Legislative Management Suite User Guide

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2 Copyright 2009 Granicus, Inc. The following documentation is proprietary and confidential information of Granicus, Inc. and its licensors, the use of which is subject to a License Agreement between the authorized licensee and Granicus, Inc. The Granicus logo, Granicus, MediaVault, MobileEncoder, StreamReplicator, and OutCast Encoder are registered trademarks; Integrated Public Record, Intelligent Routing, LinkedMinutes, LiveManager, MediaCenter, MeetingMember, MeetingServer, MediaManager, Simulcast Encoder, VoteCast, VoteCast Classic, and VoteCast Touch are trademarks of Granicus, Inc. All other trademarks are the property of their respective owners.

3 Using this Guide This guide explains how your Granicus solution can help you create a fully annotated and timestamped Archive of a parliamentary meeting. Icons Steps for specific clients are identified by the following icons: MinutesMaker clients VoteCast Touch clients Indexing clients MobileEncoder clients MobileEncoder Live clients Tips, shortcuts, notes, warnings, and best practices are also identified by icons: Tip Suggestions for saving time and work when using MediaManager or LiveManager Shortcut Keystrokes that save you time and work when using LiveManager Note Suggestions for steps that require extra attention Warning Suggestions for steps that will produce an error if neglected Best Practice Suggestions for the steps you should follow when more than one option is available Page 2

4 Notes You can record login information in the following fields for future reference; keep this information in a safe place. MediaManager URL: Username: Password: Account Manager: (Issued after training and deployment) Granicus Technical Support Line: Granicus Support support@granicus.com 24/7 Emergency Line: Page 3

5 The Customer Service Portal For additional help not found in this guide access the Customer Service Portal. The CSP features help articles, downloads, Granicus University, and a variety of other useful features. (Figure 1) Launch the CSP 1 Open an internet browser such as Internet Explorer 7. 2 Go to for example, 3 Enter your username and password at the MediaManager login screen. 4 Click the Help & Training link in the upper right corner of the MediaManager interface. 5 Confirm the CSP homepage loads in a new browser. Figure 1 highlights the CSP links. Links Figure 1 The Customer Service Portal homepage Links Home- Upcoming Events and important information Knowledge Base Help articles on Granicus products and services Support Resources- Product-specific downloads, manuals, reference guides, and release notes Store- Purchase add-on products University- Training and certifications Newsletter- Archived newsletters Service Contact- Contact Granicus Page 4

6 Table of Contents Legislative Management Suite Workflow... 7 Getting Started / MediaManager... 8 Log in... 8 Navigate the MediaManager Interface... 9 Chapter 1 Before the Meeting Steps Done Once Step 1: Create an Event Step 2: Schedule an Event Step 3: Add Attendees Steps Done Every Time Step 1: Prepare an Agenda Step 2: Load an Agenda Step 3: Edit Agenda Items Add Supporting Documents to an Agenda Step 4: Publish an Agenda Getting Started / MobileEncoder Launch MobileEncoder Log into MediaManager Download an Agenda Getting Started / LiveManager Launch LiveManager Navigate the LiveManager Interface Customize the LiveManager Interface LiveManager Shortcuts Chapter 2 During the Meeting Load a Meeting Page 5

7 Step 1: Start a Meeting Pause a Meeting Add Speakers Set the Speaker Timer Step 2: Take Roll Call Step 3: Timestamp Agenda Items Step 4: Record Notes Step 5: Add Motions and Votes Record a Motion Record a Vote Step 6: Stop a Meeting Upload a Meeting to MediaManager Getting Started / MediaManager- After the Meeting Navigate the MediaManager Interface / After a Meeting Chapter 3 After the Meeting Open the Archive for Editing Step 1: Trim the Video Step 2: Publish a Video Step 3: Review Minutes Step 4: Edit Step 5: Publish the Minutes Print the Minutes Appendix A MobileEncoder Connect Equipment Stream the Meeting Live Run the Status Indicator Page 6

8 Legislative Management Suite Workflow The Granicus Legislative Management Suite divides your workflow into three sections: These steps apply to MinutesMaker and VoteCast Touch clients only. Figure 2 Legislative Management Suite Workflow Before the Meeting Before your meeting begins, MediaManager Event Templates are created to define the basic properties for recurring meetings. When creating a new Event Template, tasks performed only once include scheduling the Event and adding attendees. Tasks performed before every meeting include preparing and loading the Agenda, editing Agenda Items, and publishing the Agenda. During the Meeting During your meeting, LiveManager is used to perform tasks such as starting the meeting, taking Roll Call, timestamping Agenda Items, recording Notes, Motions, and Votes, and stopping a meeting. After the Meeting When your meeting is over, MediaManager is used again for trimming and publishing the video, reviewing the Minutes, editing, and publishing the Minutes. Page 7

