MeetingSquared Pro Administration User Guide

Transcription

1 MeetingSquared Pro Administration User Guide

2 Contents Accessing MeetingSquared Pro... 1 Creating a Meeting Group... 2 Editing or Deleting a Meeting Group... 4 Creating a Meeting... 6 Editing a Meeting... 9 Agenda Items... 9 Documents, Links and Decisions Documents Links Decisions Redaction and other Features Redaction Adding Meeting Attendees Editing and Deleting Meeting Attendees Creating an Action Editing or Deleting an Action Minutes PDF Meeting Pack and Agenda download Publishing a Meeting Settings Accessing the Settings Menu Information Application Notifications Administrators Support... 32

3 Accessing MeetingSquared Pro Log in to the SharePoint site the MeetingSquared Pro application is installed on to and select the green banner. Once loaded, the following screen will appear: 1

4 Creating a Meeting Group To create a Meeting Group, select the +Meeting Group button. Enter a Group name, as well as an (optional) description and select OK to create the group. Once completed the group will appear in the Meeting Groups section. info@ 2

5 To provide users with access to the newly created Group, hover over the group and select the People icon. The following control window will appear: Users that have access to the SharePoint site, but not yet the group will appear in the left hand column. To provide a user with access select Add and then configure their level of permission by using the radio boxes in the right hand column. info@ 3

6 The icons on the Permissions Key represent the following: Controller Full Access over the Meeting Group (Ability to create, edit and delete Meetings). Contributor Ability to edit and view Meetings once created and published. Member Read access and can participate in Meeting Actions and Decisions. Non-Attendee Read only access with no participation rights. Guest A user that has guest access to a Meeting group. To confirm the changes, select Save. Editing or Deleting a Meeting Group To edit a Meeting group, select the Edit icon. info@ 4

7 Options which match the Meeting group creation form will appear. To confirm the changes made select OK, or Cancel to discard any changes made. To delete a Meeting Group, select Delete. An alert will appear on screen instructing that all Meetings under the Meeting Group will also be removed upon deletion. Select OK to confirm or Cancel to stop the deletion process. info@ 5

8 Creating a Meeting To create a Meeting select the +Meeting icon. The following control window will appear: Enter a Name, Start Date and Time, End Date and Time, Time Zone (the default for this is the locale of the SharePoint site the application is installed on to) as well as an (optional) description. Select Next to enter Location information for the Meeting. info@ 6

9 The Location uses information from Microsoft Bing if the address entered is considered valid by Bing the location will display on the map. 7

10 Lastly, enter any Conference calling details required for the Meeting. Once completed select Save to create, Cancel discard or Back to review the details entered. The blue hyperlinks for Details, Location and Conference can also be used to switch between the tabs. Once created the Meeting will appear in the Meetings section on the home screen. 8

11 Editing a Meeting To load a Meeting, select it from the Meetings section on the home screen. By default the Meeting will load in Edit view, allowing the modification of the Agenda. To edit the Meeting select the Edit Meeting icon. A control window will appear on screen similar to the Create Meeting form. Agenda Items To add an agenda item select +Agenda. Enter a name for an Agenda and select OK. Select Cancel to discard. Once created the Agenda item will display on the Meeting. info@ 9

12 To add additional information to an Agenda item select Edit. The following control window will appear: Additional (optional) details can be added to the Agenda item, such as: Description: Free text that can used to give additional details of the Agenda item. Presenter: Indicates a presenter or owner of the Agenda item for the Meeting. Time: Duration of presentation, or time slot. Action: Indicates a colour coded Meeting action against the Agenda item. The defaults for this are Vote, Document, Meeting and can be modified in the Settings menu. Additional agenda points can be added in this window by selecting Add another. To Save all agenda items added select Save and Close or Cancel to discard all changes. info@ 10

13 It is also possible to create sub items; A Primary sub item to 1 decimal place and a Secondary sub point to 2 decimal places. To create a sub item select the blue drop down icon on the + Agenda button next to the main Agenda Item and select Detailed Agenda. The Edit Agenda window will appear: The Primary sub point will be displayed on the left hand side of the window. Follow the same steps to enter the Agenda item details and select the relevant option. It is also possible to modify previous agenda items (or subsequent agenda items) using the Edit previous and Edit next buttons. info@ 11

