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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.

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Basically going to build items in peak.

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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.

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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.

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also great, unless we're for you, and that's fine.

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So what's nice is it is something that you'll have access

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because you're all admins, which we talked about yesterday,

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so you'll have the ability to kind of come in and set that up,

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get it created, and you'll also have the ability

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to make the workflow kind of more conditional,

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if you wanted to make the conditional based on certain departments

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and things like that, we'll talk about all those options here.

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We are recording this, you'll all get access to this later today.

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This session is scheduled like yesterday for the two hours,

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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.

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

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There's feel free to drop any questions that you have in.

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So let's go ahead and go through the PowerPoint here.

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

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We'll go through everything that they'll see.

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The permissions will talk about what they need to have access to do the process of drafting items.

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The walls are quite a problem.

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Okay. There's some of you smiling back at me. Nice to see you. Thank you. See you back there.

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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.

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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.

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but if you wanted to while you're testing and in any additional field to capture more information,

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

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that, we'll talk about discussing adding attachments to the items and all the perks about that,

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we'll save the item, we'll go over the toolbar that you'll see that allows you to do some editing

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and viewing over the things. People then go through the workflow process, so set it up and test

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

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

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in here for Q&A.

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If you have the Q, hopefully I have the A. Like I mentioned before, any specific questions

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

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tied down into six different departments of who's group is this and that.

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Send that email to your project manager and train to they'll be able to give you that better

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individualized response and stuff like that.

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So we are live, this is recording right now.

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We'll eat you at a copy this later today.

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Same thing, any questions that you have

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just pop them in there.

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Different picture from yesterday,

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trying to keep it lively for you.

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I put it to me some on and back at you.

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Thank you all for joining me.

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So let's go ahead and switch screens here,

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so I can show peek on my screen.

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And we'll get started, okay?

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Let me do this.

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And that, great.

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So if you guys could just come from,

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you can see my peak side,

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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.

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All right, so who wants to tell me that you can hear me?

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Excellent, thank you, thank you, I appreciate it.

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

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

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

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Right, so when we're logged in, it'll show us the dashboard here, the meeting calendar,

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we can go through all of that items that you've created, any item needing your approval,

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

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

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

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that helpful because a lot of times the drafters will have the agenda kind of locked down to the

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or hidden from them until they're in a final status.

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So this is kind of really more pretty basic, right?

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This is important to them because they'll have the items that they've created.

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And if they're in a prouver, it'll also be important because it'll show them the items,

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what they need to approve and how to get there.

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The meetings tab here will show you, like we saw yesterday, the agendas

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and meeting schedule for the next month or possibly longer if you want to go

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into the future, right?

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Great.

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Similar to the dashboard, this will not hold much, much, much enluster, if you will, for the

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

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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?

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

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

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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.

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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.

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This one is this one's not blah, blah, blah, blah, blah, blah, blah, blah.

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We'll see the V1.

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We talked a little bit back that yesterday.

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We'll talk about it more today.

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That's the version number of the item.

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This item doesn't have any texture to that's okay.

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This one does.

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It's got one that'll show you how many it's got.

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You can collapse it or expand it to kind of make your view condensed or more.

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I'm out.

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We also have the cover pages included.

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So we talked a little bit about that yesterday.

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If you remember from our last thing we talked about.

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We talked about it a lot.

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Do you want to include, I can't hear anybody but can you guys hear?

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That's good. Hopefully you can.

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It's not let me not try to make some changes to my audio here.

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I'll sit a little closer to the computer. Hopefully that helps.

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Okay. Thanks, Jordan.

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

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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.

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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.

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That's something we'll show tomorrow, but I'll show you the homepage today.

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

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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?

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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,

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and we duplicate it, just to make a new one.

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All right, so if I come in and just try to find the word

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PIG, there should be a couple of those.

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There, let's say,

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at least one.

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There you go.

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So here's the one, and this is the one that I basically took

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and duplicate it, right?

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So if we made this by mistake, we just put an extra one in here.

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No problem, fact, I'll see you on the other side.

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We can take this item here, delete it,

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and it's going to ask you to confirm,

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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.

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So think of that as a category resolution, proclamation, whatever it may be,

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permit minutes even better, right? So you can use any of these for, or you can stack them all

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

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which is great. You can do your searching up here. You can do more of an advanced search. We saw that

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

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

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So when you're in the items and you're building it, most of you out of the box will not

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see any extra fields you'll see all of this, title, suggestion, down to like the attachment

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and that's it, right?

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You're not going to have anything extra, nothing, no custom fields, right?

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So if you wanted to have a background, a discussion, a summary, a synopsis, things like that,

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different things that might not be a part of every place is a jurisdictions item, but for

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you it's important and you want to have that caption.

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you can definitely do that. You're able to search even for text within a custom field.

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So you got a lot of them, and we'll see that in real bit.

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So as far as that, the next thing to do is actually going to create the item before we do that.

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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.

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feeling okay, feeling good, did anyone have a chance to actually log into this, I guess today?

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I don't want to answer it once.

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Not yet.

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Okay, that's a problem.

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You guys are all busy.

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Like I said, we're doing these sessions back to back to back to back.

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It does take away from the time that you'll have to jump into the system.

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But all good.

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For a back.

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I've never heard that before.

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It's a waste of weight.

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You weren't able to just shut everything down and only work on peak.

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That's a shocker.

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So I'm sorry, again, hopefully you'll get some more time.

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How long is it coming?

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I'm sure we'll all be real quiet soon, right?

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Okay, so for the draft,

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what they're really gonna do more up in the night is come in,

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they click on create new and click on a gender item.

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Now, for most of you, when you first come in,

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you're just gonna see this one option right here.

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You're not gonna have the drop down.

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We talked a little bit about the yesterday.

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Let me just go in.

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I'm gonna use one from a new client that I have here.

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If it's okay, let's check it out.

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Just like that, right?

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So you're only going to see the one.

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It's going to have the basic information.

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Right here, right?

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All that stuff is there.

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Some of that stuff's in there.

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Cool, cool.

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All right, nice.

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So for us here, we have a couple of different options.

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And the reason why we have other options.

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We've built them.

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Absolutely.

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Thanks for sharing.

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The reason why we have these other options.

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You might not need more than one.

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And a lot of times they're first.

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We don't want to give you seven because if you only need one.

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why are we making extra stuff here?

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Let's just keep it simple, and let's add on it

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as we start practicing, that's the main thing.

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We don't want to overcompate it or stress you out.

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It's a pretty straightforward process.

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I think the more that you're in there playing,

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you'll see that as well, hopefully.

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And if not, then talk to me.

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We'll get you to make the show that way.

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When you're in admin under agenda items and item templates,

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you'll have here, we got a bunch.

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This is a test that we're just using it for random things.

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If I create a new one here, unless it's called a test item,

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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?

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When I come in, this is the one that you're going to see every time.

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

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Other templates that we have and you'll see what's up.

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is a template is using different fields.

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So if I come back in and I click on resolutions and ordinances,

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that'll have the same stuff up top.

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And I can't do anything to rename it or move it around

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or reorganize it and stuff like that.

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It's not optional, excuse me.

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But after Neo4j and dissections,

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I have a lot of other room here to add more stuff.

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So depending on what you need,

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you can have that one-size-fits-all that's got everything included.

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And just pick and choose the ones that you want,

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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.

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

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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.

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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.

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Okay, so that's what's nice.

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Doesn't have to be on the website if you don't want it to, doesn't be on your agenda.

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

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Let's just go into a basic agenda item.

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So the first thing you'll see, it says item template, it tells you the one that you're building.

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Okay, on the right side, you're going to see this confidential toggle switch.

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It's really all it is, right?

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00:14:03,560 --> 00:14:06,660
If I click here, it's going to put the confidential logo on it,

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so to speak the darkmark, if you will.

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And it basically will lock everything in here,

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locks on the right word.

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It will hide everything in here that you see from the public.

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What that means is when you go to the agenda on the web,

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the public will not see this item title.

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They will not see the stiff action.

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They will not see any of the attachment.

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It's totally confidential where you will see it.

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It actually gives you a little bubble tip here.

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It's essentially removing this item from the public agenda and agenda package.

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The only place you'll see it is in two spots.

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

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And also, I like to sleep, which is an app.

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We talked a little bit about that yesterday.

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We'll also talk about that more tomorrow.

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That's where you'll be able to log in with your username and password

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and see things that the public can't see.

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A lot of places don't use confidential for the item itself.

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but you really use it more so for the attack.

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

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All right.

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00:15:15,340 --> 00:15:22,760
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.

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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.

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So what you're typing in here is the title.

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This is what's going to show on the agenda.

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It'll show on your cover page.

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It'll show on your minutes.

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That's by the dawn.

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00:15:56,880 --> 00:15:58,580
If you want something else to be there instead,

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talk about that separately,

252
00:16:00,200 --> 00:16:00,960
but more often than not,

253
00:16:01,000 --> 00:16:02,800
the title is what people are coming to see, right?

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00:16:03,240 --> 00:16:04,640
This field that we're in,

255
00:16:05,040 --> 00:16:07,540
it's called a rich text editor field on RTE field.

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00:16:07,820 --> 00:16:10,380
It is able to be resized to make a little smaller,

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00:16:10,380 --> 00:16:14,220
little bigger, whatever you want to do. The one thing that it's not, it's not a war document.

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00:16:14,720 --> 00:16:17,940
Okay, so we'll talk more about what that means and what it doesn't mean in a little bit,

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00:16:18,040 --> 00:16:22,060
so I'm going to go through some of the other stuff. But this field does allow for a lot of

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00:16:22,060 --> 00:16:25,900
description. You can get up to 5,000 characters in here. Hopefully you don't have any titles that

261
00:16:25,900 --> 00:16:32,160
big, but if you do, we can take it. And you'll have the ability here. We have aerial 12 as the font

262
00:16:32,160 --> 00:16:37,400
size and style for this particular agency. This one here, my good friends in Niagara Frontier,

263
00:16:37,400 --> 00:16:43,800
they have time's room. So there are other policy you can use. We have them set up, if you

264
00:16:43,800 --> 00:16:48,340
remember, from yesterday's call, on the back end here, do you want to call this the back end?

265
00:16:48,860 --> 00:16:52,440
This is where that setting is set up, right? So we want to make sure that the documents all

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00:16:52,440 --> 00:16:56,540
of the same across the board. So whatever it says here, we also want to make sure it says

267
00:16:57,500 --> 00:17:01,840
that in here, but also on the agenda and the meeting, capital and stuff like that, right?

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00:17:02,700 --> 00:17:06,200
So you don't really want to come in and start changing this around, because we have the system

269
00:17:06,200 --> 00:17:08,540
set up a certain way, so it makes everything easier for you.

270
00:17:08,680 --> 00:17:09,760
That's the whole goal, right?

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00:17:09,760 --> 00:17:10,620
Make it a little bit easier.

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00:17:11,380 --> 00:17:13,500
But we do have the ability to make this more bold,

273
00:17:13,500 --> 00:17:16,480
if you want, if you want to make, say, some of it bold

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00:17:17,660 --> 00:17:19,960
and I tell us how, as you can do that,

275
00:17:20,740 --> 00:17:22,020
and if you want to underline some stuff,

276
00:17:22,140 --> 00:17:22,820
you can do that too.

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00:17:22,960 --> 00:17:24,340
So you can do all of it, you can do all of it.

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00:17:24,400 --> 00:17:25,820
It's really up to you.

279
00:17:25,900 --> 00:17:27,780
Whatever you do to this item here,

280
00:17:27,880 --> 00:17:30,940
it's going to show on the web and on your doctrine.

281
00:17:30,960 --> 00:17:31,980
So you want to be careful with that.

282
00:17:32,000 --> 00:17:33,020
Nothing that's bad or wrong,

283
00:17:33,040 --> 00:17:34,940
but just make sure that you're, that's what you want to say.

284
00:17:35,400 --> 00:17:42,180
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.

285
00:17:42,440 --> 00:17:44,360
You can add two green for you.

286
00:17:44,500 --> 00:17:46,940
You can make it a little bit lighter if you want.

287
00:17:47,320 --> 00:17:48,900
You can add two light, right? You can play around.

288
00:17:49,100 --> 00:17:51,040
This is not like the swatcher, but it kind of is.

289
00:17:51,340 --> 00:17:55,820
You can even come in with your own palette if you have the code of what you want to put there.

290
00:17:56,120 --> 00:17:56,860
Go for it, right?

291
00:17:58,080 --> 00:17:58,760
Whatever you want to do.

292
00:17:58,860 --> 00:18:01,900
Now, whatever you do here is going to show on those three documents.

