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Working With Items

This section of the user guide provides information related to working with items that have been accessed from one of the following groupings on the Dashboard:

Click on one of the links in the list above for further information on accessing items via the Dashboard.

With the exception of the My Documents grouping, all items on the Dashboard are grouped by the document to which they belong. An example from the "Report Items for Co-Authoring" grouping is shown below:

In the example shown above the end user has been assigned 3 items in the document named "Council Agenda 1st December", 1 item in the document named "Council Agenda 31st October" and 2 items in the document named "Finance Committee Agenda 15 December". There are also 3 items in the special grouping named "Completed". The end user can access a list of the items contained in one of the documents by clicking on the document name in the list.

Clicking on the "Council Agenda 1st December" document results in the display of the following page:

The list shown to the end user contains all of the items assigned to them for the selected document. The list of items includes the names of any people who have been assigned to work on the document as either an owner\/co-author[^1] or reviewer but have not yet completed their assignment. The due date for the document is also displayed in this list.

Viewing and Editing the Item Content Document

To view or edit the underlying Office 365 Word document or Google Doc click anywhere in the row other than in the Details, Attachments (paper clip) or Mark as Complete columns. This will cause the document to be opened in a separate tab in the browser, where it can be viewed or edited as required. The list of items will stay open in the current browser tab.

Viewing Assignment Detail

The end user can access details of an assignment\/item by clicking on the "cog" button in the "Details" column. Note that for "My Documents" the "cog" button is available directly from the My Documents grouping on the Dashboard.

This will display the following page to the user:

The following details can be viewed and/or changed on this page:

Document: The name of the document to which this item belongs is displayed read only.

Section: The name of the section to which this item belongs is displayed read only.

Item No.: The full item number is displayed read only i.e. Section number/[Sub-section number]/item number.

Item Title:
If the user has not yet completed their assignment they are able to modify the item title, otherwise the field is read-only. The item title is used to print headings in the assembled document and is also used in the Table of Contents, PDF outline and Order of Business.

Mark as Complete:
The user can signify that their assignment to the item is complete by clicking this button. The system will record the current date and time as the completed date. When a user marks their assignment as complete the system will change their permission on any associated item content document (in Google Docs or Office 365) to read-only. If the user requires the ability to further edit the document then their assignment will need to be "re-opened" by a reviewer or document administrator.

_Note that the assignment can also be marked complete by clicking the "tick" button in the Mark as Complete column of the assignment list as shown below. _


Item Content: To view or edit the underlying Office 365 Word document or Google Doc click on the item content link. This will cause the document to be opened in a separate tab in the browser, where it can be viewed or edited as required. The Assignment Detail page will stay open in the current browser tab.

If permissions have been granted to the user it is also possible to upload a Word document directly into the Item Content area. The uploaded document will replace any existing Item Content document and will then be used when assembling the parent document e.g. Council Agenda. An example usage for this feature is to upload a formatted planning report, produced as a Word document by the planning system, as the report item for a Council Agenda.

The document is uploaded by clicking on the “Upload Item Content” button. This displays the following pop-up to enable the user to select the file to be uploaded. Only files in “docx” format will be uploaded.

The ability to upload item content is subject to the following rules:

  • Only available to users for whom the “Can Upload Item Content” option is selected on the User Details page.
  • On the Dashboard | Assignment Details page the “Upload Item Content” button is only visible for assignments that have not yet been completed.
  • If your site is using Google Drive then the Word document will be converted to Google Docs format when it is uploaded.

Item Draft: clicking this button will generate a draft copy of the item (officer’s report) in PDF format. The draft includes the following features not visible when viewing the Word document or Google Doc.

  • Page headers and footers
  • Item title
  • Attachment list
  • All attachments inline i.e. following the content of the item

The generated PDF will effectively be the same document that will be published when the “Publish Individual Items” option is selected.

Note that the ability to generate a draft must be turned on at the individual user level.

Inactive: This allows the user to mark the report assignment as inactive. This is useful where it has been created and is no longer required e.g. it is a duplicate. All inactive reports can be viewed again by selecting the completed and inactive entry from the appropriate dashboard group.


Custom Fields: Refer to the Inserting Custom Fields section of this user guide.


Assignments: All co-author and reviewer assignments related to the item are listed here. New co-author and reviewer assignments can be created as required e.g. to request another person to assist in authoring the item.

Refer to the Assignments section of this user guide for further details.


Attachments:
Refer to the Attachments section of this user guide.


Publishing:[^3]
When publishing documents it is typical to publish the entire document to a document\/records management system. It is also possible to publish individual items. In order to do this one or more publish destinations, i.e. a folder\/location in the document\/records management system, can be added to the item.

To add a publish destination:

  • Click the Add button and select the required system from the pop-up menu. [^2]
  • Type a full or partial folder name in the box on the dialog that appears.
  • Click the Search button.

  • Select the required folder\/location by clicking on it in the search result list that appears.
  • Choose a "Document Type" from the drop down list. Depending on the document type selected further information may also need to be entered.
  • Click the Add button.

The publish destination will then appear as shown in the image below:

  • Full details of the publish destination can be viewed by clicking on the link in the "Type" column.
  • A publish destination can be deleted by clicking the button in the "Delete" column.
  • If there are multiple publish destinations they can all be deleted by clicking on the "Delete All" button.

Refer to note three [^3] at the end of this article for information on the additional functionality available in this area when working with items from My Documents.


Move or Copy Item: Refer to the Move or Copy Item section of this user guide.


[^1] Note that the name use to describe collaborators can be customised on a per site basis. The default value is "Co-Author", however it is possible that it is different for your site.

[^2] Currently this feature is only available for the infoXpert (MAGIQ Documents) system and for TRIM Version 8. In the future we plan to also make it available for ECM and Synergy Soft. Other systems will be added as required.

[^3] Note that the when working with items from the My Documents grouping on the Dashboard the following differences apply:

  • The section will be named "Assembly & Publishing"
  • All publish destination types will be available i.e. Docs On Tap, Email, FTP and the appropriate document management system (e.g. infoXpert, ECM, Trim, Synergy Soft)
  • The "Assembled Docs" panel will be available to enable assembly and publishing of the document. Refer to the Assemble Document and Publish Document sections of this user guide for more information on assembling and publishing documents.