basically.

[49:58] So now it's going to assume this...

[50:00] I have to put it to a different meeting. Maybe the first one was coming from the plan and commission, and now it's going to the final meeting, which is for the city council regular meeting.

[50:08] Do that from the 23rd.

[50:14] Or actually, I think we have a section that says ordinance is yep.

[50:20] I've got a couple of fields that are required by apologies.

[50:26] What else is there?

[50:34] So the main reason why you do this tool as opposed to this tool is really just for ordinances, right?

[50:40] So if you have an ordinance typically the ordinances are not one and done, they usually will live on multiple meetings, right?

[50:45] So if you have the meeting for the first, I'm sorry, the first meeting for the ordinance and at that meeting is that you know what?

[50:52] I'm going to just come back in after the meeting's over.

[50:55] I'm going to take it off the August meeting and I'm going to put it on this a timer meeting.

[50:59] Can you do that? Yes, do I recommend that? I don't. The reason being is if I go back to the August 24th meeting in peak and try to look at that item

[51:07] I will not say it there'll be no reason for it to be there because now it's on the next meeting

[51:11] Okay, it's not going to just take it from one of move it to then she'll have to go back and place it there yourself

[51:16] But at least if you leave it as the original version

[51:20] You'll be able to go back to the meeting here and August to see the item there

[51:23] But you can come into the item here and look at it in the specific spot

[51:27] And you can also check the other version of it.

[51:30] They both live in the same place that I speak.

[51:33] But if you come in here,

[51:36] this is the one that we just made a new version of.

[51:39] And let's see, which is number 12.

[51:43] Should be down here.

[51:45] It was all the strength.

[52:07] There you go.

[52:08] So we found the first one here, right?

[52:11] If I come in and find the first one,

[52:13] I can also look at the second one.

[52:15] So everything's in the same spot.

[52:17] But it's in a different place, that makes sense, right?

[52:19] So it's going to be easier for you to do that.

[52:24] Any questions on the duplicate option or the versioning?

[52:41] It's a quiet, isn't it?

[52:43] All right.

[52:48] Basically,

[52:52] if you use the version option for a first and second,

[52:55] but then also a duplicate to copy both, that's a great question.

[52:58] I don't think so, no.

[53:00] So this one's only got one version, let's make another one.

[53:05] It's a great question.

[53:07] Let's give this one a different meeting,

[53:13] okay?

[53:15] So if I come back and enduplicate it, let's see what happens.

[53:21] Nope.

[53:21] So it's just duplicating that version, the most recent one.

[53:25] If you duplicate it the first version, it would give you that.

[53:27] If you duplicate it the second one, it gives you that.

[53:31] Your question.

[53:33] I don't think that's ever been asked.

[53:34] Good one.

[53:36] Um,

[53:39] so it's really like, you think one of these is right or wrong, it's whatever you know,

[53:42] work best for you. Some places don't use ordinances to the new version until probably

[53:46] will not be ideal. I get it. This will do the trick every time. It just keeps it in a different

[53:50] spot, right? One thing to note while we're here talking about these two things, like it's got to be

[53:56] to, now it says v1. Um, on peak, uh, I'm sorry, on the agenda, it will not show v1 or v2.

[54:06] That's

[54:07] One thing to note as well is when you make a new version, it will lock the previous version.

[54:11] So if you're an admin or a coordinator that's not a big deal because you can unlock it, but if you're not an admin or a coordinator, you need to get someone to unlock it for you.

[54:18] The reason being, usually when we're making a new version, we're not using the old one, so there shouldn't be any to go back into it.

[54:24] So we lock it.

[54:26] Okay.

[54:27] So one thing to talk about that with the versioning and the duplication is we have the item details, which is basically what we did before.

[54:35] After that, approval status, we're going to talk about it in about three or four minutes.

[54:39] But this thing here, the INF history starts. As soon as you click on that big green button,

[54:43] the bottom says create, history is created. And it tracks everything. Whether it's removing

[54:48] attachments, changing the name, or anything like that, it tracks everything that you've done.

[54:53] Now it says unknown, to a little bit hurtful. I like to thank people, know me, right? That's me.