293
00:18:01,900 --> 00:18:07,160
to just be careful. This just be mindful of that backwards look like. You can also change the background.

294
00:18:07,920 --> 00:18:15,440
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,

295
00:18:15,840 --> 00:18:22,140
there you go. Okay? Um, totally up to you. It's not going to remember that next time. So whatever you're doing now,

296
00:18:22,960 --> 00:18:26,000
is what's going to be there when you come back into this item. But if you build a new item,

297
00:18:26,120 --> 00:18:31,020
the red won't stay or the black won't be a different spot. It's all right there. Okay. So this title field,

298
00:18:31,020 --> 00:18:36,680
If you also have the ability to include a bolded list, when you do the dark circles, clear

299
00:18:37,420 --> 00:18:42,180
circles, or squares, see a question, you're holding me come back to that.

300
00:18:42,600 --> 00:18:44,680
I'll come back to you a question on what sectors I promise, okay.

301
00:18:45,360 --> 00:18:47,640
You also have the ability to include a number list.

302
00:18:47,920 --> 00:18:50,260
So you'll see that there are certain options here.

303
00:18:50,480 --> 00:18:51,440
These are the ones we have.

304
00:18:51,500 --> 00:18:55,600
It doesn't have the option for like a check mark or you know different dots at something

305
00:18:55,600 --> 00:18:55,820
like that.

306
00:18:55,820 --> 00:18:58,600
Whatever you see is what we have totally up to you.

307
00:18:58,600 --> 00:19:06,980
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

308
00:19:06,980 --> 00:19:15,920
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.

309
00:19:16,300 --> 00:19:17,920
My good friend Teresa has a question.

310
00:19:18,300 --> 00:19:26,740
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.

311
00:19:26,740 --> 00:19:32,520
So the answer to that, let me just go back into here, is no.

312
00:19:32,840 --> 00:19:35,480
So if you turn off the RTE capabilities,

313
00:19:36,680 --> 00:19:39,440
where is it? Right there, right?

314
00:19:40,160 --> 00:19:43,500
So if I turn that off, not creating the item,

315
00:19:44,080 --> 00:19:45,740
so these fields will not have it,

316
00:19:47,040 --> 00:19:49,740
the other fields that you add in that are custom will have it.

317
00:19:49,740 --> 00:19:52,800
So it's kind of a little bit of a back and forth thing.

318
00:19:52,940 --> 00:19:55,220
I wouldn't recommend that unless that's what you're looking to do.

319
00:19:55,220 --> 00:19:59,900
If that's what you want to recent, then that would work, or it could work, but basically.

320
00:20:01,760 --> 00:20:29,300
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.

321
00:20:31,860 --> 00:20:35,020
As far as the other options here, you'll have up top here, the editing button.

322
00:20:35,480 --> 00:20:39,980
You can go in and undo our last selection or redo. You can cut top and paste.

323
00:20:40,320 --> 00:20:42,680
You can paste this text. Let's take a second to look at that.

324
00:20:43,320 --> 00:20:46,640
So I mentioned to you before, you have up to 5,000 characters.

325
00:20:47,380 --> 00:20:50,340
Hopefully you never have to type that much out, but if you need to, you can.

326
00:20:51,260 --> 00:20:56,380
A lot of people will ask, can you copy and paste from a word document interview? You can.

327
00:20:56,800 --> 00:21:03,000
And I want to show you, we just pull up a word doc, I'm sure I have a few here.

328
00:21:03,680 --> 00:21:08,880
Good one, let's find a good one here, let's see, let's see what they have on this.

329
00:21:16,670 --> 00:21:17,370
It's not bad, okay.

330
00:21:17,990 --> 00:21:21,790
So if you have, let me just find another one just in case I want to try and do something different.

331
00:21:31,400 --> 00:21:33,880
This is one we have here from that we used in peak.

332
00:21:34,000 --> 00:21:39,080
So if we have a document that has some text to it, right?

333
00:21:39,080 --> 00:21:41,980
want to just take this, copy it, it's using

334
00:21:41,980 --> 00:21:44,760
area, maybe that's not the right one, the useful one.

335
00:21:44,780 --> 00:21:46,920
This is what we're using, Kliberi.

336
00:21:46,980 --> 00:21:51,480
This is an image, just let's take this and copy it.

337
00:21:51,480 --> 00:21:55,020
So just control C on the right click, copy, right?

338
00:21:55,320 --> 00:21:59,280
If I come back into here, I'll use this field as an example.

339
00:21:59,800 --> 00:22:03,400
If I just come in here and paste it, notice how it

340
00:22:03,400 --> 00:22:04,120
changes the font.

341
00:22:04,380 --> 00:22:05,940
It doesn't even change to the right font, right?

342
00:22:06,360 --> 00:22:07,500
So we don't want that.

343
00:22:07,500 --> 00:22:14,140
If I just come in and control the does the same thing, right, so basically what's happening here in peak is

344
00:22:15,060 --> 00:22:17,380
Sunder our document. Let's see if we go back to the other document

345
00:22:18,320 --> 00:22:24,920
You're taking a document that might have some level of formatting or indentation or certain kind of styles on it stuff like that

346
00:22:25,260 --> 00:22:30,280
And you're trying to force that into peak and peak is going to fight back, right, and people usually win

347
00:22:30,280 --> 00:22:37,140
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

348
00:22:37,560 --> 00:22:41,300
is it takes the formatting from this document and strips it out.

349
00:22:41,560 --> 00:22:43,400
So it's going to bring in the text, yes,

350
00:22:43,620 --> 00:22:45,420
but it's not going to bring in the indentation,

351
00:22:45,680 --> 00:22:47,600
although the tabbing or anything like that,

352
00:22:47,740 --> 00:22:51,200
it takes it a lot. If you wanted to apply a sort of level of formatting to it here,

353
00:22:52,160 --> 00:22:53,000
yeah, absolutely correct.

354
00:22:53,400 --> 00:22:56,540
Right? So the short answer is you can paste into peak.

355
00:22:56,940 --> 00:22:59,920
You just want to do it correctly, because if you don't, what will happen

356
00:23:00,760 --> 00:23:03,800
is on your agenda when you publish it and everything like that.

357
00:23:03,960 --> 00:23:06,540
It'll look fine here. But when you go to generate your agenda,

358
00:23:06,540 --> 00:23:11,020
what's going to happen is this might be item 3, 1, 3, 2, 3, 8, whatever it is, right?

359
00:23:11,300 --> 00:23:14,460
When you see the 3 and the A to the right of that, you're expecting the title to

360
00:23:14,460 --> 00:23:19,540
run up on the same level, right? What usually will happen is it'll be scooshed down a bit

361
00:23:19,540 --> 00:23:25,260
and you'll wonder why is this facing off that happened the last, right? So the trip, the trip that

362
00:23:25,260 --> 00:23:31,100
we give you or the tool tip that we give you is one of two things. If you go to the tool section

363
00:23:31,100 --> 00:23:36,780
And then click on source code, it's going to show you the HTML coding for the item.

364
00:23:36,800 --> 00:23:38,820
Some of this might not make any sense, and that's totally fine.

365
00:23:38,840 --> 00:23:40,200
We don't need to learn about that.

366
00:23:40,420 --> 00:23:43,900
The main thing to take away is this.

367
00:23:44,040 --> 00:23:46,420
The margin and the pattern, they both need to be zero.

368
00:23:46,520 --> 00:23:50,340
If they're not zero, when you go to generate your agenda, it will be off a little bit, and

369
00:23:50,340 --> 00:23:51,340
it will be because of this.

370
00:23:51,500 --> 00:23:52,320
Okay, so that's the main thing.

371
00:23:52,320 --> 00:23:57,200
If you don't see that here, then what you want to do is copy this.

372
00:23:57,200 --> 00:24:02,440
Go to where it says format, go to blocks, and paragraph.

373
00:24:02,680 --> 00:24:05,900
That will make sure that everything is using the right format that we're using here.

374
00:24:06,160 --> 00:24:06,660
So let's do this.

375
00:24:06,680 --> 00:24:08,200
Let me take this one out.

376
00:24:08,560 --> 00:24:10,260
I'm going to just paste it in, right?

377
00:24:10,960 --> 00:24:13,200
So if I go to tools and source code,

378
00:24:13,840 --> 00:24:16,480
I do not see any of that stuff, right?

379
00:24:16,980 --> 00:24:20,300
Now if I come back in and copy this whole text,

380
00:24:21,540 --> 00:24:22,640
then do this.

381
00:24:24,940 --> 00:24:26,380
It fixes it for you, okay?

382
00:24:26,380 --> 00:24:30,560
So this will save you a lot of trouble, a lot of trouble here, right?

383
00:24:31,000 --> 00:24:34,000
One other thing to do while you're in here, whether it's this field or the other field

384
00:24:34,000 --> 00:24:39,600
don't come in and give it extra spaces, the system already has your template designed to

385
00:24:39,600 --> 00:24:44,000
basically add a line with space or a hard return, if you will, at the end of each title.

386
00:24:44,420 --> 00:24:48,100
So if you're going to give it an extra space now instead of being a single space, it's going

387
00:24:48,100 --> 00:24:48,720
to be a double space.

388
00:24:48,720 --> 00:24:52,220
If you don't mind, you're going to go into that five pages where it can be three, then don't

389
00:24:52,220 --> 00:24:53,080
worry about it.

390
00:24:54,120 --> 00:24:56,680
That's the main piece and that will come up a lot.

391
00:24:57,100 --> 00:24:57,580
What will happen?

392
00:24:57,700 --> 00:24:59,680
We usually recommend we talk about this on every session.

393
00:25:00,000 --> 00:25:08,420
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.

394
00:25:08,980 --> 00:25:18,160
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.

395
00:25:18,720 --> 00:25:28,540
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.

396
00:25:29,220 --> 00:25:58,420
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.

397
00:25:58,420 --> 00:26:01,860
helpful article that you want to give your friends to do, right?

398
00:26:02,100 --> 00:26:03,460
RTE doc.

399
00:26:06,420 --> 00:26:09,640
What this does is it inserts a link into the agenda item title, right?

400
00:26:09,680 --> 00:26:12,880
You can have that window. I'm sorry that that link opened in the same window

401
00:26:12,880 --> 00:26:15,480
or a new window, same price either way.

402
00:26:16,560 --> 00:26:19,680
What's going to happen here is when we publish our agenda

403
00:26:20,520 --> 00:26:23,300
and somebody goes on the website and opens it up, right?

404
00:26:23,800 --> 00:26:26,000
They'll see this link if they click on this link.

405
00:26:26,560 --> 00:26:30,080
It will open up that document or that article or that video

406
00:26:30,500 --> 00:26:31,620
and puts it right here.

407
00:26:31,840 --> 00:26:34,780
So if you have a website, it will bring you to the website, that's great.

408
00:26:35,000 --> 00:26:38,520
So why would you do that instead of just putting it down here as an attachment, right?

409
00:26:38,620 --> 00:26:39,320
You can do an attachment.

410
00:26:39,460 --> 00:26:41,140
We'll talk about that more later on.

411
00:26:41,660 --> 00:26:46,080
The main thing with this with adding links, and you can add links if you want, is to make

412
00:26:46,080 --> 00:26:47,740
sure that they're not pass or protected.

413
00:26:48,440 --> 00:26:52,960
If they're on the J Drive, and only people from planning have that access, it's not going

414
00:26:52,960 --> 00:26:55,420
to help anyone in the public to see that the link will be denied.

415
00:26:55,800 --> 00:26:59,300
It will not look like a complete agenda for you right there, and they'll probably ask you

416
00:26:59,300 --> 00:27:00,680
Why did you do that?

417
00:27:02,180 --> 00:27:03,420
Definitely a cool tool.

418
00:27:03,880 --> 00:27:08,180
This will come into play later on, especially when we talk about attachments and the limitation,

419
00:27:08,440 --> 00:27:12,120
not the limitation, but the limitation that you'll have later on.

420
00:27:12,320 --> 00:27:15,440
You can also include in hearts on the line, if you like,

421
00:27:16,140 --> 00:27:17,740
or you can undo it.

422
00:27:18,500 --> 00:27:21,020
Formatting ones, we have those same three things we saw before,

423
00:27:21,140 --> 00:27:23,180
but we also have a couple other guys that like to come play.

424
00:27:24,260 --> 00:27:25,560
You can do a strike through.

425
00:27:27,630 --> 00:27:29,830
You can do it undo. You can do the super.

426
00:27:31,130 --> 00:27:33,270
or a sub script.

427
00:27:34,230 --> 00:27:36,270
We get into formulas or dates and stuff like that.