14 Agenda items can be reordered by hovering over an Agenda Item number and selecting, holding the mouse down and dragging the Agenda item up or down. The numbering (and any sub items) will automatically change in accordance with the new position of the item on the Agenda. 12

15 To remove an Agenda Item select the Delete icon. A prompt will appear, select OK to remove the Agenda item or Cancel to stop the deletion process. Please note that all content added to the Agenda item will be placed in the Unassociated Documents, Links or Decisions area at the bottom of the Agenda and the Agenda will reorder accordingly. info@ 13

16 Documents, Links and Decisions Documents To upload a Document select the blue drop down icon on the + Agenda button next to the main Agenda Item and select Document. A Windows Explorer folder will appear, locate the required Document and select it, then select Open. Once uploaded the Document will appear under the Agenda Item. A progress bar indicates the status of the upload. Multiple Documents can be uploaded at the same time by locating the Documents in Windows Explorer outside of the application, selecting the required Documents and dragging and dropping these on to the Agenda. info@ 14

17 Selecting on a Document will bring up the options pane: Preview: Opens the Document viewer to show the Document. Download: Saves a copy of the Document from the Meeting to the local machine or device. Edit: Modifies the Document title. Delete: Removes the Document from the Meeting. Links To create a Link select the blue drop down icon on the + Agenda button next to the main Agenda Item and select Link. Enter the URL and Name for the Link and select OK to create the Link or Cancel to discard. info@ 15

18 Once created the Link will appear on the Agenda item. Selecting on the Link will bring up the options pane: Open: Opens the Link in the Web Browser. Copy: Copies the Link address. Edit: Modifies the Link details. Delete: Removes the Link from the Meeting. 16

19 Decisions To create a Decision select the blue drop down icon on the + Agenda button next to the main Agenda Item and select Decision. Please note Decisions can also be created from the Application home page by selecting the Decisions tab. The following control window will appear: Enter the details for the decision; Name, Start date, End date and an (optional) Description. Select Next to assign voters to the Decision. info@ 17

20 To assign a Voter select Add next to the name of the user, and set the Votes Required value. To create the Decision select OK or Cancel to discard. Once created the Decision will appear on the Agenda item. info@ 18

21 Selecting on the Decision will bring up the options pane: Details: Opens the Decision viewer to display the Decision case. Edit: Edits the Decision and voters. Delete: Removes the Decision from the Meeting. Upon selecting Details the case will load to the right of the Agenda: The Decision viewer displays the status information of the Decision. Documents can be added to the Decision in the same method Documents are added to a Meeting agenda. To close the Decision and return to the Agenda, select Close. info@ 19

22 Redaction and other Features Redaction Redaction can be used to prevent specific users from viewing a particular Agenda Item. To redact, enter Edit mode and select Redact agenda. A menu will appear, select the agenda items to be redacted, once ticked select Next. To remove access for the user on the selected Agenda items select Remove next to the user name and select the OK button. Redacted items will not be visible to users through the Web app, or the Mobile app agenda view. Please info@ 20

23 note that any by default, any Redacted agenda items will not be viewable for new users that are granted access to a Meeting Committee, and the access will need to be modified through the menu in the steps above. Adding Meeting Attendees By default, users that have Contributor (or lower) access to a Meeting group will be added to the Attendee list when the meeting is created. To add an attendee, select the + Attendee button. Fill in the fields for your Meeting attendee. The field is used to issue a notification once the Meeting has been Published. To confirm, select OK. Once created the new attendee will appear in the Attendees list. info@ 21

24 Editing and Deleting Meeting Attendees To edit an attendee, select the Edit button. A window will appear which can be used to modify the attendee details. Select OK to confirm the changes or Cancel to discard. To delete an attendee from the Meeting, select the Delete button. To confirm the deletion, select OK. info@ 22

25 Creating an Action To create an Action, select the Actions tab and select the + Action button. Complete the form and assign the Action to a user. To create the Action, select OK, to discard the Action select Cancel. Once created the Action will appear in the Actions tab. Users will be able to see whether the Action has been completed, and whether it is assigned to them. info@ 23