[54:58] once you log in

[55:00] In the round, it will have your evenings. It's just not way now because, like I said, we're sharing

[55:04] superiors of account among many different meetings and meetings. Meet different sites. It's just

[55:10] easier to track that. So we know that that's us. There's no way to come in and make a change and

[55:17] save it and not have that be a part of the history. You can't undo your tracks of cover your tracks,

[55:22] whatever it is, erase your steps. It doesn't do that. If you delete the item, of course, you're

[55:26] the lead all the tracking there, but if you have the item in the history in the system, it'll show everything that you've done.

[55:33] What's nice about the versioning part two is with the approval status, we're going to be able to come in and select the workflow and review it, right?

[55:42] Maybe the first reading of that ordinance for whatever it was before, it requires a very basic level of review.

[55:48] Okay, three. Once that's done, once we get to the second version, maybe that version includes another financial component, and we need to have a different level of review.

[55:58] That allows you to review each of them individually, but still have the item kind of be together, right?

[56:04] So if we have, let's go back to the first version, and let's say we approve this one, right? That's approved and it's locked.

[56:13] second one still in draft has been touched right so it's nice let's you do all

[56:19] those things there for you let me just lock it so that back to draft okay

[56:25] um history versioning viewer gender so the viewer gender will be there for you if

[56:30] you have access to the agenda that means you're gonna go to coordinator or an

[56:33] admin that button will be there for you to click on other ones that would be great

[56:37] out it brings you right to that agenda item right there okay let me go back to

[56:47] So if I go back into here, I can also turn the cover page off, so I do that, no cover page.

[56:54] Right, that just means on the agenda, it's not going to produce that.

[56:57] The download button will let you produce the cover page so you can kind of see a sneak peak of what it's going to look like before you send it out.

[57:04] For a view, we'll put it on the agenda. If you do the cover page, you have three choices.

[57:07] If you do dot PDF or HTML,

[57:12] okay, not going to recommend anything but PDF, but if you want to do the other two, you can.

[57:18] So this is our template, so yours is going to be different, I'm sure you look a lot nicer and cleaner.

[57:23] Got our logo, staff and port is hard-coded, the agenda item number, all the information is coming in, right, whatever you put in there, which is nice.

[57:31] You can do it in word.

[57:36] It's not going to let you publish your word, so I wouldn't recommend doing it, it's more

[57:39] of you just want to see something to make sure that it looks okay, but it's not going

[57:43] to change anything in the system when you do that, so I wouldn't recommend spending much

[57:47] time in there.

[57:48] And even sometimes the template that you're using, it looks a little bit off, like it shouldn't

[57:52] have this, it shouldn't have that, that looks a little bit weird, the templates built to produce

[57:56] PDF. So if you're going to use Word, expect a little change in the formatting there.

[58:03] Another reason to not use it. And here's HTML.

[58:07] Right there. Makes a little bit more tabbed over there, but you can do it.

[58:12] Right. Now when you go to do the item packet, think of that as the agenda packet, but just for the item.

[58:19] Okay. It's going to give you that same one page agenda item cover page.

[58:22] But it will also include all the other attackers that are there that you can see so we have a public version and a council merge. So let's do that. Let's give it a second to do its thing.

[58:44] Okay, so this one should be at least one page.

[58:48] We'll quite a bit more. So we have the first page here.

[58:51] At the end of the first page we'll begin what we call the packet part. So each of these links or bookmarks are pay. Oh hey, this is Jack.

[58:59] There you go. Look at that down. There you go. Each of these bookmarks is basically page one of something else.

[59:06] All right, so you can see that here. Right. So this is 15 pages now.

[59:11] If we do the Council packet, it should be at least a 15 pages. It could be more because if I'm not mistaken, some of those attachments were private or hidden.

[59:20] So the hidden ones will not show, but the private one shows. Let's see if it's more than 15 pages.

[59:29] So we have the same stuff we saw before,

[59:34] right?

[59:34] But this one here before was not a part of it.

[59:38] Distribution list from another place that I work with.

[59:40] It's got like 35, 40 pages of stuff here.

[59:43] So it's going to show you that, right?

[1:00:00] Not showing either one of those packets, because it's only going to live here. You can only see it here. If I want to open this up and see it, I can click on it to download it.

[1:00:09] Here, I don't even remember what this one is. That's another set of minutes from before. Cool. So, a lot of drafters will not need to do this, but if they want to see what it looks like before they send it out for review, that's what you can do.