428
00:27:36,370 --> 00:27:39,070
You can definitely come in and do all of that.

429
00:27:39,810 --> 00:27:41,190
We have the formats here.

430
00:27:41,490 --> 00:27:42,910
Most of the stuff you shouldn't need to change,

431
00:27:42,930 --> 00:27:44,870
we're using a specific set up for you.

432
00:27:45,190 --> 00:27:46,990
It should make your documents look the way that they should.

433
00:27:47,090 --> 00:27:48,930
If you want to make exchanges, you're able to.

434
00:27:49,710 --> 00:27:50,870
You can even change the alignment.

435
00:27:51,110 --> 00:27:52,370
If you want to make it center aligned.

436
00:27:53,290 --> 00:27:54,210
Something like that.

437
00:27:54,510 --> 00:27:55,750
Go for it.

438
00:27:55,770 --> 00:27:56,830
Or you can put it back.

439
00:27:57,950 --> 00:27:57,970
Okay.

440
00:27:58,750 --> 00:28:04,590
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.

441
00:28:05,330 --> 00:28:10,010
If you want to clear the formatting out, you can do that as well. This one has the formatting already cleared.

442
00:28:10,430 --> 00:28:12,610
So it's not going to really do anything if I go like this.

443
00:28:13,550 --> 00:28:14,670
And then do that.

444
00:28:18,820 --> 00:28:21,080
Let's put everything back to the way it was before.

445
00:28:21,080 --> 00:28:21,440
Okay.

446
00:28:22,980 --> 00:28:27,340
Cables. We didn't talk about that everywhere about to get ready, right? So tables or something

447
00:28:27,340 --> 00:28:31,300
you can build in peach, okay? You can't paste them in here, though. Let's talk about that.

448
00:28:32,080 --> 00:28:36,680
If you want to build tables, you can build them in here. If you have, we talked before about

449
00:28:36,680 --> 00:28:43,640
the pasting options, right? You can paste a text, yes. You can not paste tables. You can not

450
00:28:43,640 --> 00:28:49,880
paste images. You can not paste graphs, charts, or spreadsheets. No, no, and not. If you try to

451
00:28:49,880 --> 00:28:54,400
take an Excel sheet and pop it in here. It will go in there, but you'll lose the lines,

452
00:28:54,680 --> 00:28:59,120
you'll lose the formatting options, and you will not be able to add the bars around it,

453
00:28:59,160 --> 00:29:03,640
and it's like that. So, and if you want to do like a merge or split cells, it's hard now.

454
00:29:03,760 --> 00:29:08,060
What we use a recommend if you need to do that, and it has an attachment. That'll be the first thing

455
00:29:08,060 --> 00:29:12,440
they see on the cover page after the compagence. Or if you don't include a compagence, it'll

456
00:29:12,440 --> 00:29:16,640
straight to these attachments, that would be easier for you. If you want to build your stuff

457
00:29:16,640 --> 00:29:23,420
and here you can, you can add rows and lines before beneath, above and beyond, to left and

458
00:29:23,420 --> 00:29:27,700
right. You can also go to the properties, maybe you want to make this table a little smaller,

459
00:29:28,140 --> 00:29:33,900
doesn't need to take up a lot of space, 30% should do, right? You can even have the the table

460
00:29:33,900 --> 00:29:40,020
center aligned and you have some advanced properties. If you want to add a specific border style,

461
00:29:41,660 --> 00:29:42,920
border color, right?

462
00:29:46,300 --> 00:29:48,260
There you go. I can do all that. If you say, you know what? I don't

463
00:29:48,260 --> 00:29:53,520
really need any of this. I can get rid of it. So you can do that, okay? Definitely a cool tool

464
00:29:53,520 --> 00:29:56,880
if you want to do it a lot of times, you won't put that in the actual title field, but maybe

465
00:29:56,880 --> 00:29:59,980
down below here, especially in the background, like I said, if you can.

466
00:30:00,000 --> 00:30:11,380
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.

467
00:30:22,010 --> 00:30:23,190
Any questions or

468
00:30:37,490 --> 00:30:39,210
not seeing any questions.

469
00:30:39,670 --> 00:30:41,490
All right, may you move some moves out of the way.

470
00:30:48,040 --> 00:30:58,460
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.

471
00:30:58,460 --> 00:31:03,140
We're looking to purchase some gifts, and trees, staff recommends,

472
00:31:05,220 --> 00:31:06,040
see where to spell check

473
00:31:06,040 --> 00:31:08,360
to, which is nice, Council approve

474
00:31:10,820 --> 00:31:15,940
this item, and get us a good stuff, right?

475
00:31:16,140 --> 00:31:17,420
That's what we do this on the test site.

476
00:31:19,100 --> 00:31:24,780
This is something that will typically show, excuse me, on your cover page, on your agenda,

477
00:31:25,060 --> 00:31:26,200
on your minutes by default.

478
00:31:27,340 --> 00:31:31,400
A lot of places will come back to us once they've done some testing, and ask us to remove

479
00:31:31,400 --> 00:31:36,800
suggested action from displaying on the agenda and it's very common request. Very easy to do,

480
00:31:36,980 --> 00:31:41,820
so no problem, right? Typically, this suggested action is not required for this particular item

481
00:31:41,820 --> 00:31:47,180
template we made it required. A lot of places don't use this, that's fine. A lot of places also

482
00:31:47,180 --> 00:31:52,560
call this something else, recommendation, council motion, staff suggestion, whatever you want to call

483
00:31:52,560 --> 00:31:57,720
it that's fine, I can't change it to say anything else here. On the document that prints out,

484
00:31:57,720 --> 00:32:01,820
can say whatever you want. So let us know and keep it keep it clean. We can go in and change

485
00:32:01,820 --> 00:32:05,740
that because most of that stuff is hard-coded and we can go to the temple easily and have

486
00:32:05,740 --> 00:32:10,160
that say recommendation can be the case or summary. Whatever you want to call it, that's fine.

487
00:32:11,640 --> 00:32:16,120
Same options you have in the title field you have down here. You want to make this a tele size

488
00:32:16,120 --> 00:32:22,080
all good. Okay? The item type is required. That'll always be required. It's not that you do about that.

489
00:32:23,260 --> 00:32:28,100
It's basically going to list everything out of bedically, so what type of item are we using here?

490
00:32:28,120 --> 00:32:34,760
It's an ordinance purchase. So maybe there's 21 people on here. This might be an expensive gift here.

491
00:32:35,320 --> 00:32:36,780
Let's put it over 25 pounds, right?

492
00:32:37,200 --> 00:32:42,400
Now just what we hear a lot of places will think the item type is the section of the agenda. It's not.

493
00:32:42,540 --> 00:32:47,520
It might be, but picking the item type here will not put it on a specific spot of the agenda.

494
00:32:47,520 --> 00:32:54,760
That is done by the agenda sections. Okay. This is really how we're defining the item. Some places will have their workflow

495
00:32:55,580 --> 00:33:00,080
Build it out based on the type of item you select some people don't. That's okay

496
00:33:00,900 --> 00:33:05,120
The ID number is internal that will show up once we actually hit create not there yet

497
00:33:05,860 --> 00:33:16,720
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

498
00:33:16,720 --> 00:33:20,520
came from the building division.

499
00:33:20,880 --> 00:33:22,500
I don't know, maybe two, maybe three, maybe 20.

500
00:33:22,620 --> 00:33:24,500
We don't know, but we can find out, right?

501
00:33:24,820 --> 00:33:26,840
Let's do finance.

502
00:33:28,080 --> 00:33:33,640
So if a drafter sounds silly, if I log in, excuse me,

503
00:33:33,720 --> 00:33:36,100
as a drafter, not an admin, as a drafter,

504
00:33:36,240 --> 00:33:37,460
this will not be a drafter.

505
00:33:37,820 --> 00:33:40,320
Okay, I cannot select an alternate drafter.

506
00:33:40,420 --> 00:33:41,040
It's gonna be me.

507
00:33:41,060 --> 00:33:42,040
It will have my name there.

508
00:33:42,120 --> 00:33:43,300
So if I'm log in as Amy,

509
00:33:43,900 --> 00:33:46,140
then Amy's a drafter, her name's gonna be there.

510
00:33:46,140 --> 00:33:50,840
Because I'm an admin, I can select another person here that's a user.

511
00:33:51,960 --> 00:33:55,920
Let's just say, John Snow, here you go, which is coming, right?

512
00:33:56,620 --> 00:33:58,600
This person is now the draft or a bracket.

513
00:33:58,800 --> 00:34:01,600
On the cover page, you typically will have submitted by,

514
00:34:01,600 --> 00:34:03,020
and will have that person's name.

515
00:34:03,080 --> 00:34:06,100
Typically, it'll have the name, comma, and the department.

516
00:34:06,380 --> 00:34:07,140
Doesn't have to.

517
00:34:07,440 --> 00:34:08,360
Just usually that's what it does.

518
00:34:08,580 --> 00:34:10,000
We can change it to whatever you want.

519
00:34:11,560 --> 00:34:14,460
Meeting body is typically the last skill that is always required.

520
00:34:14,920 --> 00:34:21,720
we need to pick, can then submit a department be a default as well, it you have to pick one.

521
00:34:22,100 --> 00:34:24,860
The department is not required, that's why it wouldn't be able to be selected.

522
00:34:25,660 --> 00:34:29,920
What you can do, let's reason, it might be something I can show you this if you want after we start this,

523
00:34:30,000 --> 00:34:31,960
just to kind of give you an idea of what you can do.

524
00:34:33,140 --> 00:34:35,740
Because this, this, what we're doing here now, we're building it from scratch,

525
00:34:35,920 --> 00:34:38,040
it's nothing really set up for us as a default, right?

526
00:34:38,780 --> 00:34:42,280
What I've done for other places that want to have something that has to set up your talking about,

527
00:34:42,280 --> 00:34:50,360
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?

528
00:34:50,420 --> 00:34:54,640
So when I come back in I can find that one and just duplicate that one.

529
00:34:55,140 --> 00:34:59,960
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.

530
00:35:00,940 --> 00:35:07,540
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?

531
00:35:08,560 --> 00:35:16,320
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.

532
00:35:16,420 --> 00:35:25,900
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.

533
00:35:25,900 --> 00:35:32,160
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

534
00:35:32,860 --> 00:35:41,500
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

535
00:35:41,500 --> 00:35:43,500
I like where you're thinking now

536
00:35:44,440 --> 00:35:49,260
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

537
00:35:49,720 --> 00:35:55,000
So I'm going to put city council regular meeting and you'll see that we have city council and city council regular meeting

538
00:35:55,000 --> 00:35:57,060
And we'll talk about why that's important tomorrow.

539
00:35:59,340 --> 00:36:00,820
So December 23rd, who, all right,

540
00:36:01,020 --> 00:36:03,340
at the last meeting date here for that particular meeting body,

541
00:36:03,940 --> 00:36:07,280
if I take the different meeting body, there's different dates.

542
00:36:07,460 --> 00:36:09,860
Okay, the dates that you have here are tied specifically

543
00:36:10,360 --> 00:36:14,220
to that meeting body, let's see, and there's nothing.

544
00:36:14,420 --> 00:36:17,220
That's okay, that's not a board that meets all the time.

545
00:36:17,400 --> 00:36:19,700
Let's go back, actually we put it from finance to see the finance

546
00:36:19,700 --> 00:36:21,340
committee, three.

547
00:36:21,760 --> 00:36:23,620
So the next meeting is next year, we're going to start the row

548
00:36:23,620 --> 00:36:27,720
Right, once we select the meeting date, this, this kills,

549
00:36:27,840 --> 00:36:29,240
let me just go back to doing that again.

550
00:36:31,200 --> 00:36:33,680
Once I select the meeting body, then I can select date.

551
00:36:34,260 --> 00:36:35,540
I don't have options to the sections,

552
00:36:35,700 --> 00:36:37,440
that's let's try that, so let's go back, right?

553
00:36:38,580 --> 00:36:40,080
If I don't see the meeting body,

554
00:36:40,340 --> 00:36:42,560
I can't see the date, I can't see the sections.

555
00:36:42,700 --> 00:36:45,680
Once I have the one, they kind of stack, right?

556
00:36:45,680 --> 00:36:49,080
So once I have that, once I have this,

557
00:36:49,200 --> 00:36:50,560
now it says select sections.

558
00:36:50,640 --> 00:36:52,780
So what it's gonna do is gonna show me all the sections,

559
00:36:52,780 --> 00:37:10,900
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.

560
00:37:12,120 --> 00:37:20,900
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.

