Create a Board book

Use your Team Data room in Secure File Sharing to manage all your meeting documents before securely moving them to Boards to create a meeting book. As a boards administrator you can gather and organize all your files and documents for your meeting in your Team Data room and then use that structure when transferring the folder to create the Board book.

Before creating the Board book you must first add the files and sub folders to create the structure for the main book folder.

Prerequisites

• You must have Secure Meeting Workflow enabled.
• You must have OIDC enabled.
• You must be a Team Data room manager.
• You must have Admin can edit rights in at least one committee linked to the boards site.

1. Go to your Team Data room and select the more options icon next to the folder you want to use to create the meeting book.

   A drop down menu appears.

2. Select Create board book from the menu.

3. Check the details that appear in the form and make any amendments required.

   • Committee access gives Admin can edit permissions to the committee shown. If there is more than one committee on that Board the options will appear in a drop down menu.
   • Select the Allow book to be printed or exported check box to allow admins print or export rights.

4. Select Review book to check the order of the content and identify any alerts that may appear.

   Tip

   Alerts appear if any of the following are true:

   • If a file is too large, is unsupported, or is infected.
   • If there is an excel file.
   • If there is a file not contained in a sub folder.
   • If there is a 3rd level sub folder.

5. After you have checked the order select Create Book.

• A notification appears at the bottom of the screen to update you on the status.

• An icon will appear on your folder in Secure File Sharing indicating the file has been uploaded to Boards. To publish your book you must go to Boards.