Maintaining Committee Meeting Minutes

Using this screen, you can store committee meeting minutes with a committee record for future reference.

In addition, as of 7.5.1, you can view meeting minutes on the web for a committee using the Attachments control, as shown below.

Prior to 7.5.2, you were unable to change the document type on the Resume/Related Documents screen and if an individual added a document other than minutes to a committee on the web using the Attachments control, you were unable to view these attachments on the this screen; the only document type that was stored in the back office for committees was committee minutes. As of 7.5.2, you can define additional document types in the non-fixed system type CUS "RELATED_DOC" and these documents are stored on the Resume/Related Documents screen. COM “RELATED_DOC” is being used in conjunction with an upgrade script, so that existing minutes files that were saved in the past are accessible after upgrading to 7.5.2. In future releases, COM “RELATED_DOC” and CUS "CUSTOMER_DOCUMENT" will be depreciated.

To maintain meeting minutes:

1.    From the Personify360 main toolbar, select Customers and Committees > Committee Central.
The Committee Central search screen displays.

2.    Create a new committee or search for and select an existing committee.

3.    From the Common Tasks task category, click Maintain Minutes and Other Files.
The Resume/Related Documents screen displays on the Demographics tab, as shown below.

4.    Click Add.
The Open window displays.

5.    Search for and select the appropriate document.

6.    Select the Related Document type from the drop-down.
Values in the drop-down are populated based on the non-fixed codes defined for the COM "RELATED_DOCS" system type.

7.    If necessary, select the Sub-Document type from the drop-down.
Values in the drop-down are populated based on the subcodes defined for the non-fixed codes defined for the COM "RELATED_DOCS" system type.

8.    The Related Document Date defaults to today. If necessary, change this date.

9.    The Related Document Year defaults to this year. If necessary, change the year.

10.  If necessary, enter any Related Comments.

11.  If necessary, highlight a document and click Open Document.
The document opens. The system copies the document to a local TEMP folder and opens it using Windows standard file relationships.

12.  Click Save.

See Also:

·            For the different actions you can perform after setting up a committee, refer to Working with Committees in Committee Central.

·            For the list of reports you can run for a committee, see Committee Reports.

·            For more information on how to create a new committee, refer to Creating a New Committee.

·            For the system types and codes you must set up for committees, refer to Committees System Types and Codes.