Meetings


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How do I create a meeting?

To create a meeting click the link named Create New Meeting located on the Meetings tab of a meeting space.

This will bring up the Create a new meeting panel where the meeting requires a title and date. The location, topic, and notes fields are optional.

Click the Create Meeting button to create the meeting.


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How do I modify a meeting?

To modify a meeting, navigate to the meeting you want to edit. While viewing the meeting click the link named Edit located on the right side of the meeting title.

This will bring up the Edit meeting information panel where the meeting information can be modified. The location, topic, and notes fields are optional.

Click the Save button to modify the meeting information.


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How do I delete a meeting?

To delete a meeting, navigate to the meeting you want to delete. While viewing the meeting click the link named Edit located on the right side of the meeting title.

This will bring up the Edit meeting information panel where the meeting can be deleted. Delete the meeting by checking the checkbox that says, Yes, I understand then click the link that says Delete this Meeting.

When you delete a meeting, all of the folders and files will be deleted as well. Action Item Lists, Messages, and Votes associated with this meeting will be unassociated. If you want to remove those items, you will have to navigate to them and delete them individually.


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How do I lock or unlock a meeting?

To lock or unlock a meeting, navigate to the meeting you want to lock or unlock. While viewing the meeting click the link named Edit located on the right side of the meeting title.

This will bring up the Edit meeting information panel where the meeting can be locked or unlocked. Check the field that says Yes, this meeting is locked to lock the meeting. If you want to unlock the meeting, uncheck this field.


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What does it mean when a meeting is locked?

When a meeting has been set to locked, you can no longer add folders, files or associate Action Item Lists, Messages, or Votes to this meeting.

Please note that any item associated with a locked meeting will become read only. Votes will be closed and no new votes will be allowed. Any incomplete action items on an action item list will be locked. Messages will not allow new comments.


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What happens when I delete a meeting?

When you delete a meeting, all of the folders and files will be deleted.

Action Item Lists, Messages, and Votes associated with this meeting will be unassociated.

If you want to remove those items, you will have to navigate to them and delete them individually.


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How do I create a folder within a meeting?

To create a new folder within a meeting, navigate to the meeting you where you want to add the folder.

Enter the name of the new folder where it says Add New Folder: and click create.

If you do not see where it says Add New Folder: it is because you do not have enough permissions to create folders within the meetings area. Talk with your meeting space administrator(s) if you need access to create folders.


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How do I modify a folder within a meeting?

To modify a folder within a meeting, navigate to the meeting you where you want to modify the folder.

Navigate to the folder you want to modify and click the link that says Info.

On the Folder Information page, you can rename the folder by typing a new name in the Folder Name field. When you are done, click Save.


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How do I delete a folder within a meeting?

To delete a folder within a meeting, navigate to the meeting you where you want to delete the folder.

Navigate to the folder you want to delete and click the link that says Info.

On the Folder Information page, you delete the folder by clicking the checkbox that says, Yes, I understand then click the link that says Delete this Folder.


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How do I move a folder within a meeting?

To move a folder within a meeting, navigate to the meeting you where you want to move the folder.

Navigate to the folder you want to move and click the link that says Info.

On the Folder Information page you, look for the section that says Move this folder. On the right hand side, you will see a list of folders that you can move this folder into. You can select a folder by clicking the link, which will set the Destination Folder. Click the Move Folder button and the folder will be moved.


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How do I navigate folders within a meeting space?

To navigate folders within a meeting, navigate to the meeting you where you want browse folders.

Click on a folder name to go into that folder. When you navigate to a folder, the Current Folder will display a list of links that you can click on to go to parent folders or the Start of the Files area.


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How do I create a hyperlink to a folder within a meeting?

To create a hyperlink to a folder, click on the link that says Info.

On the Folder Information page, look for a field that says Link:. The contents of this field contain the full Url to that folder. You can use this link throughout your Boardroom Web.


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What happens when I delete a folder within a meeting?

When you delete a folder, all subfolders and files associated with this Folder will be deleted. Once a folder has been deleted there is no way to undelete it, so please make sure you're absolutely sure you want to delete this folder.


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How do I create a file within a meeting?

To create a new file within a meeting, navigate to the meeting you where you want to add the file.

Click the Browse button (on Internet Explorer and Mozilla Firefox) or the Choose File (on Safari and Google Chrome). Navigate to the file that you would like to upload and click Open. When you are ready to upload the file, click on the Upload link.

If you do not see the Browse or Choose File button, you do not have enough permissions to the Files area to upload files. Talk to your meeting space administrator(s) if you need access to upload files.


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How do I modify a file within a meeting?

To modify a file within a meeting, navigate to the meeting you where you want to modify the file.

Click the link that says Info.

On the File Information page, you can rename the file by typing a new name in the File Name field. When you are done, click Save.


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How do I delete a file within a meeting?

To delete a file within a meeting, navigate to the meeting you where you want to delete the file.

Click the link that says Info.

On the File Information page, you can delete the file by checking the checkbox that says, Yes, I understand then click the link that says Delete this File.


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How do I move a file within a meeting?

To move a file within a meeting, navigate to the meeting you where you want to move the file.

Click the link that says Info.

On the File Information page you, look for the section that says Move this file. On the right hand side, you will see a list of folders that you can move this file into. You can select a folder by clicking the link, which will set the Destination Folder. Click the Move File button and the file will be moved.


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How do I create a hyperlink to a file within a meeting?

To create a hyperlink to a file, click on the link that says Info.

On the File Information page, look for a field that says Link:. The contents of this field contain the full Url to that file. You can use this link throughout your Boardroom Web.


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What happens when I delete a file within a meeting?

When you delete the file it will be permanetly deleted. Once a file has been deleted there is no way to undelete it, so please make sure you're absolutely sure you want to delete the file.


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Can I search for a file within a meeting?

Yes, you can search for files. Boardroom Web will index the file and description. Boardroom Web will even index the contents of text, HTML, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and Adobe PDF files.


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What is the maximum file size within a meeting?

The free version of the Boardroom Web has a 3Mb file size limit. The premium versions of the Boardroom Web have a 15Mb file size limit.