561
00:37:22,840 --> 00:37:27,660
Underneath that, everything that you're going to see is a custom field we're adding in, so we have goals for 2022.

562
00:37:28,620 --> 00:37:29,920
Got a couple of options here.

563
00:37:30,140 --> 00:37:32,160
Well, I spent some more time with the family, that's always nice.

564
00:37:32,840 --> 00:37:35,280
The background fields acts just like these two guys appear.

565
00:37:35,500 --> 00:37:38,540
If you want to come in and type background

566
00:37:42,380 --> 00:37:45,700
and put in add in text.

567
00:37:47,160 --> 00:37:47,600
Summary.

568
00:37:48,120 --> 00:37:51,940
You can make your own little filter and

569
00:37:56,810 --> 00:37:57,690
Summary here.

570
00:37:58,190 --> 00:38:04,090
So if you want to make some of this bold and underlying, you can do that, so it kind of stands out.

571
00:38:04,370 --> 00:38:07,770
So the text is here, like that, right?

572
00:38:07,890 --> 00:38:10,090
Give it some extra space here, but maybe not too much.

573
00:38:10,530 --> 00:38:14,870
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.

574
00:38:15,570 --> 00:38:17,590
But you can put some stuff in here, okay?

575
00:38:18,490 --> 00:38:23,770
Optional field. This is probably the most common, the added custom field is background because a lot of places would like

576
00:38:23,770 --> 00:38:28,690
to have that extra field that gives you more background or description or some death

577
00:38:29,510 --> 00:38:34,670
within the item here itself, not just the basic information. This is a radio

578
00:38:34,670 --> 00:38:38,150
question, it's budget, yes or no, is it budgeted? Let's say yes.

579
00:38:38,670 --> 00:38:41,750
Presenter, this is a text field, we have that little background like putting in what you need

580
00:38:41,750 --> 00:38:46,870
here, so I'll put, let's see, let's see, cancel, cancel,

581
00:38:50,680 --> 00:38:54,040
or person. Very nice. The district number

582
00:38:54,040 --> 00:38:58,440
we have is a custom drop. Now we've added three different districts. You can pick any one of them.

583
00:38:58,600 --> 00:39:03,620
It's not like you can pick all three of them. You can only pick one. Okay. And then estimated time

584
00:39:03,620 --> 00:39:11,550
we want to put how long this item should be. Some places use that for less. We could do that. Okay.

585
00:39:13,030 --> 00:39:16,030
The last thing we'll talk about here before we actually create the item is the attachments.

586
00:39:16,850 --> 00:39:21,510
Before I do the attachments, anyone have any questions on anything that we've gone through so far.

587
00:39:33,160 --> 00:39:39,760
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.

588
00:39:41,840 --> 00:39:45,500
You can pick any attachment that you want and just add it.

589
00:39:47,200 --> 00:39:53,020
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.

590
00:39:53,460 --> 00:39:54,900
I can take what's do this one.

591
00:39:56,540 --> 00:39:57,880
Let's do that one.

592
00:39:58,880 --> 00:39:59,680
That one.

593
00:40:00,340 --> 00:40:21,620
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.

594
00:40:21,860 --> 00:40:28,420
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.

595
00:40:28,840 --> 00:40:29,980
And I'm not going to do that.

596
00:40:30,860 --> 00:40:37,760
It shows you here the icon letting you know what kind of image this is, whether it's a PDF, Excel, Word document image.

597
00:40:38,380 --> 00:40:41,900
The only typo file that I know that it will not take is a CSV file.

598
00:40:42,180 --> 00:40:44,420
So everything else is pretty much a percent of that it will take.

599
00:40:45,780 --> 00:40:48,560
It'll save it exactly the way it's named on your computer.

600
00:40:48,880 --> 00:40:50,740
It's adding in that little suffix at the end.

601
00:40:51,160 --> 00:40:52,980
Not a big fan, but nobody asks my opinion.

602
00:40:53,820 --> 00:40:54,320
I don't like it.

603
00:40:54,320 --> 00:41:01,380
take it out some tea. If you want to come in and let's do this, attachment number

604
00:41:04,970 --> 00:41:05,610
one,

605
00:41:06,330 --> 00:41:09,010
they can do that. So whatever you're going to have it show, this is what's going to show in

606
00:41:09,010 --> 00:41:13,830
your bookmarks, you want to make that attachment name specific. So people know what they're

607
00:41:13,830 --> 00:41:17,830
clicking on when they get to it. So they're not just having to go find out, right? You're going to have

608
00:41:17,830 --> 00:41:22,110
the ability to change the privacy options of the attachment as well, but the default,

609
00:41:24,330 --> 00:41:31,490
So, once you publish your agenda packet, these three six attachments will be a part of the public practice of the public concealment, right?

610
00:41:31,730 --> 00:41:36,330
If this one here is something that we don't want the public to see, we can change it to be confidential.

611
00:41:36,570 --> 00:41:45,850
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.

612
00:41:45,850 --> 00:41:49,750
The other option you have as well is to make it hidden.

613
00:41:50,350 --> 00:41:52,030
So it's not on the agenda. So why would you do that?

614
00:41:52,770 --> 00:41:59,010
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.

615
00:41:59,670 --> 00:42:07,050
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.

616
00:42:07,410 --> 00:42:13,210
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.

617
00:42:13,210 --> 00:42:15,670
It will be here, but it will only ever be here.

618
00:42:15,970 --> 00:42:18,890
It will not be on the public side, it will not be on the council side,

619
00:42:19,010 --> 00:42:20,690
it will never be on the way, but it will not be on our website.

620
00:42:20,930 --> 00:42:23,710
It will just live here, stuck to you, okay?

621
00:42:24,930 --> 00:42:27,090
We can always add more in, we can come back and do that later.

622
00:42:27,310 --> 00:42:30,170
So now one thing to talk about with the attachments is how many can you have, right?

623
00:42:30,170 --> 00:42:30,630
Is there a limit?

624
00:42:30,970 --> 00:42:35,630
So as far as how many attachments you can have, there is no limit, the only limit we give you

625
00:42:35,630 --> 00:42:40,810
is each of these individual attachments cannot exceed, or should I exceed 100 banks, okay?

626
00:42:41,110 --> 00:42:42,130
It's a pretty big file.

627
00:42:42,830 --> 00:42:48,350
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.

628
00:42:49,610 --> 00:42:55,050
When I click on create, it's going to go through the most serious adding the logo there, it's putting the attachments together.

629
00:42:55,550 --> 00:42:58,030
That didn't take too long, right? Now those attachments were too big.

630
00:42:59,310 --> 00:43:08,470
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.

631
00:43:08,470 --> 00:43:09,950
Okay, so it's not going to let you do it.

632
00:43:09,950 --> 00:43:12,810
If you have an attachment that's bigger than that,

633
00:43:12,910 --> 00:43:14,490
we recommend that you have Adobe Perl,

634
00:43:14,490 --> 00:43:17,490
so you can split it, or if you have that image

635
00:43:17,490 --> 00:43:20,870
or document hosted somewhere, added as a link,

636
00:43:21,270 --> 00:43:22,510
solves your problems, right?

637
00:43:24,450 --> 00:43:25,850
Now that we've done that, though,

638
00:43:25,850 --> 00:43:26,870
let's look at what happens here.

639
00:43:26,870 --> 00:43:28,330
On the top, we have that card.

640
00:43:28,350 --> 00:43:29,930
We've seen this card before under item.

641
00:43:30,070 --> 00:43:33,770
We're going to give us the status number.

642
00:43:34,530 --> 00:43:37,610
And we change it, remember, we change the ID numbers

643
00:43:37,610 --> 00:43:43,090
to reset for 2022. This is the first one. Congratulations. Did this together. Here's the title.

644
00:43:43,350 --> 00:43:50,090
Here's the version. Here's that toolbar. Here's the number. What else? What I'll show you here.

645
00:43:50,130 --> 00:43:54,530
On the bottom now, with detentrance, they're no longer pending. They're actually a part of the

646
00:43:54,530 --> 00:43:59,410
item here. It's going to show you the time and date that it was updated and last modified.

647
00:43:59,570 --> 00:44:05,130
Now, the first time, those two fields will be the same. If we come in and change something here,

648
00:44:06,190 --> 00:44:11,030
Let's just say, it's December 21, not 2021, kind of a member.

649
00:44:13,100 --> 00:44:17,680
If I change that and update it, it'll show me on the bottom, we have some unsafe changes.

650
00:44:18,840 --> 00:44:20,540
I'm going to recommend that you save it, okay?

651
00:44:21,080 --> 00:44:25,500
Once I do that, you'll notice that the modified time changes, okay, tracks all of that.

652
00:44:25,980 --> 00:44:30,620
If you wanted to have the public attachment to be on top of the private ones, which is a good

653
00:44:30,620 --> 00:44:31,000
idea,

654
00:45:00,000 --> 00:45:06,840
You can do that. If you want to come back in add another attachment or two, go for it.

655
00:45:06,900 --> 00:45:09,060
Say if I have something else, I haven't used it in a while.

656
00:45:11,380 --> 00:45:15,520
There you go. Let's do that. So it adds it as an appending upload.

657
00:45:15,920 --> 00:45:20,060
I can come in and add it. It'll add it to the bottom.

658
00:45:21,920 --> 00:45:27,960
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.

659
00:45:27,960 --> 00:45:33,000
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?

660
00:45:33,600 --> 00:45:37,200
This one here, it's no longer a titrant number two, I can delete it, okay?

661
00:45:37,900 --> 00:45:42,900
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,

662
00:45:43,500 --> 00:45:46,560
you can always put it back in, not a real deal breaker there, okay?

663
00:45:48,820 --> 00:45:53,500
As far as the item itself up top, we have the item title here, all that stuff here, we have the discussion tab.

664
00:45:53,980 --> 00:45:56,680
This is going to come into play once we get into the work, which will be really soon.

665
00:45:58,080 --> 00:45:59,580
On the left, we have our toolbox.

666
00:45:59,780 --> 00:46:00,580
Let's talk about that.

667
00:46:02,420 --> 00:46:05,660
The editing item button basically will go ahead and lock it.

668
00:46:05,860 --> 00:46:08,520
So when I lock it, I can't do anything to it.

669
00:46:08,920 --> 00:46:10,240
Everything's kind of locked.

670
00:46:10,980 --> 00:46:14,340
I can't change anything or edit or add to it.

671
00:46:14,340 --> 00:46:15,160
I can just lock.

672
00:46:16,220 --> 00:46:20,640
Only people that have admin permissions or agenda coordinates can lock it.

673
00:46:20,940 --> 00:46:21,740
Draftors cannot.

674
00:46:21,820 --> 00:46:23,420
Even if it's their item, they want to lock it.

675
00:46:23,420 --> 00:46:28,580
can't have to go to the admins or coordinators to get them to lock in. This one here, let's

676
00:46:28,580 --> 00:46:33,340
talk about that for a second. On our call yesterday, there were a couple of settings that

677
00:46:33,340 --> 00:46:41,690
I said, we'll talk about more tomorrow. This is one of them. So two approves, okay? So after an item

678
00:46:41,690 --> 00:46:47,110
is drafted, depending on who you are, you'll see this button or you won't, okay? Right now,

679
00:46:47,270 --> 00:46:51,930
we have a set where only people that are agenda coordinators in above, so that that role and

680
00:46:51,930 --> 00:46:56,450
admin will see it. So any draft or will not see this button. Okay, they won't have the ability.

681
00:46:57,270 --> 00:47:02,790
What you would do with this is if you click this button, it does two things. It says approved and it locks it.

682
00:47:03,410 --> 00:47:11,130
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.

683
00:47:11,150 --> 00:47:20,330
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.

684
00:47:20,330 --> 00:47:25,030
Right. We wanted to be locked. It's locked for a reason. It's for your own protection. Okay.

685
00:47:26,210 --> 00:47:41,190
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.

686
00:47:42,250 --> 00:47:49,310
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

687
00:47:49,310 --> 00:47:54,910
If we have an item, say this is item from last year and we found out we want to go Christmas is coming again.

688
00:47:55,250 --> 00:47:57,950
We want to go through and add more practices, right?

689
00:47:58,350 --> 00:48:03,090
If I go to here, let's go back to the draft at the item tab.

690
00:48:04,190 --> 00:48:07,190
I can come here, find an old item, like I think yesterday we did the one with the pig.

691
00:48:07,790 --> 00:48:12,670
Or if this is item that I want to go ahead and duplicate, I can come in hit this button.

692
00:48:12,710 --> 00:48:16,330
It makes a brand new item. It will have the number two.