9 Getting Started / MediaManager MediaManager is used before a meeting has begun and after a meeting has ended. Prior to the meeting, Agendas are uploaded and documents are attached. After the meeting, the Minutes, timestamps, and video recordings are edited and published for public access. Log in 1 Open an internet browser such as Internet Explorer 7. 2 Go to for example 3 Enter your Username and Password at the login screen. (Figure 3) The username is not case sensitive; the password is. Figure 3 Logging into MediaManager Page 8

10 Navigate the MediaManager Interface The MediaManager interface contains features for setting up and controlling your Events and Archives. (Figure 4) A B C D Figure 4 Navigating the MediaManager interface A Navigation Tabs Home Workspaces and statuses for MediaManager functions Events- Workspace for creating and managing upcoming meetings Archives- Workspace for managing and editing recordings Reports- Graphs and charts demonstrating how users are viewing and using your Archives Admin- Tabs for controlling MediaManager Cameras, Views, Templates, Servers, and Users and Groups B System Administration Sections Cameras- The menu containing status information for the OutCast Encoder Current Users- List of users currently logged into MediaManager Servers- Statuses of the DataCenter and MediaVault hardware connected to each MediaManager site C Events and Archiving Clips Sections Scheduled Events- Menu of current, scheduled, and recurring Events up to two weeks out Archiving Clips- Menu of previously recorded and unpublished meetings D Help and Training Link Customer Service Portal- Helpful solutions, downloads, and additional information Page 9

11 Chapter 1 Before the Meeting Steps Done Once These steps are done once as Events are recycled in order to minimize set-up. Step 1: Create an Event 1 Log into MediaManager. (See page 8) 2 Click the Events tab. 3 Click the New button to create an Event Template. (Figure 5) An Event Template sets the basic properties for a recurring meeting type and can be reused to minimize meeting set up. page 11. To edit the properties of an existing Event, select Event > Edit > Basic subtab, and follow the steps on ecomment users should consult their ecomment User Guide at this point. Click Edit to modify an existing Event Template The New button Figure 5 Events homepage Page 10

12 Create an Event continued 4 Name the Event. (See Figure 6 on page 12) MediaManager automatically adds date and time information for you. You do not need to edit the Event name prior to each meeting. 5 Enter the Duration for the Event. Be sure to add one hour to the maximum possible duration. 6 Select Record Event, Broadcast Event, or both. If only Record Event is selected, an Archive of the Event will be created. If only Broadcast Event is selected, the Event will stream live. If both Record and Broadcast Event are selected, an Archive will be created and the Event will stream live. 7 Select the Camera. The Camera refers to the Outcast Encoder that transfers live broadcasts to the Granicus MediaCenter in real-time. 8 Select the Player Template. The Player Template is a preset design for the Video or Audio Player. 9 Select the Agenda Template. The Agenda Template is a preset design for displaying the Agenda. 10 Select the Archive Status (after upload). Pending allows an internal user to view the Archive and decide when to make it public. Public allows a user to view the Archive after uploading. Not-Public prohibits a user from accessing the Archive after uploading. 11 Select Views. Views Available displays the available View Pages for displaying the Event. Views Assigned lists the chosen View Pages for displaying the Event under the Upcoming Events section of the View Page. Page 11

13 12 Click Create Event. Buttons for moving Views between Available and Assigned Figure 6 Setting Event properties Page 12

14 Step 2: Schedule an Event 1 Click the Scheduling subtab. 2 Select Automatically Start Event (optional). (Figure 7) time. If you select Automatically Start Event, your meeting will begin recording at the baseline Date and Start 3 Enter the Date and Start Time. (In military time) 4 Select the Recurrence Pattern. If you set the Recurrence Pattern to None, you will need to set a new date prior to each meeting. 5 Click the Save Schedule button. Automatically start Event button Start time must be entered in a 00:00:00 format Scheduling subtab Figure 7 Creating the Event schedule Page 13

15 Step 3: Add Attendees Indexing clients should proceed to Step 1: Prepare an Agenda on page Click the Roll Call button from any subtab under Events. Adjust the Expander tab as necessary. (Figure 8) 2 Enter the attendee name in the Add Attendee field. 3 Click the Add button. 4 Select all attendees as Voting or Not Voting. Remember that you are setting up an Event Template for the recurring meeting; you will have the option in LiveManager to change the Voting statuses of the attendees if necessary. 5 Click the Create Roll Entry button after the attendees have been added. If members of the meeting body change for a particular meeting, you must edit the Roll Call. The Expander tab allows you to customize the size of the pane Use the arrows to adjust the order of attendees Figure 8 Adding attendees to an Event Roll Call button Page 14