[1:00:22] Okay. The next thing we're going to talk about is the workflow before we jump into that

[1:00:26] if anyone has any questions.

[1:00:35] So the workflow, which we didn't look at at all yesterday,

[1:00:38] lives under admin and agenda items and item approvals. Okay. So most of you, let me check my

[1:00:44] from my good friend Larry's side again. See if she's got anything to set up and if she doesn't

[1:00:49] it's okay.

[1:00:54] Perfect. This is what you'll see when you first commit. We don't build it for you

[1:00:57] because we don't ask you for that ahead of time. That's something that will simply go through

[1:01:01] during either this training, which usually will do it separately

[1:01:04] because there's 20 people in the call,

[1:01:05] we can't go through all of it,

[1:01:07] but it's a very specific topic for certain places.

[1:01:09] Some places on this call might not use workflow at all.

[1:01:12] Some places might have a 15 stage workflow

[1:01:15] with 30 people in it, okay?

[1:01:17] Let's meet in the middle.

[1:01:18] So when you come in for the first time,

[1:01:20] it'll be blank like I just showed you here

[1:01:22] on the agrosecond, right?

[1:01:24] When you're coming in, you have the ability

[1:01:25] and I say you as an admin,

[1:01:27] the only admin can do this.

[1:01:28] If you want to build your own workflow out, click on that.

[1:01:33] Just give it a name.

[1:01:35] You can say, see, finance, committee items.

[1:01:49] So now, when you're building the workflow out,

[1:01:52] you have the ability to have the workflow assigned

[1:01:55] to a specific user, okay?

[1:01:58] It's got to be a user or a department, okay?

[1:02:01] So now there's a reason why I don't recommend doing

[1:02:03] either of these specifically this one and I'll show you in a few minutes, okay?

[1:02:07] But if I only wanted people from say the finance department to see it, that's a good idea, right?

[1:02:12] The descriptions of if you want to put like only uses for finance that's up to you.

[1:02:16] So basically the workflow goes in stages or phases or levels, whatever you want to call it, right?

[1:02:21] So we have a pencil marker here, we can say stage one, finance,

[1:02:30] director,

[1:02:33] review, okay?

[1:02:35] You come in, you can hit the plus sign here.

[1:02:37] It'll let you add any approver that you want.

[1:02:41] You got David.

[1:02:43] If you want to add a second person,

[1:02:44] it would be there are two directors.

[1:02:47] Got Jonathan here.

[1:02:49] Do that.

[1:02:51] And let's see another stage here.

[1:02:52] Let's just see what's next.

[1:02:53] Stage two

[1:02:57] to the manager.

[1:03:00] Usually there's just one of those, right?

[1:03:02] We'll come in.

[1:03:04] Think Amy's the city manager, right?

[1:03:06] So let's just see Amy has the liaison. She has a secretary or a person like a second demand and it's not days already there.

[1:03:14] And it's Heather. Okay, so Heather's going to get to get the same email that Amy gets.

[1:03:21] Heather will not be able to approve. She's getting the email literally as a courtesy. Okay.

[1:03:25] We can do that. One more here. I shall do two more.

[1:03:29] sure you want. Stage 3 is City Attorney with you. This one is the one I usually use as an example

[1:03:37] here. Let's do that. Let's add one more stage.

[1:03:44] Now as let's do stage 4, I can't talk about two things.

[1:03:47] Clerk review and approval. I'm going to find all of you. All right. So if you want to have

[1:03:56] yourself as the clerk in there on every item as review, you definitely can. You don't have to,

[1:04:01] But if you want to, you can, okay?

[1:04:04] And the reason why I say you don't have to is because, you know,

[1:04:07] people are coming in and building these items,

[1:04:09] and they're attaching it to the specific section

[1:04:11] that's gonna be there.

[1:04:12] When you come in and you see the finance agenda meeting,

[1:04:17] which, which many will come up with, hold on a second.

[1:04:22] February had to far hold on, let's go back here.

[1:04:27] January 19th.

[1:04:27] But if I come back in and click on January 19th, okay?

[1:04:33] You know, I'm coming, I see the items here and I can make the decision of whether they stay or grow.

