Publish the meeting and notify users

Easily share your digital agenda for your next meeting with relevant users.

Before publishing and during the agenda preparation, you may at any time open the draft of both the agenda and the meeting book. You are also able to download and share the draft locally. The draft will for security reasons contain a draft watermark.

Publish meeting

When a meeting has been created, you can publish the meeting by selecting the Publish button. You can see the status of the meeting book is in a draft or published when it was last amended and by whom.

NB! Once published, amending meeting title, date, time or location in the meeting overview will require the meeting book to be republished.

Notify users

After publishing a meeting you make the meeting visible by inviting users. Go to Notify and select recipients. You can add new recipients to the meeting at a later time. You can edit the notification or share and notify users. 

If last minute changes should occur, conduct the changes and republish the meeting book. All existing recipients can be notified. If only conducting changes to the agenda, all potential annotations and notes will be forwarded to the new meeting book.

If replacing an attachment, any annotations/notes on this document will no longer appear in the meeting book. To keep the annotations we recommend adding a new version of the document to the agenda item and keep the old version.

Manage and control document access 

To differentiate access to the agenda item documentation, create a separate folder in the folder structure and upload the documentation that requires limited access. When attaching documents from this folder, only users with folder access will be able to read the content.

Stay in control with access history 

Administrators and content administrators can access the download history of the agenda/ meeting book both in a draft and published state. Go to More options and select Access history in the meeting. This is useful if you have published the meeting book and need to do last minute changes. If the meeting book has not been viewed yet, you may want to republish it and not notify the attendees.