16 Steps Done Every Time Step 1: Prepare an Agenda 1 Open the Agenda in Microsoft Word. 2 Click the File Menu button. (Figure 9) 3 Select Save As from the menu. 4 Select the location for saving the file. 5 Enter the File Name. 6 Select Plain Text from the Save as Type menu. 7 Click the Save button. If prompted about format, click the OK button. You must close the converted Word document before you can load the Agenda in MediaManager. Figure 9 Saving a file as a Plain Text file Page 15

17 Step 2: Load an Agenda The data within the loaded Agenda is used for generating and timestamping documents. Agenda Management Integration clients should follow the steps in their supplemental integration guides. 1 Click the Load Agenda button from any subtab under the Events tab. (Figure 10) 2 Click the Browse button and locate the Agenda file in the Plain Text format. 3 Select Replace Existing Agenda or Append to Existing Agenda. Replace Existing Agenda will replace the previously loaded Agenda with the new Agenda. Append to Existing Agenda will attach the new Agenda to the existing Agenda. 4 Click the Load Agenda File button. 5 Confirm that the Agenda content loads. Loaded Agenda content Load Agenda button Figure 10 Loading an Event Agenda Page 16

18 Step 3: Edit Agenda Items You can edit Agenda Items for misspellings, content, and order. 1 Click an Agenda Item once to select it. (Figure 11) 2 Edit the text in the Edit Agenda pane. 3 Click the Update Agenda Item button to save the changes. Arrows to adjust the order of Items Click once in a field to edit the Agenda s text Selected Agenda Item Figure 11 Editing Agenda Items Click the Delete Item button to clear selected Agenda Items Page 17

19 Add Supporting Documents to an Agenda 1 Select an Agenda Item. (Figure 12) 2 Click the Document button. 3 Name the file. (Optional) Naming the file is optional, but if you leave the Name field blank, the name of the file you are creating will take the name of the attachment document. 4 Click the Browse button. 5 Select the document to upload in the Choose File window. All files formats are supported in MediaManager; however, it is recommended that you attach your files as PDF s. File size is limited by network bandwidth. 6 Click the Open button. 7 Click the Add Document button. 8 Confirm the document loads in the Agenda. Document button Selected Agenda Item Figure 12 Adding a document to an Agenda Item Page 18

20 Step 4: Publish an Agenda You have the option of using several different file sources for your Agenda. Agenda Management Integration clients should follow the steps in their supplemental integration guides. A published Agenda appears on your website next to your Upcoming Event listing. 1 Click the Agenda subtab. (Figure 13) 2 Select Generated HTML to use a Granicus Agenda template previously loaded in MediaManager, or 3 Select Uploaded file to upload an Agenda as a document (Word, PDF, etc.). Upload your documents in a PDF format as it is universal. Click Browse to find the file you want to upload, or 4 Select Linked web page to create a link to an existing Agenda elsewhere on your website. Paste the hyperlink into this field. 5 Click the Save Settings button. 6 Click the View button to confirm your Agenda is correct. Click View to confirm the published Agenda Figure 13 Publishing an Agenda You are now ready to begin your meeting in MobileEncoder or LiveManager; log out of MediaManager. MobileEncoder users should skip to page 20, Getting Started / Mobile Encoder; LiveManager users should skip to page 23, Getting Started / LiveManager. Page 19

21 Getting Started / MobileEncoder LiveManager users skip to page 23, Launch LiveManager. Launch MobileEncoder 1 Double-click the MobileEncoder icon on your desktop, or go to Start > Program > Granicus > MobileEncoder. Figure 14 MobileEncoder login Log into MediaManager Before you can download a meeting, you need to log into MediaManager through MobileEncoder. 1 Click the MobileEncoder button. 2 Select MediaManager Logon from the drop-down menu. (Figure 15) Figure 15 MobileEncoder dropdown menu Page 20

22 3 Confirm the MediaManager Authentication screen appears. (Figure 16) 4 Enter your site name, for example jurisdiction.granicus.com. 5 Enter your Username and Password. 6 Click the OK button. Figure 16 MediaManager Authentication Download an Agenda For any meeting you do not want to broadcast live, you must download your Agenda(s) prior to going to the onsite meeting location. 1 Click the MobileEncoder button. 2 Select Download Agendas from the drop-down menu. (Figure 17) Figure 17 Download Agendas Page 21

