Document packages contain documents that can only be visible via Boardroom Central.
In order to be able to create and upload a document package, you must have the role of either Administrator - Boardroom OR Manager - Boardroom which can be allocated via User Administration.
Creating a new document package is completed by clicking on the Boardroom Central in the left navigation and then clicking on the 'New Document' button.
Complete each relevant field:-
Tree Node
Most document packages will be saved at the top tree node however if you want to specify that it relates to a specific tree node, choose that one from the drop down list, otherwise leave as is.
Title
This is the title of the document package and is searchable at a later date - THIS IS A REQUIRED FIELD
Date
This is the date the document package is being created.
Short Description
Type a brief description in relation to what the document package relates to.
Document Group
- Select the group/s which will be able to access this document package - THIS IS A REQUIRED FIELD
- They will receive the notification email and be able to log on view the documents uploaded.
- See Document Groups for more information.
- This is also searchable at a later date.
Document Type
- Select the type/s of documents contained within this document package - THIS IS A REQUIRED FIELD
- See Document Types for more information.
- This is also searchable at a later date.
High Importance
Tick the box if you want the document package to be flagged with a red exclamation mark.
Available From and Available To
- Enter the 'Available From' date which indicates when the document package will be available via the 'Documents Pending' page for viewing by the selected Document Groups.
- Enter the 'Available To' date which indicates when the document package will no longer be available via the 'Documents Pending' page and to view will need to be located via the 'Search' page - THIS IS A REQUIRED FIELD
Documents / Author Source
- Upload up to 20 attachments by clicking on the 'Select File' button and associate it with an Author/Source if relevant.
- Scroll down the page to the bottom where you will need to tick the ‘Send notification email to users?’ box to send the notification email.
EMAILS WILL NOT BE SENT IF THIS IS NOT TICKED
Enter any additional email addresses to be included in the notification (they must be an ERM User and have the Boardroom roles in order to be able to see the document package), edit the Email Subject (if required) and add any further details or instructions to the message.
DO NOT DELETE THE [Item Title] OR [Document Vault Link] TEXT AS THESE WILL PRE-POPULATE WITH THE DOCUMENT PACKAGE INFORMATION AND CONTAIN A LINK TO THE PACKAGE.
Once all the information has been entered, click on the 'Submit' button and the document package will be created and the email notifications will be sent.