693
00:48:16,730 --> 00:48:18,050
Just like that, right?

694
00:48:18,510 --> 00:48:22,350
If I want, I can come down, it's going to keep it to the same meeting though.

695
00:48:22,650 --> 00:48:24,170
It's basically carrying out a cross.

696
00:48:24,630 --> 00:48:27,790
Maybe for this one, we'll pick a different one.

697
00:48:28,050 --> 00:48:30,190
Let's pick a January, right?

698
00:48:30,870 --> 00:48:33,230
Different meeting body, okay?

699
00:48:33,870 --> 00:48:38,590
It also carries across all the attachments, which might be good for you, might be bad for you.

700
00:48:38,730 --> 00:48:39,210
That's the way it is.

701
00:48:39,250 --> 00:48:42,010
It's going to take everything that was there and carry it, of course, if you wanted to

702
00:48:42,010 --> 00:48:46,750
lead it, you're deleting it from this item not from the previous one, which is nice, okay?

703
00:48:47,710 --> 00:48:49,910
back to the original one here.

704
00:48:54,990 --> 00:48:57,450
So that's a duplicate. It's really made for items that were

705
00:48:57,450 --> 00:49:02,090
used a while back that have a lot of the information that you need going forward so you can

706
00:49:02,090 --> 00:49:07,610
just come in and make a carbon copy of it and not have to build the same item twice or three or four

707
00:49:07,610 --> 00:49:19,910
times. Okay, so a new version, so what that would be. So this is a purchase. It's usually going to

708
00:49:27,330 --> 00:49:27,350
be

709
00:49:27,350 --> 00:49:32,670
find the first one here. There you go.

710
00:49:33,190 --> 00:49:34,430
Something from back in August, right?

711
00:49:34,430 --> 00:49:36,250
If I want to come in and take this item here,

712
00:49:36,730 --> 00:49:39,350
it was on the council meeting of August 24th.

713
00:49:40,030 --> 00:49:41,930
If I make a new version of the same item,

714
00:49:43,770 --> 00:49:45,330
the number of top is the same.

715
00:49:46,050 --> 00:49:49,530
I can come in and change the title to say second reading.

716
00:49:55,940 --> 00:49:57,520
It's a very specific word, basically.

717
00:49:58,320 --> 00:49:59,960
So now it's going to assume this...

718
00:50:00,000 --> 00:50:07,420
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.

719
00:50:08,680 --> 00:50:13,250
Do that from the 23rd.

720
00:50:14,430 --> 00:50:17,030
Or actually, I think we have a section that says ordinance is yep.

721
00:50:20,170 --> 00:50:22,630
I've got a couple of fields that are required by apologies.

722
00:50:26,350 --> 00:50:28,070
What else is there?

723
00:50:34,800 --> 00:50:40,160
So the main reason why you do this tool as opposed to this tool is really just for ordinances, right?

724
00:50:40,300 --> 00:50:45,820
So if you have an ordinance typically the ordinances are not one and done, they usually will live on multiple meetings, right?

725
00:50:45,820 --> 00:50:52,160
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?

726
00:50:52,360 --> 00:50:55,300
I'm going to just come back in after the meeting's over.

727
00:50:55,720 --> 00:50:59,720
I'm going to take it off the August meeting and I'm going to put it on this a timer meeting.

728
00:50:59,720 --> 00:51:07,320
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

729
00:51:07,320 --> 00:51:11,780
I will not say it there'll be no reason for it to be there because now it's on the next meeting

730
00:51:11,780 --> 00:51:16,660
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

731
00:51:16,660 --> 00:51:19,220
But at least if you leave it as the original version

732
00:51:20,320 --> 00:51:23,920
You'll be able to go back to the meeting here and August to see the item there

733
00:51:23,920 --> 00:51:27,220
But you can come into the item here and look at it in the specific spot

734
00:51:27,860 --> 00:51:30,520
And you can also check the other version of it.

735
00:51:30,840 --> 00:51:32,780
They both live in the same place that I speak.

736
00:51:33,360 --> 00:51:34,420
But if you come in here,

737
00:51:36,930 --> 00:51:38,910
this is the one that we just made a new version of.

738
00:51:39,890 --> 00:51:42,710
And let's see, which is number 12.

739
00:51:43,910 --> 00:51:44,750
Should be down here.

740
00:51:45,010 --> 00:51:45,850
It was all the strength.

741
00:52:07,100 --> 00:52:08,060
There you go.

742
00:52:08,240 --> 00:52:09,800
So we found the first one here, right?

743
00:52:11,160 --> 00:52:12,940
If I come in and find the first one,

744
00:52:13,600 --> 00:52:14,980
I can also look at the second one.

745
00:52:15,800 --> 00:52:17,400
So everything's in the same spot.

746
00:52:17,400 --> 00:52:19,740
But it's in a different place, that makes sense, right?

747
00:52:19,740 --> 00:52:22,160
So it's going to be easier for you to do that.

748
00:52:24,340 --> 00:52:29,480
Any questions on the duplicate option or the versioning?

749
00:52:41,990 --> 00:52:43,410
It's a quiet, isn't it?

750
00:52:43,810 --> 00:52:44,190
All right.

751
00:52:48,790 --> 00:52:49,210
Basically,

752
00:52:52,380 --> 00:52:55,120
if you use the version option for a first and second,

753
00:52:55,260 --> 00:52:58,500
but then also a duplicate to copy both, that's a great question.

754
00:52:58,900 --> 00:52:59,900
I don't think so, no.

755
00:53:00,360 --> 00:53:03,160
So this one's only got one version, let's make another one.

756
00:53:05,910 --> 00:53:06,630
It's a great question.

757
00:53:07,170 --> 00:53:11,050
Let's give this one a different meeting,

758
00:53:13,230 --> 00:53:14,310
okay?

759
00:53:15,710 --> 00:53:20,020
So if I come back and enduplicate it, let's see what happens.

760
00:53:21,240 --> 00:53:21,300
Nope.

761
00:53:21,980 --> 00:53:24,900
So it's just duplicating that version, the most recent one.

762
00:53:25,500 --> 00:53:27,600
If you duplicate it the first version, it would give you that.

763
00:53:27,600 --> 00:53:30,580
If you duplicate it the second one, it gives you that.

764
00:53:31,580 --> 00:53:32,240
Your question.

765
00:53:33,340 --> 00:53:34,340
I don't think that's ever been asked.

766
00:53:34,580 --> 00:53:35,400
Good one.

767
00:53:36,710 --> 00:53:37,250
Um,

768
00:53:39,350 --> 00:53:42,470
so it's really like, you think one of these is right or wrong, it's whatever you know,

769
00:53:42,470 --> 00:53:46,090
work best for you. Some places don't use ordinances to the new version until probably

770
00:53:46,090 --> 00:53:50,950
will not be ideal. I get it. This will do the trick every time. It just keeps it in a different

771
00:53:50,950 --> 00:53:55,490
spot, right? One thing to note while we're here talking about these two things, like it's got to be

772
00:53:56,470 --> 00:54:04,230
to, now it says v1. Um, on peak, uh, I'm sorry, on the agenda, it will not show v1 or v2.

773
00:54:06,690 --> 00:54:06,690
That's

774
00:54:07,270 --> 00:54:11,190
One thing to note as well is when you make a new version, it will lock the previous version.

775
00:54:11,710 --> 00:54:18,190
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.

776
00:54:18,290 --> 00:54:23,970
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.

777
00:54:24,210 --> 00:54:25,310
So we lock it.

778
00:54:26,670 --> 00:54:26,790
Okay.

779
00:54:27,570 --> 00:54:34,330
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.

780
00:54:35,710 --> 00:54:38,490
After that, approval status, we're going to talk about it in about three or four minutes.

781
00:54:39,430 --> 00:54:42,870
But this thing here, the INF history starts. As soon as you click on that big green button,

782
00:54:43,030 --> 00:54:48,730
the bottom says create, history is created. And it tracks everything. Whether it's removing

783
00:54:48,730 --> 00:54:53,190
attachments, changing the name, or anything like that, it tracks everything that you've done.

784
00:54:53,570 --> 00:54:58,990
Now it says unknown, to a little bit hurtful. I like to thank people, know me, right? That's me.

785
00:54:58,990 --> 00:54:59,970
once you log in

786
00:55:00,000 --> 00:55:04,460
In the round, it will have your evenings. It's just not way now because, like I said, we're sharing

787
00:55:04,460 --> 00:55:10,220
superiors of account among many different meetings and meetings. Meet different sites. It's just

788
00:55:10,220 --> 00:55:17,200
easier to track that. So we know that that's us. There's no way to come in and make a change and

789
00:55:17,200 --> 00:55:22,040
save it and not have that be a part of the history. You can't undo your tracks of cover your tracks,

790
00:55:22,100 --> 00:55:26,480
whatever it is, erase your steps. It doesn't do that. If you delete the item, of course, you're

791
00:55:26,480 --> 00:55:32,020
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.

792
00:55:33,800 --> 00:55:41,900
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?

793
00:55:42,200 --> 00:55:48,240
Maybe the first reading of that ordinance for whatever it was before, it requires a very basic level of review.

794
00:55:48,240 --> 00:55:58,240
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.

795
00:55:58,860 --> 00:56:04,400
That allows you to review each of them individually, but still have the item kind of be together, right?

796
00:56:04,900 --> 00:56:12,180
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.

797
00:56:13,900 --> 00:56:19,040
second one still in draft has been touched right so it's nice let's you do all

798
00:56:19,040 --> 00:56:25,020
those things there for you let me just lock it so that back to draft okay

799
00:56:25,940 --> 00:56:30,420
um history versioning viewer gender so the viewer gender will be there for you if

800
00:56:30,420 --> 00:56:33,780
you have access to the agenda that means you're gonna go to coordinator or an

801
00:56:33,780 --> 00:56:37,140
admin that button will be there for you to click on other ones that would be great

802
00:56:37,140 --> 00:56:42,980
out it brings you right to that agenda item right there okay let me go back to

803
00:56:47,660 --> 00:56:54,060
So if I go back into here, I can also turn the cover page off, so I do that, no cover page.

804
00:56:54,400 --> 00:56:57,100
Right, that just means on the agenda, it's not going to produce that.

805
00:56:57,960 --> 00:57:03,840
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.

806
00:57:04,180 --> 00:57:07,280
For a view, we'll put it on the agenda. If you do the cover page, you have three choices.

807
00:57:07,720 --> 00:57:09,880
If you do dot PDF or HTML,

808
00:57:12,520 --> 00:57:17,460
okay, not going to recommend anything but PDF, but if you want to do the other two, you can.

809
00:57:18,280 --> 00:57:22,600
So this is our template, so yours is going to be different, I'm sure you look a lot nicer and cleaner.

810
00:57:23,220 --> 00:57:30,480
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.

811
00:57:31,740 --> 00:57:32,800
You can do it in word.

812
00:57:36,040 --> 00:57:39,580
It's not going to let you publish your word, so I wouldn't recommend doing it, it's more

813
00:57:39,580 --> 00:57:43,400
of you just want to see something to make sure that it looks okay, but it's not going

814
00:57:43,400 --> 00:57:47,660
to change anything in the system when you do that, so I wouldn't recommend spending much

815
00:57:47,660 --> 00:57:48,140
time in there.

816
00:57:48,280 --> 00:57:52,200
And even sometimes the template that you're using, it looks a little bit off, like it shouldn't

817
00:57:52,200 --> 00:57:56,320
have this, it shouldn't have that, that looks a little bit weird, the templates built to produce

818
00:57:56,320 --> 00:58:02,320
PDF. So if you're going to use Word, expect a little change in the formatting there.

819
00:58:03,240 --> 00:58:05,520
Another reason to not use it. And here's HTML.

820
00:58:07,640 --> 00:58:12,280
Right there. Makes a little bit more tabbed over there, but you can do it.

821
00:58:12,620 --> 00:58:18,400
Right. Now when you go to do the item packet, think of that as the agenda packet, but just for the item.

822
00:58:19,020 --> 00:58:22,860
Okay. It's going to give you that same one page agenda item cover page.

823
00:58:22,860 --> 00:58:33,060
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.

824
00:58:44,500 --> 00:58:47,440
Okay, so this one should be at least one page.

825
00:58:48,040 --> 00:58:50,840
We'll quite a bit more. So we have the first page here.

826
00:58:51,380 --> 00:58:59,200
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.

827
00:58:59,200 --> 00:59:06,200
There you go. Look at that down. There you go. Each of these bookmarks is basically page one of something else.

828
00:59:06,640 --> 00:59:10,360
All right, so you can see that here. Right. So this is 15 pages now.