23 3 Confirm the Select Meetings to Download menu opens. (Figure 18) 4 Select the checkboxes next to the meetings you want to download. 5 Click the Download button. You can download multiple meetings. If you plan on switching meetings, all Agendas must be downloaded before you start your first meeting. Before you begin your meeting(s), follow the diagram on page 53, Appendix A Connect Equipment. Figure 18 Select Meetings to Download You can now continue to run your meeting by following the instructions for LiveManager beginning on page 29, Chapter 2 During a Meeting. Page 22

24 Getting Started / LiveManager LiveManager is the application used during the meeting. In LiveManager you can record and broadcast an Event, timestamp Items, and record Notes, Motions, and Votes. Launch LiveManager 1 Double-click the LiveManager icon on your desktop (Figure 19), or go to Start > All Programs > Granicus > LiveManager. Figure 19 LiveManager icon 2 Confirm LiveManager loads. (Figure 20) The LiveManager layout will vary depending on your user interface configuration. Figure 20 LiveManager loaded Page 23

25 Navigate the LiveManager Interface The LiveManager interface contains several key features for starting and running your meeting, taking Notes, and indexing Agenda Items for publication (Figure 21). Many of the features in LiveManager are configurable, and users should contact their Account Manager to turn on and off features. A I H B C G D E F Figure 21 Navigating the LiveManager interface with a loaded meeting A Running the Meeting Controls Load Meeting Button for opening an Agenda in LiveManager Start Meeting Button for starting the recording and/or the broadcast of a meeting Pause Meeting Button for pausing a meeting; the stream will not pause during broadcasting, but the video will be auto-trimmed from the Archive Extend Meeting Button for adding time to a meeting in half-hour increments Stop Meeting Button for ending a meeting; only use when the meeting is over Switch Meeting Menu Allows you to switch to a different meeting while a meeting is in progress. Set both Events for the same duration in MediaManager B Meeting State Box Provides information on the active Agenda Item, Motions, and Votes Page 24

26 C Quick Note Field- Area for taking notes during a meeting D Agenda Pane- Provides original pre-meeting Agenda information loaded from MediaManager E Action Pane- Area where Motions, Votes, and Notes are updated F Minutes Pane- Provides the Minutes for the meeting, including timestamped Agenda Items G Status Bar- Provides information on the meeting, including the remaining meeting time, name of the Event, and the Encoder selected H Meeting Management Tabs Selected Item- Displays information from the Agenda Item in focus Speakers- Displays information for adding speakers to a meeting and calling speakers to speak Speaker Time- Displays buttons and information for assigning a speaker an amount of time Attendees- Displays the meeting s attendees and their voting statuses, and provides a button for adding attendees; attendees must have a MediaManager user account I Current Items Buttons Agenda Item- Button for adding a new Agenda Item to the meeting Minutes Motion- Button for creating a Motion during a meeting; you must do so prior to recording a Vote Vote- Button for creating a Vote during a meeting Note- Button for adding Notes to the Minutes, by default, Notes are marked with timestamps in the final Minutes document; Indexing clients can use notes, but they won t be able to extract them from MediaManager present Roll Call- Button for taking Roll Call during the meeting; by default, attendees will be marked as Attachment Item- Uploads additional documents to include in the Minutes Record Unanimous Vote- Button used for recording a unanimous Vote, but only be used after you record a Motion; you must record a Roll Call in order to use this button Page 25

27 Customize the LiveManager Interface The LiveManager interface is customizable. Panes can be moved around and resized. Click View > Lock Layout to lock the LiveManager layout. (Figure 22) Click View > Reset Layout to undo any changes made to the layout; the layout must be unlocked before resetting. Click and drag the sides of the panes to adjust their size Figure 22 Customizing the LiveManager interface Page 26

28 LiveManager Shortcuts There are a number of shortcuts you can use while running your meeting in LiveManager. These shortcuts will help you cut down on time and work. Text Expansions Text Expansions are shortcuts used to fill in abbreviations when entering text in any of the LiveManager text fields. To use the Text Expansion feature, you must first set up your abbreviations. 1 Go to Settings > Text Expansions. 2 Click the Add button. (Figure 23) 3 Enter the abbreviation in the Input String field and its corresponding expansion in the Replacement field. Example of Loaded abbreviation Example of loaded corresponding expansion Click Add to open the Replacement Pattern Editor Insert corresponding expansion Insert abbreviation Figure 23 Inserting Text Expansions 4 Click the OK button in the Replacement Pattern Editor menu. 5 Confirm the abbreviation loads under Pattern and the corresponding expansion loads under Replacement. 6 Click the Ok button. 7 Press the Ctrl+Space to activate the text expansion after typing the abbreviation into any text field. Page 27

