Upload meeting minutes and agendas

Now that your listing page has been set up, and you've created a meeting, you can start uploading your minutes and agendas documentation. This article will explain how to:

• Add one single minutes document and one single agendas document to your meeting
• Add multiple minutes and agendas documents to your meeting
• Fill in the OC Meeting Document page fields

Please note that adding viewing permissions to OC Meeting Document pages is not currently supported. If you want to restrict viewing access to your community, you will need to add permission restrictions to the parent OC Meeting page.

Adding Minutes and Agendas 

1. Locate the OC Meeting page in the site tree to which you want to add minutes and agendas.
2. Right-click on the meeting page and create an OC Meeting Document as a child page of your OC Meeting. This is where you will upload your minutes or agenda documents. If you have one minutes document and an agenda document, you’ll need to create two OC Meeting Document pages. Your meeting should look like this in the site tree:
   
   
3. Give your meeting document a page and document name. 
4. Upload the document in the Add meeting document field.
5. If you want the document to be available in different formats, upload other versions of the file in the Add meeting document in alternative formats field.
6. If you want your document to be available as an HTML version, copy the content into the WYSIWYG, and ensure that the Generate PDF document from body content box is checked. 
7. Publish your OC Meeting Document.
8. If you need to upload more than one minutes or agenda document, you can use OC Meeting Folders. See below for more details.

Here's how your documents might look on your site:

Uploading multiple documents

If your minutes or agendas are spread across multiple documents, the Minutes & Agenda module can expand to accommodate this:

1. Locate the OC Meeting page to which you want to add minutes and agendas in the site tree.
2. Create an OC Meeting Folder as a child page of your OC Meeting.
3. Name the folder and select a folder type. The default options are ‘Minutes’ and ‘Agenda’.
   

   You can add new folder types by going to More > Site Management > your site > Settings > Minutes & Agenda. Under Meeting document types, add a new type. Save your changes.

4. Create an OC Meeting Document as a child page of the OC Meeting Folder.
5. Upload the file in the Add meeting document field.
6. If you want the document to be available in different formats, upload other versions of the file in the Add meeting document in alternative formats field.
7. If you want the document to be available as an HTML version, copy the content into the WYSIWYG. 
8. Publish your OC Meeting Document.
9. Repeat steps 4-8 for each additional document.
   
   

Here’s how multiple documents might look on your site:

What to include on your OC Meeting Document:

Any documents you upload as an OC Meeting Document are searchable from your meeting listing page. However, any document you upload in the Supporting information section of an OC Meeting or OC Meeting Document page is not.

If you’re looking for more ways to let your community know about city matters, check out the Community Engagement module.