BoardOnTrack helps you to build the institutional memory of your board. Within the Documents area, you can store relevant historical documents for your board members and senior staff. In addition, the Meeting Archives directory stores your meeting minutes and supporting meeting materials for past meetings. Storing documents and materials in BoardOnTrack provides your board with 24/7 access to materials, eliminates the need to manually collect relevant documents, and ensures your important documents will be kept securely.
- Folder structure
- Managing folders
- Uploading documents
- Downloading and managing the documents
- Document and folder permissions
To access the documents area click on "Documents" option in the menu sidebar.
Folder Structure
In Documents there are three main directories. One is the "Meeting Archives" where all your previous meeting agendas, minutes and materials are stored. The second is "Board Documents", and the third is "Public Portal" if you have the ability to post public documents enabled.
In "Board Documents" there are folders automatically created for each Fiscal (Fiscal Year) that we then create folders for each working committee. This is where the committees can store their annual working documents.
Only users with the permissions to post documents to the Public Portal can upload documents to the "Public Portal" folder.
Managing Folders
To go into a folder just double-click on it or once highlighted click the "Open Folder" button. To create a new folder click on the "New Folder" button. Note: The button will be active in folders that you are permitted to create new ones in.
To rename or delete a folder, highlight the one you wish to change and click on the menu option to then select "Rename" or "Delete". Note: You can only delete folders that are empty.
Uploading Documents
The "Upload Document" is active in folders that you are permitted to upload documents to. You can either drag and drop files to the upload area or click on the "Browse Computer" button to select the files.
Once uploaded you will now see them in the folder.
You can then "Download", "Rename" or "Delete" the file after you highlight it and click on the menu option. Note: Only the user who uploaded the file can rename or delete it.
Permissions
The user who uploads a document or creates a folder is the owner, and is the only person who can rename it or delete it.
Everybody else who has a BoardOnTrack account and has access to the Documents are can view all the files.
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