29 Keystroke Shortcuts Keystroke shortcuts are a string of keys you type to perform a task. At designated steps, you have the option of entering the keystroke or manually performing the task. A shortcut will be signified by its keystroke sequence and the shortcut icon. Tab+Enter Records a Note after typing in the Quick Note field; pressing Tab again returns the cursor to the Quick Note field Ctrl+A New Agenda Item Ctrl+D Delete selected Agenda Items Ctrl+R Opens Roll Call Ctrl+M Opens Motion Ctrl+V Opens Vote Ctrl+E Extend meeting by half an hour Ctrl+Space Bar Activate Text Expansion Right- click Right-click any item get to a series of options Page 28

30 Chapter 2 During the Meeting The following steps and results will vary slightly for a MobileEncoder or MobileEncoder Live user. Load a Meeting 1 Click the Load Meeting button. A list of meetings will open, including the ones previously created in MediaManager. (Figure 24) 2 Select a meeting. To select multiple meetings, press and hold down Ctrl while you select more than one meeting. When you have multiple meetings open, use the Switch Meeting drop-down menu to change meetings. 3 Click the Open button. 4 Confirm that the Agenda for the meeting appears in the Agenda Pane of LiveManager. If the wrong meeting is opened, click File > Close to exit the meeting. Click a meeting once to select Hold down ctrl while you select multiple meetings Figure 24 Loading a meeting in LiveManager Page 29

31 Step 1: Start a Meeting MobileEncoder Live lets you choose whether you want to stream the meeting live. For instructions, see Appendix A Stream the Meeting Live on page Click the Start Meeting button. The meeting begins recording as soon as the button is pressed. Click Meeting > Preview Stream to ensure the meeting is streaming; this can be done before and after the meeting has started (Figure 25). Click Meeting> Preview Stream to verify that the meeting is streaming Figure 25 Streaming a meeting Pause a Meeting 1 Click the Pause Meeting button to pause a meeting. 2 Click the Start Meeting button to resume the meeting. If you pause your meeting while it is broadcasting live, the live feed will not pause; the meeting will continue to stream. Indexing clients should skip to page 34, Step 3: Timestamp Agenda Items. Page 30

32 Add Speakers Up to 1,000 speakers can be stored in the system. A speaker only needs to be added once; the next time they speak they will already be in the system, and they can be selected from the Add Speaker pop-up. Adding speakers can be done before or during a meeting. 1 Select an Agenda Item in the Agenda Pane. 2 Click the Speakers tab within the Meeting Management Tabs. (Figure 26) 3 Click the Add button in the Speakers menu. 4 Confirm the Add Speakers menu loads. 5 Enter a name in the Speaker Name field, or select a name from the drop-down menu. 6 Click the Add button. When the meeting progresses to the selected Agenda Item, the speaker can be called. You can repeat this process for all scheduled speakers. The Add Speaker window will remain open. 7 Click the Close button to exit. The Agenda displays a podium icon next to any items that have assigned speakers. Speakers tab If a name is already stored in the system, your entry will autocomplete Figure 26 Adding speakers Click this Add button first to open the Add Speaker menu Page 31

33 Set the Speaker Timer The Speaker Timer can only be started after a meeting has begun. 1 Select an Agenda Item that includes the preset speaker in the Agenda Pane. 2 Click the Speakers tab in the Action Pane and select the name to be called. 3 Click the Call button. 4 Confirm the Speaker Timer tab opens. (Figure 27) 5 Select 2:00, 3:00, or 5:00 to set the speaker time; these are configurable times. 6 Click the Start button to begin the Speaker Timer. 7 Notice the speaker s name and remaining time appear in the Status Bar. Prompts will appear when there is 1 minute remaining, and then 30 seconds. A window will appear when the Speaker Timer has expired. Figure 27 Setting the Speaker Timer Page 32

34 Step 2: Take Roll Call You must take Roll Call before you can click the Record Unanimous Vote button. 1 Click Roll Call from the Current Item buttons, or Ctrl+R (Figure 28) VoteCast clients click the Start Roll Call button. 2 Select attendees as Present, Absent, or Excused. 3 Select Attendees as Voting. 4 Select the appropriate attendee as the Meeting Chair. 5 Click the Record button. VoteCast clients click Start Roll Call Figure 28 Recording a Roll Call Page 33

35 Step 3: Timestamp Agenda Items black. Agenda Items already timestamped are grey, current Items are red, and Items not yet timestamped are Ctrl+A creates a new Agenda Item that will then be added to the Minutes Pane. Ctrl+D deletes selected Agenda Items There are four different ways to timestamp an Agenda Item. 1 Double-click an Agenda Item to timestamp the Item, or 2 Right-click an Agenda Item, and click the Record button to timestamp the Item, or 3 Click and drag an Agenda Item into the Minutes Pane to timestamp the Item, or 4 Click the Agenda Item once to highlight it, and click the Record button to timestamp the Item. 5 Confirm that the timestamped Agenda Items are in the Minutes Pane. (Figure 29) Timestamping an Item twice will create a second instance of that Item. Parent and child Items will both move to the Minutes pane when either the parent or the child Item receives a timestamp. Timestamped Items Current Item Parent Item Child Items Item not yet timestamped Figure 29 Timestamping Agenda Items Page 34