829
00:59:11,260 --> 00:59:20,080
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.

830
00:59:20,440 --> 00:59:25,560
So the hidden ones will not show, but the private one shows. Let's see if it's more than 15 pages.

831
00:59:29,140 --> 00:59:32,140
So we have the same stuff we saw before,

832
00:59:34,220 --> 00:59:34,240
right?

833
00:59:34,720 --> 00:59:37,980
But this one here before was not a part of it.

834
00:59:38,920 --> 00:59:40,760
Distribution list from another place that I work with.

835
00:59:40,920 --> 00:59:42,840
It's got like 35, 40 pages of stuff here.

836
00:59:43,700 --> 00:59:44,820
So it's going to show you that, right?

837
01:00:00,000 --> 01:00:09,700
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.

838
01:00:09,960 --> 01:00:22,520
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.

839
01:00:22,520 --> 01:00:26,740
Okay. The next thing we're going to talk about is the workflow before we jump into that

840
01:00:26,740 --> 01:00:27,780
if anyone has any questions.

841
01:00:35,760 --> 01:00:38,420
So the workflow, which we didn't look at at all yesterday,

842
01:00:38,800 --> 01:00:44,720
lives under admin and agenda items and item approvals. Okay. So most of you, let me check my

843
01:00:44,720 --> 01:00:49,360
from my good friend Larry's side again. See if she's got anything to set up and if she doesn't

844
01:00:49,360 --> 01:00:49,900
it's okay.

845
01:00:54,970 --> 01:00:57,790
Perfect. This is what you'll see when you first commit. We don't build it for you

846
01:00:57,790 --> 01:01:01,670
because we don't ask you for that ahead of time. That's something that will simply go through

847
01:01:01,670 --> 01:01:04,450
during either this training, which usually will do it separately

848
01:01:04,450 --> 01:01:05,810
because there's 20 people in the call,

849
01:01:05,930 --> 01:01:07,170
we can't go through all of it,

850
01:01:07,370 --> 01:01:09,810
but it's a very specific topic for certain places.

851
01:01:09,810 --> 01:01:12,350
Some places on this call might not use workflow at all.

852
01:01:12,850 --> 01:01:15,210
Some places might have a 15 stage workflow

853
01:01:15,210 --> 01:01:16,850
with 30 people in it, okay?

854
01:01:17,150 --> 01:01:17,990
Let's meet in the middle.

855
01:01:18,930 --> 01:01:20,490
So when you come in for the first time,

856
01:01:20,510 --> 01:01:22,390
it'll be blank like I just showed you here

857
01:01:22,390 --> 01:01:23,770
on the agrosecond, right?

858
01:01:24,130 --> 01:01:25,670
When you're coming in, you have the ability

859
01:01:25,670 --> 01:01:27,350
and I say you as an admin,

860
01:01:27,650 --> 01:01:28,850
the only admin can do this.

861
01:01:28,850 --> 01:01:32,990
If you want to build your own workflow out, click on that.

862
01:01:33,910 --> 01:01:34,830
Just give it a name.

863
01:01:35,210 --> 01:01:40,150
You can say, see, finance, committee items.

864
01:01:49,730 --> 01:01:51,950
So now, when you're building the workflow out,

865
01:01:52,610 --> 01:01:55,190
you have the ability to have the workflow assigned

866
01:01:55,190 --> 01:01:58,270
to a specific user, okay?

867
01:01:58,410 --> 01:02:01,170
It's got to be a user or a department, okay?

868
01:02:01,810 --> 01:02:03,510
So now there's a reason why I don't recommend doing

869
01:02:03,510 --> 01:02:06,550
either of these specifically this one and I'll show you in a few minutes, okay?

870
01:02:07,090 --> 01:02:11,990
But if I only wanted people from say the finance department to see it, that's a good idea, right?

871
01:02:12,250 --> 01:02:16,010
The descriptions of if you want to put like only uses for finance that's up to you.

872
01:02:16,370 --> 01:02:21,150
So basically the workflow goes in stages or phases or levels, whatever you want to call it, right?

873
01:02:21,470 --> 01:02:26,850
So we have a pencil marker here, we can say stage one, finance,

874
01:02:30,260 --> 01:02:31,100
director,

875
01:02:33,710 --> 01:02:34,490
review, okay?

876
01:02:35,450 --> 01:02:37,530
You come in, you can hit the plus sign here.

877
01:02:37,710 --> 01:02:40,970
It'll let you add any approver that you want.

878
01:02:41,310 --> 01:02:41,650
You got David.

879
01:02:43,150 --> 01:02:44,770
If you want to add a second person,

880
01:02:44,850 --> 01:02:46,070
it would be there are two directors.

881
01:02:47,630 --> 01:02:48,590
Got Jonathan here.

882
01:02:49,110 --> 01:02:50,190
Do that.

883
01:02:51,270 --> 01:02:52,470
And let's see another stage here.

884
01:02:52,710 --> 01:02:53,670
Let's just see what's next.

885
01:02:53,950 --> 01:02:54,790
Stage two

886
01:02:57,190 --> 01:02:58,730
to the manager.

887
01:03:00,090 --> 01:03:01,970
Usually there's just one of those, right?

888
01:03:02,730 --> 01:03:03,950
We'll come in.

889
01:03:04,350 --> 01:03:06,110
Think Amy's the city manager, right?

890
01:03:06,110 --> 01:03:14,470
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.

891
01:03:14,810 --> 01:03:20,630
And it's Heather. Okay, so Heather's going to get to get the same email that Amy gets.

892
01:03:21,270 --> 01:03:25,330
Heather will not be able to approve. She's getting the email literally as a courtesy. Okay.

893
01:03:25,730 --> 01:03:29,850
We can do that. One more here. I shall do two more.

894
01:03:29,850 --> 01:03:36,530
sure you want. Stage 3 is City Attorney with you. This one is the one I usually use as an example

895
01:03:37,230 --> 01:03:41,110
here. Let's do that. Let's add one more stage.

896
01:03:44,220 --> 01:03:47,080
Now as let's do stage 4, I can't talk about two things.

897
01:03:47,720 --> 01:03:56,360
Clerk review and approval. I'm going to find all of you. All right. So if you want to have

898
01:03:56,360 --> 01:04:01,340
yourself as the clerk in there on every item as review, you definitely can. You don't have to,

899
01:04:01,340 --> 01:04:04,120
But if you want to, you can, okay?

900
01:04:04,520 --> 01:04:06,820
And the reason why I say you don't have to is because, you know,

901
01:04:07,040 --> 01:04:08,760
people are coming in and building these items,

902
01:04:09,500 --> 01:04:11,320
and they're attaching it to the specific section

903
01:04:11,320 --> 01:04:12,480
that's gonna be there.

904
01:04:12,760 --> 01:04:17,860
When you come in and you see the finance agenda meeting,

905
01:04:17,940 --> 01:04:20,260
which, which many will come up with, hold on a second.

906
01:04:22,780 --> 01:04:25,400
February had to far hold on, let's go back here.

907
01:04:27,120 --> 01:04:27,920
January 19th.

908
01:04:27,980 --> 01:04:33,200
But if I come back in and click on January 19th, okay?

909
01:04:33,680 --> 01:04:37,840
You know, I'm coming, I see the items here and I can make the decision of whether they stay or grow.

910
01:04:38,380 --> 01:04:41,460
So if you want to come in and take a look at them, you can open them up and take a look.

911
01:04:41,580 --> 01:04:47,300
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.

912
01:04:47,560 --> 01:04:48,320
It's totally up to you.

913
01:04:49,440 --> 01:04:52,180
It's to finance committee right here, okay.

914
01:04:52,720 --> 01:04:56,100
So this is built that like that. So there's a reason why I left this stage blank, right?

915
01:04:56,100 --> 01:04:59,820
So a lot of times with the attorney, you might have, you know,

916
01:04:59,820 --> 01:04:59,980
Thank you.

917
01:05:03,020 --> 01:05:20,220
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.

918
01:05:20,220 --> 01:05:23,280
And then basically I get one here, she's Betty here.

919
01:05:24,020 --> 01:05:25,360
So Betty, that just worked out.

920
01:05:25,720 --> 01:05:26,440
Betty's got finance.

921
01:05:26,800 --> 01:05:29,200
So she would see the workflow to choose from,

922
01:05:29,440 --> 01:05:30,280
but I can't, right?

923
01:05:30,820 --> 01:05:33,200
If somebody comes in and say Aaron,

924
01:05:33,420 --> 01:05:35,440
Aaron does not have a department in his dropdown.

925
01:05:35,680 --> 01:05:38,300
So when it's turned to pick an item to review,

926
01:05:38,760 --> 01:05:40,700
that workflow will not be able to be selected

927
01:05:41,260 --> 01:05:44,580
because the approval process is waiting for them to select.

928
01:05:45,240 --> 01:05:47,520
It's waiting to be connected to that particular department.

929
01:05:47,900 --> 01:05:49,440
And that's why I don't recommend it.

930
01:05:49,440 --> 01:05:55,440
if you do this now everyone can see it. If you're going to have your workflow based on the

931
01:05:55,440 --> 01:05:59,860
department which is a very popular process and the people from those departments will only

932
01:05:59,860 --> 01:06:03,980
ever submit from that department then it's going to be definitely something I recommend doing

933
01:06:03,980 --> 01:06:07,680
because what you would do is after you build the users in there a while you're building them

934
01:06:09,400 --> 01:06:13,480
assign them the department to do it's supposed to be. So if they're always going to be in the

935
01:06:13,480 --> 01:06:17,600
finance department it'll kind of make the list a little bit shorter for everybody and let them see

936
01:06:17,600 --> 01:06:21,020
the ones that are supposed to see and not the ones that they shouldn't see.

937
01:06:21,320 --> 01:06:27,900
Now, being that I just change that one to be every one can access it, I can come in here,

938
01:06:28,200 --> 01:06:29,360
click on approval status,

939
01:06:31,390 --> 01:06:35,050
if I find the one here, this is the one that I just built out,

940
01:06:35,450 --> 01:06:37,430
right, and I can hit this button right here.

941
01:06:37,810 --> 01:06:41,670
So all that does is it kind of locks it in place, it does a few other things to notice now,

942
01:06:41,850 --> 01:06:43,290
I have the icons here.

943
01:06:43,910 --> 01:06:48,890
So as a director, as an admin, as a coordinator, whatever it is, when I'm doing this here now,

944
01:06:48,890 --> 01:06:52,210
I'll be able to change this workflow if I want to.

945
01:06:53,030 --> 01:06:53,690
So this looks good.

946
01:06:53,790 --> 01:06:54,210
This looks good.

947
01:06:54,230 --> 01:06:57,170
But now I need to put in the workflow for the city attorney.

948
01:06:57,510 --> 01:06:59,390
Otherwise, I can't start it.

949
01:06:59,810 --> 01:07:02,250
So if I come in here, now I know for this particular item.

950
01:07:02,430 --> 01:07:03,870
The other two attorneys are on vacation.

951
01:07:04,030 --> 01:07:04,890
This one's at a conference.

952
01:07:05,730 --> 01:07:07,110
Let me use Natalie.

953
01:07:07,830 --> 01:07:08,770
Good person, right?

954
01:07:09,910 --> 01:07:12,850
Once I do this, if I click this button, then the workflow starts.

955
01:07:13,590 --> 01:07:15,610
So I'm not going to do this because these people don't have real emails.

956
01:07:15,910 --> 01:07:17,130
I'll come back to that in a little bit.

957
01:07:17,390 --> 01:07:18,370
But that's kind of how it goes.

958
01:07:18,370 --> 01:07:19,310
You can do that, right?

959
01:07:19,530 --> 01:07:21,150
So let's remove this template.

960
01:07:22,570 --> 01:07:23,790
They have brings us back to here.

961
01:07:23,910 --> 01:07:25,530
I can come and select a different one.

962
01:07:28,270 --> 01:07:28,890
Take the one here.

963
01:07:29,110 --> 01:07:30,450
Let's try to find the one.

964
01:07:32,010 --> 01:07:33,550
Thanks, that's how they're all done.

965
01:07:34,670 --> 01:07:35,730
I have a couple of different here.

966
01:07:35,910 --> 01:07:36,610
Go to test.

967
01:07:38,290 --> 01:07:39,030
You mean me, you mean me?

968
01:07:39,230 --> 01:07:39,630
Yep, okay.

969
01:07:40,110 --> 01:07:41,190
So this one here, I'll use,

970
01:07:41,370 --> 01:07:43,450
and I'll show you the reason why I have it set up differently here.