[1:04:38] So if you want to come in and take a look at them, you can open them up and take a look.

[1:04:41] If you want to be able to see the workflow go through all the stages and you have the last say, then you can do that.

[1:04:47] It's totally up to you.

[1:04:49] It's to finance committee right here, okay.

[1:04:52] So this is built that like that. So there's a reason why I left this stage blank, right?

[1:04:56] So a lot of times with the attorney, you might have, you know,

[1:04:59] Thank you.

[1:05:03] So when I go to approval status, if I wanted to find that workflow, I'm not going to see it. Okay, the reason why you don't see it is that I don't have as a user. I don't have a people profile, right? But I do. If I go in here and let's just say.

[1:05:20] And then basically I get one here, she's Betty here.

[1:05:24] So Betty, that just worked out.

[1:05:25] Betty's got finance.

[1:05:26] So she would see the workflow to choose from,

[1:05:29] but I can't, right?

[1:05:30] If somebody comes in and say Aaron,

[1:05:33] Aaron does not have a department in his dropdown.

[1:05:35] So when it's turned to pick an item to review,

[1:05:38] that workflow will not be able to be selected

[1:05:41] because the approval process is waiting for them to select.

[1:05:45] It's waiting to be connected to that particular department.

[1:05:47] And that's why I don't recommend it.

[1:05:49] if you do this now everyone can see it. If you're going to have your workflow based on the

[1:05:55] department which is a very popular process and the people from those departments will only

[1:05:59] ever submit from that department then it's going to be definitely something I recommend doing

[1:06:03] because what you would do is after you build the users in there a while you're building them

[1:06:09] assign them the department to do it's supposed to be. So if they're always going to be in the

[1:06:13] finance department it'll kind of make the list a little bit shorter for everybody and let them see

[1:06:17] the ones that are supposed to see and not the ones that they shouldn't see.

[1:06:21] Now, being that I just change that one to be every one can access it, I can come in here,

[1:06:28] click on approval status,

[1:06:31] if I find the one here, this is the one that I just built out,

[1:06:35] right, and I can hit this button right here.

[1:06:37] So all that does is it kind of locks it in place, it does a few other things to notice now,

[1:06:41] I have the icons here.

[1:06:43] So as a director, as an admin, as a coordinator, whatever it is, when I'm doing this here now,

[1:06:48] I'll be able to change this workflow if I want to.

[1:06:53] So this looks good.

[1:06:53] This looks good.

[1:06:54] But now I need to put in the workflow for the city attorney.

[1:06:57] Otherwise, I can't start it.

[1:06:59] So if I come in here, now I know for this particular item.

[1:07:02] The other two attorneys are on vacation.

[1:07:04] This one's at a conference.

[1:07:05] Let me use Natalie.

[1:07:07] Good person, right?

[1:07:09] Once I do this, if I click this button, then the workflow starts.

[1:07:13] So I'm not going to do this because these people don't have real emails.

[1:07:15] I'll come back to that in a little bit.

[1:07:17] But that's kind of how it goes.

[1:07:18] You can do that, right?

[1:07:19] So let's remove this template.

[1:07:22] They have brings us back to here.

[1:07:23] I can come and select a different one.

[1:07:28] Take the one here.

[1:07:29] Let's try to find the one.

[1:07:32] Thanks, that's how they're all done.

[1:07:34] I have a couple of different here.

[1:07:35] Go to test.

[1:07:38] You mean me, you mean me?

[1:07:39] Yep, okay.

[1:07:40] So this one here, I'll use,

[1:07:41] and I'll show you the reason why I have it set up differently here.

[1:07:44] Turn it to 20, same thing.

[1:07:45] Here's the thing.

[1:07:46] Maybe this particular item

[1:07:47] It doesn't need a time to turn it review, right?

[1:07:50] This particular item is the one that we're using,

[1:07:52] not the other one that we picked out here,

[1:07:53] so you want to change it around.

[1:07:55] If you want to have this person go like that, do it.

[1:07:59] And once you're ready, hit the button.

[1:08:02] When I do that, couple things happen.

[1:08:04] Now it's in review, and even though that's me, it's not.

[1:08:08] So let me, let me log out, because I have a couple

[1:08:12] of different profiles here.