36 Step 4: Record Notes 1 Select an Agenda Item 2 Click in the Quick Note field. Type your Note. (Figure 30) 3 Click the Record button, or Tab + Enter. Pressing Tab again will move your cursor back to the Quick Note field. 4 Confirm that the Note receives a timestamp and appears in the Minutes Pane under the Agenda Item. Notes will not receive a linked timestamp in the final generated Minutes, but they will receive a timestamp for editing in the after the meeting MediaManager workflow. Quick Notes can be taken at any time. All of the fields you can type in are spell-checked as you type, including Notes. Red, underlined words can be right-clicked for alternative spelling suggestions. Editor s Notes are internal notes attached to an Item for the Clerk s viewing only. They can be used for editing purposes and can never be viewed publicly. Click previously recorded Notes to edit them. Select Private to restrict notes from appearing in a generated Minutes document Figure 30 Recording Notes Page 35

37 Step 5: Add Motions and Votes Record a Motion 1 Click Motion from the Current Item buttons, or Ctrl+M. (Figure 31) 2 Select the Mover, Seconder, and Action. The statuses you selected for attendees in the Roll Call will not carry over to the Motion menu. Therefore, if you select someone as absent in the Roll Call they will still be available to make a Motion. You can type the first few letters of the Mover, Seconder, and Action, select the name or Action, and press tab to move to the next field. 3 Edit or enter the Motion Text. The text by default is the Agenda Item text unless a suggested action has been added to the Item. (Configurable) 4 Click the Record button to timestamp the Motion. 5 Confirm the Motion has received a timestamp and appears in the Minutes Pane. The clerk can use the Start Motion and Stop Motion buttons to enable Council members to make a Motion on the touch screens. Click Record Unanimous Yea Vote if all attendees vote yes; Roll Call must be recorded before this button is available to use. Figure 31 Recording a Motion Page 36

38 Record a Vote After you click the Record button during a motion, the Vote Entries panel automatically appears. The statuses you selected for attendees in the Roll Call will carry over to the Vote menu. 1 Select Yes (or Yea) next to all the attendees who voted yes. (Figure 32) 2 Select No (or Nay) next to all the attendees who voted no. 3 Select Abstain, Recused, or Absent for corresponding attendees. 4 Click the Record button. 5 Confirm that the Vote received a timestamp and appears in the Minutes Pane. Select the Vote Result buttons to force a Pass, Fail, or Majority Vote Figure 32 Recording a Vote Page 37

39 Step 6: Stop a Meeting 1 Click the Stop Meeting button when you are absolutely sure the meeting is over. When you click the Stop Meeting button the meeting automatically uploads to the Granicus MediaCenter. 2 Select Yes at the Stop Meeting confirmation prompt (Figure 33). The meeting is now recorded; all of the running Events will end, and the Agenda and Minutes panes will be emptied. Figure 33 Stopping the meeting You have now finished working in LiveManager. Log into MediaManager to begin the after the meeting workflow. Upload a Meeting to MediaManager After you have stopped the meeting and are ready to upload it to MediaManager, make sure you are connected to the internet and follow these steps: 1 Select Upload Meetings from the MobileEncoder drop-down menu. (Figure 34) Figure 34 Upload Meetings Page 38

40 2 Select the checkboxes next to the meetings you would like to upload in the Select Meetings to Upload menu. (Figure 35) 3 Click the Upload button. While the meeting uploads, a progress window will appear; once the meeting has finished uploading the meeting will disappear from the upload list. Figure 35 Select Meetings to Upload You have now finished working in MobileEncoder and may exit the application. Log into MediaManager to begin the after the meeting workflow. Page 39

41 Getting Started / MediaManager- After the Meeting Navigate the MediaManager Interface / After a Meeting After your meeting, you must launch MediaManager > Archives tab. Figure 36 highlights the Archive interface. A Archives B C D subtab E Figure 36 Navigating the Archive interface in MediaManager A Archive Folders- Provides a place to organize your meetings. The folders contents open in the Archive Meetings pane. B Archive Folder Buttons- New- Create an original folder Edit- Modify the properties of an existing folder Delete- Remove an existing folder; you can only delete a folder if it is empty C D Archive Meetings Pane- Displays the archived meetings stored in the Archive Folders Archive Control Buttons New Video- Upload a new video to an Archive folder; the file must be a WMV or WMA file New Playlist- Create a new set of clips from preexisting Archives Edit- Modify an existing Archive Copy- Duplicate an existing Archive Delete- Remove an existing Archive E Recycle Bin Stores deleted files; located in the Archive Folders Page 40

