In this update of Prepare, we are introducing several new features and improvements to the administrative part of Prepare, which can help streamline various processes.
Selection of primary agenda compiler at committee level
In organizations with multiple agenda producers for a committee, it has been difficult to identify the primary responsible person. In Webadmin, under the "Committees" menu, other agenda producers can now see who is designated as the primary agenda producer. Agenda producers choose the primary one from a list. It is also possible to assign multiple primary producers, with full name and email address displayed.
Display of open titles and decisions before publication of DMS meetings
In Webadmin, closed items are now marked with a red border if an open title and/or decision has been transferred from a DMS to Prepare. This alerts the agenda producers to double-check open titles and decisions before releasing the meeting.
This display occurs when the committee is activated under the Publishing API and thus published to a public website. The committee must also have "Show open title" and "Show open decision" enabled under the Publishing API.
This only applies to meetings transferred from DMS that support open titles and decisions and that transmit this data to Prepare.
Archiving of manually created minutes to DMS
It is now possible to archive minutes created directly in Prepare. Archiving happens automatically as soon as a manually created agenda is given the status of minutes, either by adding decisions in the reading section of Prepare or after the meeting's scheduled end time.
Before the archiving feature works, a client must be installed in the environment that will receive the minutes upon release in Prepare. Then, "DMS Archiving" must be enabled at the committee level in Prepare, and a case number from the DMS must be entered.
After releasing the minutes, the agenda compiler will see a status in the meeting overview showing "Processing" and later the timestamp of the transfer when completed.
IMPORTANT: The solution is primarily developed for SBSYS, but we are able to transfer data to any DMS as long as the system has the appropriate structure to receive it. This varies from one DMS to another. There will be a cost associated with this feature—please contact your customer representative for more details.
Other improvements and bug fixes:
- Expanded window for long committee titles:
The committee window is now slightly larger to better display long titles, with a maximum column width. - Changes to approval items:
A warning is again displayed when publishing agendas/minutes if changes have been made to an approval item. - Timestamp on approval sheets:
The issue where the timestamp was 2 hours behind has been fixed. - Additional participants and notifications:
A bug that prevented additional participants from signing up for notifications in closed committees under specific conditions has been resolved.