[1:08:16] Let's see,

[1:08:19] and I should be getting an email, I'm sure I've gotten several, since we started.

[1:08:25] Let me see, I got two different things I've got to have my work email and I have my personal.

[1:08:30] Let's see which one of them gets it.

[1:08:34] Perfect. So this is the email that you'll get.

[1:08:37] Okay, no reply, pick a gender, so don't go reply.

[1:08:40] It's sending it to me, hello, mini-cancer, purchased over 25, that's the item type, right?

[1:08:45] Here's the item number. It tells me who submitted it, right?

[1:08:49] I didn't put somebody's name in that particular one.

[1:08:51] That's why it's showing my name.

[1:08:52] I support the target meeting for this item

[1:08:54] is the finance committee meeting on January 19th.

[1:08:57] The description is as follows.

[1:08:58] That's the link to the item.

[1:09:00] If I click this, it brings me right to it.

[1:09:04] And I happen to be logged in as that person,

[1:09:06] but I want to show you the beginning piece here.

[1:09:09] So I'm not here, but here, close out.

[1:09:13] So when I log in as this person now,

[1:09:15] I don't have 2,800 items.

[1:09:17] I just have the one that I created, and I can show it to you.

[1:09:21] The other two fifth gear here, this is mine.

[1:09:24] If I go back to the dashboard, here's the two that's waiting for me to approve.

[1:09:29] This is the one that we're talking about right now.

[1:09:32] I can come in, I can edit it, we're on version one, notice I can't lock it.

[1:09:38] I can't do it because they're already on that other version here.

[1:09:41] But I can come in if I wanted to make it bold and save it.

[1:09:48] Let's see here.

[1:09:53] I think it's because I had different people in there.

[1:09:55] If I wanted to change this, maybe it's not as big of a purchase.

[1:09:58] We can knock it down a little bit.

[1:10:00] All right, cool. When I make all these changes in the history, instead of it saying on known, there's still say that, but now it's about what I did. Different manning, right. I also have this button right here item looks good.

[1:10:16] made some basic and I

[1:10:23] just put my initial limits to habit. The comments that are coming here will be everyone can see. You can make the comments about a specific attachment or just the item itself.

[1:10:34] So this field here is really for two things. It's one of them is for that and it's kind of if you want to get into rejecting and I will talk about that in a second.

[1:10:42] So, when I come in, I made those changes, I'm able to do certain things without everything.

[1:10:48] The approval status will show me now that even though it's level two, it's stage one.

[1:10:53] I'm able to come in, I got the green sums up, so if I want to approve it, just click that button.

[1:10:59] If I want to delegate this approval process to somebody else, I could pick somebody else and click that button.

[1:11:06] It would send them an email, letting them know that they're able to go in and approve this item when you're ready.

[1:11:11] I can send a reminder, maybe the process is taking too long, it happens, right? Send it out.

[1:11:18] Or if I wanted to edit this stage, I can't delete a user or an approver until I have a second one there.

[1:11:29] Once I have Heather in there, then I can delete many.

[1:11:32] I'm not going to do that, but if I wanted to, I can.

[1:11:34] Basically, each stage needs to have at least one approver.

[1:11:37] Or an FYI, it's going to have somebody in there, you can't leave a blank, right?

[1:11:40] So, the one thing that you're not seeing is the red thumbs down, right?

[1:11:44] Pete does not like to hear the word, no.

[1:11:46] There's no way to reject it.

[1:11:47] If you want to reject it, leave the comment here.

[1:11:50] So, what happens?

[1:11:50] We're at stage one.

[1:11:52] I left this comment there.

[1:11:54] I should have gotten an email.

[1:11:56] Let's see.

[1:11:58] Let's check it out here.

[1:12:04] Let's check my Gmail.

[1:12:09] Here's a comment.

[1:12:11] So, it's going back to this person here because this person is the one who drafted the item.

[1:12:16] He's the only one that's getting it, right?

[1:12:17] If I go back to this item, not this item, but this item, and say I approve it, right?

[1:12:25] When I approve it, it's going, ooh, so I don't have any pressure.

[1:12:27] Like at this point now, the item is not mine. I can't do anything to it, right?

[1:12:32] I only have one item to approve. If I go back to the item's tab,

[1:12:36] that's the previously approved, I now see the eye.