971
01:07:44,450 --> 01:07:45,550
Turn it to 20, same thing.

972
01:07:45,750 --> 01:07:46,150
Here's the thing.

973
01:07:46,170 --> 01:07:47,410
Maybe this particular item

974
01:07:47,410 --> 01:07:49,790
It doesn't need a time to turn it review, right?

975
01:07:50,130 --> 01:07:51,790
This particular item is the one that we're using,

976
01:07:52,030 --> 01:07:53,470
not the other one that we picked out here,

977
01:07:53,470 --> 01:07:54,490
so you want to change it around.

978
01:07:55,030 --> 01:07:59,790
If you want to have this person go like that, do it.

979
01:07:59,850 --> 01:08:01,250
And once you're ready, hit the button.

980
01:08:02,270 --> 01:08:04,190
When I do that, couple things happen.

981
01:08:04,230 --> 01:08:08,290
Now it's in review, and even though that's me, it's not.

982
01:08:08,910 --> 01:08:12,670
So let me, let me log out, because I have a couple

983
01:08:12,670 --> 01:08:14,330
of different profiles here.

984
01:08:16,320 --> 01:08:17,360
Let's see,

985
01:08:19,660 --> 01:08:23,820
and I should be getting an email, I'm sure I've gotten several, since we started.

986
01:08:25,740 --> 01:08:28,820
Let me see, I got two different things I've got to have my work email and I have my personal.

987
01:08:30,120 --> 01:08:32,080
Let's see which one of them gets it.

988
01:08:34,750 --> 01:08:36,370
Perfect. So this is the email that you'll get.

989
01:08:37,230 --> 01:08:39,270
Okay, no reply, pick a gender, so don't go reply.

990
01:08:40,070 --> 01:08:44,930
It's sending it to me, hello, mini-cancer, purchased over 25, that's the item type, right?

991
01:08:45,470 --> 01:08:49,130
Here's the item number. It tells me who submitted it, right?

992
01:08:49,130 --> 01:08:51,310
I didn't put somebody's name in that particular one.

993
01:08:51,310 --> 01:08:52,230
That's why it's showing my name.

994
01:08:52,490 --> 01:08:54,810
I support the target meeting for this item

995
01:08:54,810 --> 01:08:57,850
is the finance committee meeting on January 19th.

996
01:08:57,870 --> 01:08:58,930
The description is as follows.

997
01:08:58,990 --> 01:08:59,930
That's the link to the item.

998
01:09:00,190 --> 01:09:03,870
If I click this, it brings me right to it.

999
01:09:04,590 --> 01:09:06,670
And I happen to be logged in as that person,

1000
01:09:06,810 --> 01:09:08,470
but I want to show you the beginning piece here.

1001
01:09:09,650 --> 01:09:13,430
So I'm not here, but here, close out.

1002
01:09:13,610 --> 01:09:15,590
So when I log in as this person now,

1003
01:09:15,670 --> 01:09:17,470
I don't have 2,800 items.

1004
01:09:17,470 --> 01:09:21,350
I just have the one that I created, and I can show it to you.

1005
01:09:21,750 --> 01:09:23,890
The other two fifth gear here, this is mine.

1006
01:09:24,610 --> 01:09:29,470
If I go back to the dashboard, here's the two that's waiting for me to approve.

1007
01:09:29,490 --> 01:09:31,910
This is the one that we're talking about right now.

1008
01:09:32,270 --> 01:09:37,830
I can come in, I can edit it, we're on version one, notice I can't lock it.

1009
01:09:38,030 --> 01:09:41,290
I can't do it because they're already on that other version here.

1010
01:09:41,290 --> 01:09:48,710
But I can come in if I wanted to make it bold and save it.

1011
01:09:48,970 --> 01:09:49,890
Let's see here.

1012
01:09:53,240 --> 01:09:55,180
I think it's because I had different people in there.

1013
01:09:55,720 --> 01:09:58,200
If I wanted to change this, maybe it's not as big of a purchase.

1014
01:09:58,360 --> 01:09:59,880
We can knock it down a little bit.

1015
01:10:00,000 --> 01:10:15,220
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.

1016
01:10:16,120 --> 01:10:19,980
made some basic and I

1017
01:10:23,150 --> 01:10:31,570
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.

1018
01:10:34,170 --> 01:10:42,410
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.

1019
01:10:42,890 --> 01:10:47,770
So, when I come in, I made those changes, I'm able to do certain things without everything.

1020
01:10:48,710 --> 01:10:53,370
The approval status will show me now that even though it's level two, it's stage one.

1021
01:10:53,830 --> 01:10:58,830
I'm able to come in, I got the green sums up, so if I want to approve it, just click that button.

1022
01:10:59,410 --> 01:11:05,990
If I want to delegate this approval process to somebody else, I could pick somebody else and click that button.

1023
01:11:06,210 --> 01:11:10,830
It would send them an email, letting them know that they're able to go in and approve this item when you're ready.

1024
01:11:11,650 --> 01:11:17,490
I can send a reminder, maybe the process is taking too long, it happens, right? Send it out.

1025
01:11:18,210 --> 01:11:25,270
Or if I wanted to edit this stage, I can't delete a user or an approver until I have a second one there.

1026
01:11:29,990 --> 01:11:32,350
Once I have Heather in there, then I can delete many.

1027
01:11:32,630 --> 01:11:34,750
I'm not going to do that, but if I wanted to, I can.

1028
01:11:34,870 --> 01:11:37,210
Basically, each stage needs to have at least one approver.

1029
01:11:37,630 --> 01:11:40,390
Or an FYI, it's going to have somebody in there, you can't leave a blank, right?

1030
01:11:40,390 --> 01:11:44,050
So, the one thing that you're not seeing is the red thumbs down, right?

1031
01:11:44,090 --> 01:11:45,870
Pete does not like to hear the word, no.

1032
01:11:46,530 --> 01:11:47,630
There's no way to reject it.

1033
01:11:47,630 --> 01:11:50,050
If you want to reject it, leave the comment here.

1034
01:11:50,150 --> 01:11:50,610
So, what happens?

1035
01:11:50,650 --> 01:11:52,110
We're at stage one.

1036
01:11:52,310 --> 01:11:53,790
I left this comment there.

1037
01:11:54,330 --> 01:11:55,430
I should have gotten an email.

1038
01:11:56,570 --> 01:11:57,230
Let's see.

1039
01:11:58,990 --> 01:11:59,890
Let's check it out here.

1040
01:12:04,930 --> 01:12:05,710
Let's check my Gmail.

1041
01:12:09,600 --> 01:12:10,320
Here's a comment.

1042
01:12:11,900 --> 01:12:15,240
So, it's going back to this person here because this person is the one who drafted the item.

1043
01:12:16,300 --> 01:12:17,820
He's the only one that's getting it, right?

1044
01:12:17,820 --> 01:12:23,100
If I go back to this item, not this item, but this item, and say I approve it, right?

1045
01:12:25,260 --> 01:12:27,740
When I approve it, it's going, ooh, so I don't have any pressure.

1046
01:12:27,880 --> 01:12:31,020
Like at this point now, the item is not mine. I can't do anything to it, right?

1047
01:12:32,220 --> 01:12:35,400
I only have one item to approve. If I go back to the item's tab,

1048
01:12:36,860 --> 01:12:39,960
that's the previously approved, I now see the eye.

1049
01:12:40,600 --> 01:12:43,980
At that point, I can't really do anything to it. I can't even look at it.

1050
01:12:46,210 --> 01:12:47,590
I don't have access to it, right?

1051
01:12:47,590 --> 01:12:49,510
So let me log out.

1052
01:12:51,920 --> 01:12:57,480
Let me log back in as this guy. Sorry for all the back and forth.

1053
01:13:02,120 --> 01:13:07,400
So the email that goes out goes to Amy. Amy's not on this call. Amy's not a real person in here.

1054
01:13:08,300 --> 01:13:13,800
She's a real person, but just not on this site. So I'll see the history here.

1055
01:13:14,240 --> 01:13:20,360
Okay. And if I go to the approval status, I have a couple options. I can't approve it because I'm not Amy.

1056
01:13:20,360 --> 01:13:30,020
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.

1057
01:13:31,060 --> 01:13:41,940
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,

1058
01:13:44,110 --> 01:13:46,250
to move, I don't belong.

1059
01:13:47,230 --> 01:13:49,730
Okay, do that.

1060
01:13:51,970 --> 01:13:53,950
So now what's going to happen is when I skip the workload,

1061
01:13:54,070 --> 01:13:55,690
it's going to take it out of Amy's possession,

1062
01:13:56,810 --> 01:13:57,990
and send it to my friend Sally.

1063
01:13:58,390 --> 01:14:00,110
I have Sally's log in too, so don't worry.

1064
01:14:00,770 --> 01:14:02,570
It shows me that here and that's cool.

1065
01:14:02,770 --> 01:14:03,810
So the email that I should be getting

1066
01:14:04,730 --> 01:14:05,870
should be coming here.

1067
01:14:06,710 --> 01:14:08,070
There you go. That came pretty quick.

1068
01:14:08,570 --> 01:14:09,790
So it's going to Sally here.

1069
01:14:10,810 --> 01:14:11,330
All right.

1070
01:14:12,170 --> 01:14:14,930
Last time I should be able to log out here.

1071
01:14:22,980 --> 01:14:23,340
Okay.

1072
01:14:23,340 --> 01:14:29,180
So let's just say it gets to Sally at stage three and there's something about it that you

1073
01:15:00,000 --> 01:15:04,840
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.

1074
01:15:05,640 --> 01:15:17,040
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.

1075
01:15:17,520 --> 01:15:24,980
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.

1076
01:15:24,980 --> 01:15:29,240
So if you're at stage one, and you'll leave your comment, it's not getting sent to people

1077
01:15:29,240 --> 01:15:30,480
at stage just two, three and four.

1078
01:15:30,960 --> 01:15:35,080
It's only going from that level back, so it's where the people at head of us are not getting

1079
01:15:35,080 --> 01:15:35,620
incoming you.

1080
01:15:36,220 --> 01:15:40,240
So if something's got to get changed, it just goes to people that are supposed to be able to

1081
01:15:40,240 --> 01:15:40,920
change it.

1082
01:15:41,160 --> 01:15:46,720
If Sally here, at the end, wants to have something change, she can leave the comment here, please

1083
01:15:46,720 --> 01:15:49,020
add this or that, or she can go in and do it herself.

1084
01:15:49,840 --> 01:15:52,660
Depending on how you have the system set up, each place is different.

1085
01:15:52,660 --> 01:15:59,200
Some places might not have it where, right, so this particular place, my new friend here, right?

1086
01:15:59,480 --> 01:16:04,160
They will not be able to have a proverse edit the item, so they'll have to leave a comment.

1087
01:16:04,680 --> 01:16:09,620
So they can't make any changes to it. You have the ability to have that honor off, it's up to you.

1088
01:16:09,980 --> 01:16:15,560
Okay, but together to the next stage, that's what you have to do. Now, this person got to email as well.

1089
01:16:17,960 --> 01:16:22,900
Oh, there's that. This one here, the email is information purposes only.

1090
01:16:22,900 --> 01:16:33,160
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.

1091
01:16:34,900 --> 01:16:38,040
So let's just say I want to go ahead and approve it.

1092
01:16:39,560 --> 01:16:42,900
Once I do that a couple of things happens, it takes it out of my possession there, I get it.

1093
01:16:43,820 --> 01:16:47,200
It also changes it from three items to two that I have to approve.

1094
01:16:48,260 --> 01:16:50,520
Let's go back last time here.

1095
01:17:01,910 --> 01:17:07,910
So, that item is now approved.

1096
01:17:09,270 --> 01:17:11,470
Okay, if I come back in, it's locked.

1097
01:17:12,050 --> 01:17:15,650
Once it gets approved, it automatically locks and shuts down, right?

1098
01:17:15,910 --> 01:17:19,490
And then I can go in here, and I can see who did what?

1099
01:17:20,290 --> 01:17:22,370
That little ugly green color there, whatever.

1100
01:17:23,170 --> 01:17:25,750
And I can also see who did the approval process, right?

1101
01:17:26,510 --> 01:17:27,450
And at that point, it's done.

1102
01:17:27,590 --> 01:17:30,710
Now, what's nice is version 2 has been touched.

1103
01:17:30,710 --> 01:17:35,030
There's nothing about it that we haven't, we've done yet, we can leave it, we can do it up to you.

1104
01:17:35,390 --> 01:17:41,170
Now, if you've done the review and you want to go back in and change it, because something about it was wrong.