42 Chapter 3 After the Meeting Open the Archive for Editing 1 Log into MediaManager. 2 Click the Archives tab. 3 Select a folder from the Archive Folders menu. (Figure 37) 4 Select a meeting from the Archive Meetings menu. Double-clicking a meeting will open a preview of the meeting in the Player Page Template. 5 Click the Edit button from the Archive Meetings menu. The Basic File Properties Page loads. ecomment users should consult their ecomment User Guide at this point. Edit button Click a meeting or a folder once to select Figure 37 Editing a meeting Page 41

43 Step 1: Trim the Video 1 Click the Trimming subtab. 2 Click the Play button on the Video Player. (Figure 38) 3 Click the Play button again to pause the video when the video is at the point you want to set as your start time. 4 Click the Get from Player button to add the time to the Start Time field. You can also find your start time by double-clicking on the first timestamp in the Agenda and rewinding the video to a few seconds before the timestamp. Click the Get from Player button. 5 Repeat steps 2-4 for setting the stop time. You can also find your stop time by clicking on the last timestamp in the Agenda and fast-forwarding the video to a few seconds after the timestamp. Click the Get from Player button. 6 Click Trim File. 7 Confirm the trimming process is complete. Clicking Trim file, without naming the new file, will update the existing file; however, an auto-generated backup of the original file will be sent to the Recycle Bin. Time slider for fastforwarding and rewinding a clip Figure 38 Trimming a video Play / Pause You can create a clip between two indexed Agenda Items by using the Get from Selection button. Select a timestamped Agenda Item > Start Time: Get from Selection > timestamped Agenda Item > Stop Time: Get from Selection. Page 42

44 Step 2: Publish a Video Publishing a Video can be done prior to and separately from publishing the Minutes 1 Click the Basic subtab. 2 Select Public from the Status drop-down menu. (Figure 39) To remove a video from your View Page, change the status to Pending or Not Public. 3 Click the Save Properties button. Figure 39 Publishing a video Page 43

45 Step 3: Review Minutes Steps 1-5 are only performed once. 1 Click the Minutes subtab. (Figure 40) 2 Click the New button. 3 Name the document in the New Minutes Document window. 4 Select Generated HTML to use a Granicus Minutes template previously loaded into MediaManager, or 5 Select Uploaded file to upload the Minutes in document form (Word, PDF, etc.). Upload your documents in a PDF format as this format is universal. Click the Browse button to find the file you want to upload, or 6 Select Linked web page to create a link to an existing Minutes document elsewhere on your website. Paste the hyperlink into the field. 7 Click the Create Document button. Figure 40 Applying new Minutes document properties Page 44

46 8 Double-click the Minutes document. (Figure 41) 9 Confirm that the Minutes document opens in a new window. Doubleclick the Minutes document to open Figure 41 Previewing the Minutes document Page 45

47 Step 4: Edit Add/Modify Timestamps 1 Click the Agenda subtab. 2 Select an Agenda Item. 3 Click the Play button from the Video Player. (Figure 42) 4 Click the Play button again to pause the video at the correct time in the video playback. 5 Click the Get from Player button. The time will be captured in the Reference Time field. 6 Click the Update Agenda Item button. To modify an existing timestamp, double-click an Agenda Item and edit the time in the Reference Time field manually or by using the Get from Player button. Figure 42 Adding and Modifying timestamps Basic clients should skip to Publish the Minutes on page 51. Page 46

48 Add Notes 1 Click the Agenda subtab. 2 Select an Agenda Item. (Figure 43) 3 Click the Note button. 4 Enter text in the Note Body or in the Editor s Note fields. (Optional) Editor s Notes are internal notes attached to an Item for the Clerk s viewing only. They can be used for editing purposes and can never be viewed publicly. 5 Click the Add Note button. 6 Confirm your changes in your Minutes document. Modify Notes 1 Select an existing Note from the Agenda. 2 Edit the Note in the provided fields. 3 Click the Update Note button. 4 Confirm your changes in your Minutes document. The Note button This button becomes Update Note when editing a Note Click the Agenda Item or Note once to select Figure 43 Adding and modifying Notes Page 47