[1:12:40] At that point, I can't really do anything to it. I can't even look at it.

[1:12:46] I don't have access to it, right?

[1:12:47] So let me log out.

[1:12:51] Let me log back in as this guy. Sorry for all the back and forth.

[1:13:02] So the email that goes out goes to Amy. Amy's not on this call. Amy's not a real person in here.

[1:13:08] She's a real person, but just not on this site. So I'll see the history here.

[1:13:14] Okay. And if I go to the approval status, I have a couple options. I can't approve it because I'm not Amy.

[1:13:20] I can't delegate it because I'm not Amy, so it's hers item to do or not to do and in order to have the comments here even though it's the same person as a different person last name, whatever.

[1:13:31] I'm not able to edit or delete this person's comments because it's not my comment sorry I can come in and say skipping, skipping, Amy,

[1:13:44] to move, I don't belong.

[1:13:47] Okay, do that.

[1:13:51] So now what's going to happen is when I skip the workload,

[1:13:54] it's going to take it out of Amy's possession,

[1:13:56] and send it to my friend Sally.

[1:13:58] I have Sally's log in too, so don't worry.

[1:14:00] It shows me that here and that's cool.

[1:14:02] So the email that I should be getting

[1:14:04] should be coming here.

[1:14:06] There you go. That came pretty quick.

[1:14:08] So it's going to Sally here.

[1:14:10] All right.

[1:14:12] Last time I should be able to log out here.

[1:14:22] Okay.

[1:14:23] So let's just say it gets to Sally at stage three and there's something about it that you

[1:15:00] She can come in and make the changes yourself and then make the comments you're letting people know what they didn't do right.

[1:15:05] Or if you want, what's for the matter? You can do that. She can send it that way there. Or she can make the comments here and send it back to those people. Or she can approve it.

[1:15:17] Now, when I do this at stage three, even though it's at stage four, people at stage two and stage one will get the email as well as a drafter.

[1:15:24] So if you're at stage one, and you'll leave your comment, it's not getting sent to people

[1:15:29] at stage just two, three and four.

[1:15:30] It's only going from that level back, so it's where the people at head of us are not getting

[1:15:35] incoming you.

[1:15:36] So if something's got to get changed, it just goes to people that are supposed to be able to

[1:15:40] change it.

[1:15:41] If Sally here, at the end, wants to have something change, she can leave the comment here, please

[1:15:46] add this or that, or she can go in and do it herself.

[1:15:49] Depending on how you have the system set up, each place is different.

[1:15:52] Some places might not have it where, right, so this particular place, my new friend here, right?

[1:15:59] They will not be able to have a proverse edit the item, so they'll have to leave a comment.

[1:16:04] So they can't make any changes to it. You have the ability to have that honor off, it's up to you.

[1:16:09] Okay, but together to the next stage, that's what you have to do. Now, this person got to email as well.

[1:16:17] Oh, there's that. This one here, the email is information purposes only.

[1:16:22] So, if I logged in as Mani, the other Mani, not Sally, I'd see the items here, but I wouldn't be able to do anything to it, because I'm not Sally, okay.

[1:16:34] So let's just say I want to go ahead and approve it.

[1:16:39] Once I do that a couple of things happens, it takes it out of my possession there, I get it.

[1:16:43] It also changes it from three items to two that I have to approve.

[1:16:48] Let's go back last time here.

[1:17:01] So, that item is now approved.

[1:17:09] Okay, if I come back in, it's locked.

[1:17:12] Once it gets approved, it automatically locks and shuts down, right?

[1:17:15] And then I can go in here, and I can see who did what?

[1:17:20] That little ugly green color there, whatever.

[1:17:23] And I can also see who did the approval process, right?

[1:17:26] And at that point, it's done.

[1:17:27] Now, what's nice is version 2 has been touched.

[1:17:30] There's nothing about it that we haven't, we've done yet, we can leave it, we can do it up to you.

[1:17:35] Now, if you've done the review and you want to go back in and change it, because something about it was wrong.

[1:17:41] There's been an amendment as well as it's a pretty big deal.

[1:17:44] If you want to come back in and remove this template, you can, it's going to ask you to confirm.

[1:17:51] And it puts it back to where it was before and you can pick a different workflow if you need to.