1105
01:17:41,430 --> 01:17:43,570
There's been an amendment as well as it's a pretty big deal.

1106
01:17:44,490 --> 01:17:49,710
If you want to come back in and remove this template, you can, it's going to ask you to confirm.

1107
01:17:51,690 --> 01:17:56,390
And it puts it back to where it was before and you can pick a different workflow if you need to.

1108
01:17:56,390 --> 01:18:03,390
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.

1109
01:18:03,850 --> 01:18:10,530
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.

1110
01:18:10,810 --> 01:18:16,630
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.

1111
01:18:18,010 --> 01:18:21,450
Now even if I do that and I just did, it also unlocks it again.

1112
01:18:22,030 --> 01:18:26,690
The workflow that was done by these three fine folks are still there.

1113
01:18:27,190 --> 01:18:32,850
It's just saying to listen, this person send it back to draft, because it may be with just something else about it.

1114
01:18:33,750 --> 01:18:35,270
Maybe it doesn't even need to be approved.

1115
01:18:36,290 --> 01:18:39,390
You just want to set it to approved and lock it and we'll get it.

1116
01:18:39,650 --> 01:18:40,770
So you have options here.

1117
01:18:42,550 --> 01:18:45,990
As far as the workflow goes, that's kind of the main main instrument.

1118
01:18:46,670 --> 01:18:47,410
Anyone have any questions?

1119
01:18:47,410 --> 01:18:52,890
I think about that that didn't make sense, but you want to see again, anything like that.

1120
01:18:53,190 --> 01:18:53,990
Anything at all.

1121
01:19:08,820 --> 01:19:11,920
So we still have 37 minutes left.

1122
01:19:12,440 --> 01:19:14,920
It's not much else to go over drafting wise.

1123
01:19:15,620 --> 01:19:16,820
It's anything else you want to see again.

1124
01:19:16,940 --> 01:19:19,560
We can go over any questions that you have with the cover it.

1125
01:19:19,720 --> 01:19:22,640
Anything about building local is that we could talk about that as well.

1126
01:19:23,240 --> 01:19:25,680
You tell me and we'll go from there.

1127
01:19:26,480 --> 01:19:27,580
Kind of think about having any questions.

1128
01:19:27,600 --> 01:19:28,980
Let's talk about the item.

1129
01:19:28,980 --> 01:19:33,940
Let's go back in, let's unlock it, see,

1130
01:19:36,100 --> 01:19:36,480
attachments.

1131
01:19:36,800 --> 01:19:41,040
Was there a limit to how many attachments we can have on an item?

1132
01:19:41,400 --> 01:19:42,080
Yes or no,

1133
01:19:50,800 --> 01:19:51,240
text one.

1134
01:19:51,620 --> 01:19:52,620
Do you remember the size, Aaron?

1135
01:19:53,800 --> 01:19:54,140
Or anybody?

1136
01:19:56,650 --> 01:19:58,790
Nice, good job, good job.

1137
01:20:00,000 --> 01:20:02,780
Let's see, let me go to version one here in version two.

1138
01:20:05,340 --> 01:20:09,380
Okay. So what we usually recommend to, like if you have a dozen

1139
01:20:09,380 --> 01:20:15,600
attachments, I usually recommend keeping the ones that are counsel documents towards the bottom. Right.

1140
01:20:15,620 --> 01:20:22,500
The reason why I say that is, let's find one that's got more attachments here.

1141
01:20:25,090 --> 01:20:25,910
Let's try.

1142
01:20:27,110 --> 01:20:32,790
So if we add this item to the agenda and there's one, two, three, four, five, six, right. This is good.

1143
01:20:32,790 --> 01:20:39,490
this one's in the middle here, let's take this and go to the agenda, let's download the packet

1144
01:20:42,460 --> 01:20:44,380
to see if I'm doing it right.

1145
01:20:53,100 --> 01:20:55,580
So usually it's easier to have the hidden and private ones

1146
01:20:55,580 --> 01:20:59,140
to be the last attaches because some of these attachments are going to get numbers on it possibly.

1147
01:21:01,500 --> 01:21:05,520
Let's see. Let's not create one to get this one, no matter.

1148
01:21:08,720 --> 01:21:12,460
That's a big deal. So depending on how the attachments are set up, it's easier to

1149
01:21:12,460 --> 01:21:17,920
nice to have them in that order. Just so we know that these the confidential ones are there.

1150
01:21:18,260 --> 01:21:19,220
Let's do this.

1151
01:21:25,250 --> 01:21:28,530
Some places have something in there where the attachments get like the number or letter.

1152
01:21:29,070 --> 01:21:33,130
And if you have them in order, but some of them are hidden, it'll have like one, two, four,

1153
01:21:33,130 --> 01:21:39,350
one, two, six, something like that. Where's it? It's trying to give you some tips of the trade here.

1154
01:21:39,350 --> 01:21:45,330
see doesn't have it. Okay, not a big deal.

1155
01:21:48,600 --> 01:21:50,500
I'm going to take what I'll say to go over with you here.

1156
01:22:02,640 --> 01:22:05,280
Sisterly comments are up here cover page.

1157
01:22:08,180 --> 01:22:13,600
So anyone think of any custom fits they'd want to add. They would think of where you think

1158
01:22:13,600 --> 01:22:18,100
most of this will what we have here is good enough with just the basic item template.

1159
01:22:18,100 --> 01:22:18,140
What

1160
01:22:20,660 --> 01:22:26,500
do you think? A lot of this, like this one here, we have two fields, three, four, we have five million.

1161
01:22:27,260 --> 01:22:31,580
They're added in, which is great, and they're part of that. So if you're going to add attachments to me.

1162
01:22:32,060 --> 01:22:35,540
If you're going to go into your site and kind of add some things to it.

1163
01:22:35,540 --> 01:22:37,980
Definitely, I love to see that. You're going to add in a couple of fields.

1164
01:22:38,700 --> 01:22:42,760
You can come in and create your item template if you want to create a second one that's fine.

1165
01:22:43,420 --> 01:22:48,820
What we usually ask is that if you want to include any of those custom fields onto your cover page template,

1166
01:22:48,820 --> 01:22:53,060
Let us know, because even though you're adding two fields in your adding into the template,

1167
01:22:53,640 --> 01:23:00,800
it's not going to add that field or two or 10 to this template, which kind of fills

1168
01:23:00,800 --> 01:23:01,360
in the rest.

1169
01:23:02,060 --> 01:23:04,300
So, if you're adding custom fields, you don't have access to this.

1170
01:23:04,420 --> 01:23:04,860
We do.

1171
01:23:05,120 --> 01:23:08,660
If there's a field that you want to see, let us know, we'll add it to the template for you.

1172
01:23:08,740 --> 01:23:09,460
And we can do that.

1173
01:23:09,660 --> 01:23:10,060
You can't.

1174
01:23:10,320 --> 01:23:11,080
Just keep us posted.

1175
01:23:11,700 --> 01:23:14,200
If you wanted to take an attachment, keep an attachment.

1176
01:23:14,200 --> 01:23:21,760
If you wanted to take an item template that you just built and delete it or make it an active, right, all that does

1177
01:23:22,920 --> 01:23:26,260
is take it out of the view of the rest of the people.

1178
01:23:26,400 --> 01:23:29,960
If I put it back, maybe it's seasonal, right?

1179
01:23:30,740 --> 01:23:33,680
Now I can come back in and it's there, okay?

1180
01:23:34,480 --> 01:23:37,300
If you delete it, you can do that too.

1181
01:23:38,100 --> 01:23:42,640
Speak carefully because some of the items that are working with that had that template assigned to it

1182
01:23:42,640 --> 01:23:47,320
might get conflicted and that might be a little bit of an issue, seizures better just make it

1183
01:23:47,320 --> 01:23:51,340
inactive. That's why you don't see them there anymore. And I'm going to say the only people that

1184
01:23:51,340 --> 01:23:56,460
can see these, well, the drafters can see this, but the only ones that can see all the templates

1185
01:23:56,460 --> 01:24:01,420
are the people that have admin. So it's not as big a deal. Like I said, a lot of times less is

1186
01:24:01,420 --> 01:24:06,980
more the one that you have as the default should cover all the bases. But if you want a specific one

1187
01:24:06,980 --> 01:24:12,000
for the other other types of items, other departments or anything like that, you can do that.

1188
01:24:12,000 --> 01:24:17,780
The question from my friend Victor, some of our items have what looks like a book as an attachment

1189
01:24:18,860 --> 01:24:21,440
Like it's that big or looks like a polka matura

1190
01:24:27,570 --> 01:24:33,770
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

1191
01:24:36,470 --> 01:24:39,530
size over here kind of go with that number do the conversion

1192
01:24:40,050 --> 01:24:43,450
Then what I would recommend if you have it and if you have it saved

1193
01:24:44,570 --> 01:24:49,050
Hosted somewhere is added as that that link here. So let's do that with this guy

1194
01:24:51,430 --> 01:24:57,110
Let's take something up here and let's add a link, all right.

1195
01:24:58,310 --> 01:24:59,470
So I'm not going to use that.

1196
01:25:04,980 --> 01:25:08,460
So I'll just recommend taking this, the whole page if you want,

1197
01:25:21,990 --> 01:25:23,510
sure it looks like on the web.

1198
01:25:24,930 --> 01:25:25,670
So do that.

1199
01:25:31,240 --> 01:25:32,780
All right, so if I download this agenda,

1200
01:25:37,740 --> 01:25:38,760
okay, thanks Theresa.

1201
01:25:41,040 --> 01:25:47,560
If I open up this agenda, here's that link when I click it, brings me right to that site.

1202
01:25:47,700 --> 01:25:55,640
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

1203
01:25:55,640 --> 01:25:58,300
of protection, then I would recommend doing it that way.

1204
01:25:58,520 --> 01:26:00,640
So all the other things, if you have something that's big,

1205
01:26:00,940 --> 01:26:02,960
is try to compress it down, but then you're basically taking away

1206
01:26:02,960 --> 01:26:07,000
some of the quality of the item itself, is to try to make it into a

1207
01:26:07,000 --> 01:26:08,460
don't-probably make it a smaller document.

1208
01:26:08,760 --> 01:26:11,620
So much of that's going to be a viable option for you,

1209
01:26:11,680 --> 01:26:13,780
or if you're able to attach it, like I said here,

1210
01:26:15,460 --> 01:26:18,820
to question, though, what else?

1211
01:26:19,640 --> 01:26:21,180
What else with items here?

1212
01:26:22,260 --> 01:26:23,840
Typically, the comments you'll see will, though,

1213
01:26:23,840 --> 01:26:28,400
newest to first, if you want to go the other way, you can reverse it, that's fine.

1214
01:26:30,320 --> 01:26:34,040
So one thing too, sometimes when you're looking here, it looks like you're having some

1215
01:26:34,040 --> 01:26:34,420
of it.

1216
01:26:35,140 --> 01:26:41,380
So, it looks like some of the text is cut off, even if you're in the agenda itself, sometimes

1217
01:26:41,380 --> 01:26:43,940
you might have like a longer title, a couple hundred characters.

1218
01:26:44,560 --> 01:26:47,940
If you don't see all of it here, don't be nervous, it's going to show on the agenda.

1219
01:26:48,580 --> 01:26:52,660
This page here, like this piece will only show, I think it's like 200 characters, I might

1220
01:26:52,660 --> 01:26:59,180
less, but I'll only show that. And even in the item cover page up here, item card, it's

1221
01:26:59,180 --> 01:27:04,840
showing less. It's okay. When you get to the agenda on the web, it'll show the right stuff.

1222
01:27:05,040 --> 01:27:07,700
Don't worry about it. People get nervous with that.

1223
01:27:09,720 --> 01:27:11,000
You'll also notice you too, and I'll

1224
01:27:11,000 --> 01:27:17,240
show you this more tomorrow. Obviously, when we do the agenda, we have the

1225
01:27:20,700 --> 01:27:21,480
attachment showing

1226
01:27:21,480 --> 01:27:24,780
as well. Some places don't like that. They want to take it off. That's up to you. We'll

1227
01:27:24,780 --> 01:27:30,160
about that for sure tomorrow. A lot of options with the agenda to kind of play with and see what's

1228
01:27:30,160 --> 01:27:35,080
easier for you. I think that's a lot to go over with these items here. If you have any

1229
01:27:35,080 --> 01:27:40,080
of the questions, this would be the time to come through with it. If not, then I'll give you back a

1230
01:27:40,080 --> 01:27:48,020
little bit of your day because I took almost all of your two hours yesterday, so I don't want to

1231
01:27:48,020 --> 01:27:48,780
I'll ask for a minute, any left.