26 To view the action select it from the Actions tab. From here Controller level users will be able to add a Document (similarly to how a document is uploaded to the Agenda), add a Comment, or Edit the action. The user for which the Action is assigned to can complete the Action by selecting the Complete action button. Editing or Deleting an Action To edit the action, the Controller can select the Edit action button when viewing the Action, or alternatively select the Edit button when hovering over the Action in the Actions tab. info@ 24

27 Select OK to confirm the changes or Cancel to discard. To delete the Action, select the Delete button. To confirm the deletion, select OK. Minutes To upload a Minutes document, open the Minutes tab and select the + Minute button. info@ 25

28 A Windows Explorer folder will open, locate the paper to be uploaded using the Explorer window, select it, and then select Open. Once uploaded the minutes document will appear in the Minutes tab. Alternatively multiple documents can be uploaded by dragging and dropping from a stored location on the device being used to access the app. info@ 26

29 PDF Meeting Pack and Agenda download To download a PDF Meeting pack, OneNote document or Agenda Word document select the Download pack button and select the relevant option from the drop down. Once selected the site will create and download the document. Publishing a Meeting To publish the Meeting select the Publish button. An optional comment can be added to the notification that Meeting attendees receive once published. To publish, select OK. Once published a Meeting can be unpublished by selecting the Unpublish button (which replaces the Publish button). info@ 27

30 Settings Accessing the Settings Menu To access the settings menu, select the cog wheel icon in the top right hand corner of the app. The settings menu is split categorically into different sections which manage the settings of the MeetingSquared app. Information Information regarding the app installation is held here, such as Version, Installation date and Time zone are stored here. 28

31 Application Settings of the application can be changed here: Name: The title of the SharePoint site/application. Please note that this will not change the name of the SharePoint site, only how it appears in the mobile application. Logo: Allows a custom logo to be uploaded to replace the default MeetingSquared logo. Primary Color: Main colour for custom branding of the MeetingSquared web application. Secondary Color: Accent colour for custom branding of the MeetingSquared web application. Agenda Actions: Allows custom Agenda Actions to be created (default options Document, Vote, Meeting). info@ 29

32 Sharing Annotations: Enables/Disables use of Shared annotations via MeetingSquared mobile application. Sync Annotations: Enables/Disables syncing of user annotations made on the MeetingSquared mobile application to the SharePoint site libraries, which allows for the annotations to be available across multiple devices the user signs in to. Knowledge: Enables/Disables use of Knowledge module via MeetingSquared mobile application. Knowledge URL: Knowledge URL for use with MeetingSquared mobile application. Please note that this must point to the top level of the site where the application is installed to, and cannot be pointed directly at a document folder. The mobile application view will allow the user to navigate to the document folder. For example, if the following URL was the address of the document/knowledge library: The value to be entered in to the Knowledge URL field would be: If you require further assistance with this please do not hesitate to contact our Support team using the details in the Support section of this guide. Decisions: Enables/Disables use of Decisions module via MeetingSquared mobile application. ing: Enables/Disables ing of items from MeetingSquared mobile application. Printing: Enables/Disables Printing of items from MeetingSquared mobile application. Push Notifications: Enables/Disables Push notifications sent to the user device by the MeetingSquared mobile application. Touch Id: Enables/Disables Touch ID sign-on mode for supported devices being available on the MeetingSquared mobile application. Offline Access: Enables/Disables Offline access mode being available on the MeetingSquared mobile application. Authentication Timeout: Duration (in minutes) a user can remain logged in on the MeetingSquared mobile application before they are prompted to authenticate their session with their password. Authentication Prompt: Duration (in minutes) a user can remain in Offline Access mode. When the duration expires a sign in (with an active internet connection) must be made. info@ 30

33 Notifications messages can be customised and disabled within this settings menu using the sliders and text boxes. Select Save to finalise any changes made. Administrators Additional MeetingSquared administrators (users that are able to create Meeting Groups and Decisions) can be added within this section. To add an Administrator, select the (+) icon and select Add Administrator). Type the name of the user to add, or select the user from the list and select OK to add. Administrators can be deleted by selecting on to the user and selecting Delete. 31

34 Support If you have any queries/questions, please do not hesitate to contact the Support Team: Telephone: Live Support: 32