[1:17:56] So there's no way like once you started if it's got three stages, you can always come back in and add another stage while it's going that's fine.

[1:18:03] But once the workload is complete, you can't add more on top of it. You have to take it out and basically implement another one.

[1:18:10] Or if you have one before get to the last stage, just add the extra stage or stages in there, so they can see it.

[1:18:18] Now even if I do that and I just did, it also unlocks it again.

[1:18:22] The workflow that was done by these three fine folks are still there.

[1:18:27] It's just saying to listen, this person send it back to draft, because it may be with just something else about it.

[1:18:33] Maybe it doesn't even need to be approved.

[1:18:36] You just want to set it to approved and lock it and we'll get it.

[1:18:39] So you have options here.

[1:18:42] As far as the workflow goes, that's kind of the main main instrument.

[1:18:46] Anyone have any questions?

[1:18:47] I think about that that didn't make sense, but you want to see again, anything like that.

[1:18:53] Anything at all.

[1:19:08] So we still have 37 minutes left.

[1:19:12] It's not much else to go over drafting wise.

[1:19:15] It's anything else you want to see again.

[1:19:16] We can go over any questions that you have with the cover it.

[1:19:19] Anything about building local is that we could talk about that as well.

[1:19:23] You tell me and we'll go from there.

[1:19:26] Kind of think about having any questions.

[1:19:27] Let's talk about the item.

[1:19:28] Let's go back in, let's unlock it, see,

[1:19:36] attachments.

[1:19:36] Was there a limit to how many attachments we can have on an item?

[1:19:41] Yes or no,

[1:19:50] text one.

[1:19:51] Do you remember the size, Aaron?

[1:19:53] Or anybody?

[1:19:56] Nice, good job, good job.

[1:20:00] Let's see, let me go to version one here in version two.

[1:20:05] Okay. So what we usually recommend to, like if you have a dozen

[1:20:09] attachments, I usually recommend keeping the ones that are counsel documents towards the bottom. Right.

[1:20:15] The reason why I say that is, let's find one that's got more attachments here.

[1:20:25] Let's try.

[1:20:27] So if we add this item to the agenda and there's one, two, three, four, five, six, right. This is good.

[1:20:32] this one's in the middle here, let's take this and go to the agenda, let's download the packet

[1:20:42] to see if I'm doing it right.

[1:20:53] So usually it's easier to have the hidden and private ones

[1:20:55] to be the last attaches because some of these attachments are going to get numbers on it possibly.

[1:21:01] Let's see. Let's not create one to get this one, no matter.

[1:21:08] That's a big deal. So depending on how the attachments are set up, it's easier to

[1:21:12] nice to have them in that order. Just so we know that these the confidential ones are there.

[1:21:18] Let's do this.

[1:21:25] Some places have something in there where the attachments get like the number or letter.

[1:21:29] And if you have them in order, but some of them are hidden, it'll have like one, two, four,

[1:21:33] one, two, six, something like that. Where's it? It's trying to give you some tips of the trade here.

[1:21:39] see doesn't have it. Okay, not a big deal.

[1:21:48] I'm going to take what I'll say to go over with you here.

[1:22:02] Sisterly comments are up here cover page.

[1:22:08] So anyone think of any custom fits they'd want to add. They would think of where you think

[1:22:13] most of this will what we have here is good enough with just the basic item template.

[1:22:18] What

[1:22:20] do you think? A lot of this, like this one here, we have two fields, three, four, we have five million.

[1:22:27] They're added in, which is great, and they're part of that. So if you're going to add attachments to me.

[1:22:32] If you're going to go into your site and kind of add some things to it.

[1:22:35] Definitely, I love to see that. You're going to add in a couple of fields.

[1:22:38] You can come in and create your item template if you want to create a second one that's fine.

[1:22:43] What we usually ask is that if you want to include any of those custom fields onto your cover page template,

[1:22:48] Let us know, because even though you're adding two fields in your adding into the template,

[1:22:53] it's not going to add that field or two or 10 to this template, which kind of fills

[1:23:00] in the rest.

[1:23:02] So, if you're adding custom fields, you don't have access to this.

[1:23:04] We do.

[1:23:05] If there's a field that you want to see, let us know, we'll add it to the template for you.