49 Add Motions 1 Click the Agenda subtab. 2 Select an Agenda Item. (Figure 44) 3 Click the Motion button. 4 Select the Mover, Seconder, and Action. 5 Enter Motion text. 6 Apply a timestamp using the Get from Player button. (Optional) 7 Click Create Motion. 8 Confirm your changes in your Minutes document. Modify Motions 1 Click the Agenda subtab. 2 Select an existing Motion. 3 Edit the Motion: Mover, Seconder, Action and Motion text. 4 Click Update Motion. 5 Confirm your changes in your Minutes document. This button becomes Update Motion when editing a Motion Click the Agenda Item or Motion once to select Figure 44 Adding and modifying a Motion Page 48

50 Add a Vote Votes can be created only after creating or selecting a Motion. 1 Click the Agenda subtab. 2 Select an existing Motion from the Agenda. (Figure 45) 3 Click the Vote button. 4 Select the Votes cast by attendees. 5 Select the Result of the Votes. 6 Apply a timestamp using the Get from Player button. (Optional) 7 Click the Add Vote Record button. 8 Confirm your changes in your Minutes document. The Vote button Click an existing Motion once to select Figure 45 Adding a Vote Page 49

51 Modify a Vote 1 Click the Agenda subtab. 2 Select an existing Vote from the Agenda. (Figure 46) 3 Edit the Votes cast by attendees. 4 Select the Result of the Votes by choosing the appropriate result. 5 Apply a timestamp using the Get from Player button. (Optional) 6 Click the Update Vote Record button. 7 Confirm your changes in your Minutes document. These options override the result of each vote Click an existing Vote once to select Figure 46 Modifying a Vote Page 50

52 Step 5: Publish the Minutes You can add multiple Minutes documents and they will appear in a drop-down menu on the View Page. 1 Click the Minutes subtab. 2 Select the Minutes document. (Figure 47) 3 Click the Publish button. This will publish your Minutes to your View Page. 4 Click the Default button. This will make the meeting s version of the Minutes available to the View Page. You can only have one default Minutes document for each Archive. If you publish just one Minutes document per meeting, Published and Default must be set to Yes. 5 Confirm the statuses in the Published and Default columns change to Yes. Click the Minutes document once to select Figure 47 Publishing Minutes Page 51

53 Print the Minutes 1 Click the Minutes subtab. 2 Select the Minutes document. (Figure 48) 3 Click the Edit button. The Edit Minutes Document window opens. 4 Click the Print button. Figure 48 Edit Minutes document window 5 Confirm the Minutes document and the Print dialogue box open in a new window. (Figure 49) 6 Click the Print button in the Print dialogue box. Active X must be installed on your computer to print the Minutes. Figure 49 Printing the Minutes Page 52

54 Appendix A MobileEncoder Connect Equipment Before your meeting begins, you can connect up to 4 microphones and the mixer to the MobileEncoder. Refer to the diagram below for details: Figure 50 Connecting MobileEncoder equipment Page 53

55 Stream the Meeting Live After clicking the Start Meeting button in MobileEncoder, follow the directions below: If you intend to run an offline meeting after broadcasting a live meeting, you will not receive a prompt asking you if you want to stream the meeting live. The meeting will stream live automatically; you must disable the live stream by opening the status indicator menu and clicking the disable button (see page 55). 1 Confirm you receive a Live Streaming prompt. Figure 51 Live Streaming Prompt 2 Click the No button if you want to record the meeting for on-demand viewing after uploading the meeting to MediaManager (Figure 51). Continue to follow the instructions on Page Click the Yes button if you want to stream the meeting live (Figure 51). If you choose yes and you have not already logged into MobileEncoder, you will be prompted to authenticate a connection to MediaManager (Figure 52). Enter your Site name > Username > Password. Click the Ok button. Figure 52 MediaManager Authentication Page 54

56 Run the Status Indicator MobileEncoder Live provides you with a real-time indicator that will show you the status of your live stream. The first time you run MobileEncoder Live you will be prompted to allow the Status Indicator to run. Once you start managing your meeting, the Status Indicator will minimize down to your task bar. You can click it at any time to view the status of the live stream. 1 Deselect the Always ask before opening this file checkbox. 2 Click the Run button. (Figure 53) Figure 53 Run Dialogue box 3 Confirm the Status Indicator launches (Figure 54) Click Activity Detail to see more details about the stream. Figure 54 Stream Indicator menu Page 55

57 The following table provides information on the Status Indicator menu: Connection Waiting Indicates LiveManager is waiting to make the connection to MediaManager Connecting Indicates LiveManager is connecting to MediaManager Connected Indicates LiveManager has connected to MediaManager and is waiting to begin the live stream Live Stream Streaming Indicates LiveManager has connected to MediaManager and you are successfully streaming Disabled Indicates LiveManager has connected to MediaManager, but has lost its ability to provide a live stream Figure 55 Status Indicator table Page 56

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