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Minute Processing Fields

There are a number of fields (tags) that can be added to the item content templates (report layouts) that are then used by the system during minutes processing.

The special fields used in minute processing are detailed in the table below, along with alternative wording that can be used if preferred. An explanation of each field follows the table.

Field Name Alternative Wording
{minute-placeholder} {minutes-placeholder}
{minute-placeholder-do-not-remove}
{minutes-placeholder-do-not-remove}
{recommendation-start} {recommendation-start-do-not-remove}
{recommendation-end} {recommendation-end-do-not-remove}
{remove-from-minutes-start} {remove-from-minutes-start-do-not-remove}
{remove-from-minutes-end} {remove-from-minutes-end-do-not-remove}
minute-placeholder

Used in combination with a Minute Type that has its insert position set to Use Placeholder. The contents of the minute will replace the placeholder text when the minute is inserted.

recommendation-start and recommendation-end

These two fields must be used as a pair. They are used to identify the recommendation in a report item to the system. They are used for two purposes:

  1. When used in combination with the {resolution} placeholder field in a Minute Type, enables the recommendation in a report item to be extracted and used as the basis for the resolution. This occurs at the point where the Minute Type is selected during minute processing.
  2. When used in combination with a Minute Type that has its insert position set to Replace Recommendation, the contents of the minute will replace the text between the placeholders when the minute is inserted.
remove-from-minutes-start and remove-from-minutes-end

These two fields must be used as a pair. When a minute is inserted during minutes processing any text between these two fields will be removed from the report. It is common to use multiple sets of these fields in order to remove non-contiguous sections of a report.

Examples

Below are three simplified examples of the usage of these fields.

  1. Minutes will contain:

i. Only the Executive Summary from the officer's report.

ii. The resolution voted on in the meeting - which will have been based upon the Recommendation in the officer's report.

  1. Minutes will contain:

i. The entire original officer's report excluding the Recommendation.

ii. The resolution voted on in the meeting based upon the Recommendation in the officer's report.

  1. Minutes will contain:

i. The entire original officer's report including the Recommendation.

ii. The resolution voted on in the meeting based upon the Recommendation in the officer's report.

Each of these examples could be used with the following minute type template configuration. For example 3 the Insert Position would need to be changed to Use Placeholder.