[1:23:08] And we can do that.

[1:23:09] You can't.

[1:23:10] Just keep us posted.

[1:23:11] If you wanted to take an attachment, keep an attachment.

[1:23:14] If you wanted to take an item template that you just built and delete it or make it an active, right, all that does

[1:23:22] is take it out of the view of the rest of the people.

[1:23:26] If I put it back, maybe it's seasonal, right?

[1:23:30] Now I can come back in and it's there, okay?

[1:23:34] If you delete it, you can do that too.

[1:23:38] Speak carefully because some of the items that are working with that had that template assigned to it

[1:23:42] might get conflicted and that might be a little bit of an issue, seizures better just make it

[1:23:47] inactive. That's why you don't see them there anymore. And I'm going to say the only people that

[1:23:51] can see these, well, the drafters can see this, but the only ones that can see all the templates

[1:23:56] are the people that have admin. So it's not as big a deal. Like I said, a lot of times less is

[1:24:01] more the one that you have as the default should cover all the bases. But if you want a specific one

[1:24:06] for the other other types of items, other departments or anything like that, you can do that.

[1:24:12] The question from my friend Victor, some of our items have what looks like a book as an attachment

[1:24:18] Like it's that big or looks like a polka matura

[1:24:27] Very big. Okay, so if it's that big if it's to the point where it's over the hundred megs and you can check it if I just looking at the

[1:24:36] size over here kind of go with that number do the conversion

[1:24:40] Then what I would recommend if you have it and if you have it saved

[1:24:44] Hosted somewhere is added as that that link here. So let's do that with this guy

[1:24:51] Let's take something up here and let's add a link, all right.

[1:24:58] So I'm not going to use that.

[1:25:04] So I'll just recommend taking this, the whole page if you want,

[1:25:21] sure it looks like on the web.

[1:25:24] So do that.

[1:25:31] All right, so if I download this agenda,

[1:25:37] okay, thanks Theresa.

[1:25:41] If I open up this agenda, here's that link when I click it, brings me right to that site.

[1:25:47] So if you have that, that attachment, that's that massive, if you have it hosted somewhere that's not like shitting behind some kind of firewall

[1:25:55] of protection, then I would recommend doing it that way.

[1:25:58] So all the other things, if you have something that's big,

[1:26:00] is try to compress it down, but then you're basically taking away

[1:26:02] some of the quality of the item itself, is to try to make it into a

[1:26:07] don't-probably make it a smaller document.

[1:26:08] So much of that's going to be a viable option for you,

[1:26:11] or if you're able to attach it, like I said here,

[1:26:15] to question, though, what else?

[1:26:19] What else with items here?

[1:26:22] Typically, the comments you'll see will, though,

[1:26:23] newest to first, if you want to go the other way, you can reverse it, that's fine.

[1:26:30] So one thing too, sometimes when you're looking here, it looks like you're having some

[1:26:34] of it.

[1:26:35] So, it looks like some of the text is cut off, even if you're in the agenda itself, sometimes

[1:26:41] you might have like a longer title, a couple hundred characters.

[1:26:44] If you don't see all of it here, don't be nervous, it's going to show on the agenda.

[1:26:48] This page here, like this piece will only show, I think it's like 200 characters, I might

[1:26:52] less, but I'll only show that. And even in the item cover page up here, item card, it's

[1:26:59] showing less. It's okay. When you get to the agenda on the web, it'll show the right stuff.

[1:27:05] Don't worry about it. People get nervous with that.

[1:27:09] You'll also notice you too, and I'll

[1:27:11] show you this more tomorrow. Obviously, when we do the agenda, we have the

[1:27:20] attachment showing

[1:27:21] as well. Some places don't like that. They want to take it off. That's up to you. We'll

[1:27:24] about that for sure tomorrow. A lot of options with the agenda to kind of play with and see what's

[1:27:30] easier for you. I think that's a lot to go over with these items here. If you have any

[1:27:35] of the questions, this would be the time to come through with it. If not, then I'll give you back a

[1:27:40] little bit of your day because I took almost all of your two hours yesterday, so I don't want to

[1:27:48] I'll ask for a minute, any left.

Peak Drafter Approver Session 2 - 12-14-2021 - Dec 14th, 2021

Agenda

Transcript