1. User Guide Board Activity Manager.v1.0 Installation, Features and Using the Application Sanjeev Arora, President 3/1/2010 This document provides detailed information on all the Features, Installation Steps and basic help on how to use the Board Activity Manager.v1.0 application.

2. Table of Contents Section 1 - Description ....................................................................................................................... 3 Section 2 Feature Set................................................................................................................................. 3 Section 3 Getting Started .......................................................................................................................... 4 3a. Security Settings ........................................................................................................................ 5 3b. Email Feature Setup .................................................................................................................. 6 3c. Other Information ..................................................................................................................... 7 Section 4 Using the Application for Administrators ................................................................................. 7 4a. Administrator tab Update - Active Meetings ........................................................................ 7 4b. Administrator tab Update - Active Agendas & Minutes ....................................................... 8 4c. Administrator tab Close Meetings, Agendas & Minutes .................................................... 9 4d. Administrator tab ReActivate Meetings, Agendas & Minutes ........................................ 10 4e. Administrator tab Search Closed Meetings ...................................................................... 11 4f. Administrator tab Search Closed Agendas & Minutes...................................................... 11 4g. Agendas & Minutes tab Manage Contributions ............................................................... 12 Section 5 Using the Application for Members (End users or Non-Administrators) .............................. 13 5a. My Board Meetings tab My Meetings Calendar ................................................................. 13 5b. My Board Meetings tab My Meetings (Current View)........................................................ 14 5c. My Board Meetings tab My Meetings (All Active View) ..................................................... 15 5d. My Board Meetings tab My Meetings (All Closed View) .................................................... 16 5e. Agendas & Minutes tab View Contributions ....................................................................... 16 5f. Agendas & Minutes tab View Active Agendas & Minutes................................................... 17 5g. Agendas & Minutes tab View Closed Agendas & Minutes ................................................. 17 Section 6 Customizations ........................................................................................................................ 18 Section 7 Advanced Features, Help and Training ............................................................................ 18 2

3. Section 1 Description: The Board Activity Manager Application v1.0 is a simple & easy-to-use solution for managing Meetings, Agendas & Minutes. This Microsoft SharePoint based web application provides organizations Directors, Officers, Board Members and Executive Secretaries, with a collaborative portal of information and resources required for better decision making and efficient business management. With this application, users can easily contribute on various aspects of finalizing a Meeting, an Agenda or the related Minutes. There is also an ability to retrieve historic meetings and all the linked items like agendas, minutes, presentations, reports etc, using the pinpoint search and powerful filtering capabilities. Section 2 - Feature Set: The Board Activity Manager for Meetings, Agendas & Minutes My Board Meetings Tab My Meetings Calendar view My Meetings List view with auto Item Display and Pinpoint Search All of my Active Meetings list view All of my Closed Meetings list view Ability to Confirm Attendance Ability to send a Meeting change Easily recognize Meetings with or without Agenda/Minutes Ability to contribute on Agendas and Minutes Dynamic data view displays Advanced Item Retrieval using Column Filters Full Item View Attach electronic resources like Presentations, Reports, Images to a Meeting Attach electronic resources to contributions on Agendas & Minutes Agendas & Minutes Tab View contributions by all attendees on Agendas and Minutes View contributions by Active or Closed meetings Manage Contributions (Admin only) View and filter active Agendas and Minutes View and filter closed Agendas and Minutes Easy & secure access to uploaded Agenda or Minutes document Dynamic data view displays Advanced Item Retrieval using Column Filters Full Item View with links to attached electronic resources 3

4. Administrator Tab Create or update Meeting item Upload Agenda with an auto meeting update action Upload Minutes with an auto meeting update action Check-In/Check-out feature of SharePoint document library for Agendas or Minutes documents Version Control feature of SharePoint document library on Agendas or Minutes documents Ability to update status (Active/Close) on all items together Meeting, Agenda and Minutes Search, Filter, Update, Edit, Delete - Active Meetings, Agendas or Minutes items Search, Filter, Update, Edit, Delete - Closed Meetings, Agendas or Minutes items Dynamic data view displays Advanced Item Retrieval using Column Filters Full Item View with links to attached electronic resources Section 3 Getting Started: The download package contains a Site Template with sample data, the Software License and this User Guide. Getting your Board Activity Manager Application up and going only requires a few easy steps 1. Upload the template to your Site Template Gallery on your Top Level Site 2. Create a site using a name that best represents your Executive group. Select the template that you just uploaded and refer to the Security & Email settings below. 3. If you would like to swap out the image and logo in the header please follow the CorasWorks Workplace Suite documentation instructions. 4. Sample Data For testing purposes, there are 3 sample meeting items added within the application. Sample items can only be viewed under the Administrator tab sub sections. To view the sample items in My Board Meetings tab, add some Active Directory users (including your own) in the Attendees column and change the Meeting Start Date (for e.g. Today). To remove all sample data (recommended) - go to each of these site lists below Site Settings > Site Libraries and Lists - ActivityOnAgendas - ActivityOnMinutes - Meeting Agendas - Meeting Minutes - Meetings 5. Select appropriate Lists for 2 views under the Administrator tab View 1 - A d m i n i s t r a t o r > C l o s e - M e e t i n g s , A g e n d a s & M i n u t e s Go to > CorasWorks Display Wizard > select Edit view (Close a Meeting with Agenda & Minutes) Expand > Data Selection > select Lists > Move > Meetings, Meeting Agendas & Meeting Minutes to your right as shown below. Then click Finish. 4

5. View 2 - A d m i n i s t r a t o r > R e A c t i v a t e - Meetings, Agendas & Minutes Go to > CorasWorks Display Wizard > select Edit view (ReActivate a Meeting with Agenda & Minutes) Expand > Data Selection > select Lists > Move > Meetings, Meeting Agendas & Meeting Minutes to your right as shown below. Then click Finish. a. Security Settings Create a group called Suite Administrator with Site Owners or Site Collection Administrator privileges and add the application administration team members to this group. Create a group called Members with rights to Contribute privileges and add all Non- Administrator users to this group. Give Members group rights to Contribute to the following SharePoint lists only: - ActivityOnAgendas - ActivityOnMinutes - Meetings NOTE: As a Site Owner or Site Collection Administrator, it is possible to setup permission levels that will protect the users of the Members group from deleting an item. Using the permission levels features, the group can create items but cannot delete them. To add a custom permission level - Site Settings > under Users and Permissions > select Advanced P ermissions - Select Actions > Edit Permissions (if parent website permissions are inherited from the top level site) OR - Select Settings > Permission Levels - Select Edit Permission Levels > Press OK on the message - Select Add Permission Level to setup a custom permission level 5

6. Hint: Custom permission setup is not required but shown as an option to secure the application data within a SharePoint list from users who are not allowed to delete items. b. Email Feature Setup The Board Activity Manager application was designed to promote a workflow that requires less email notifications or alerts and requires users to visit their Portals for up-to-date information but we also realize that every group is different, so as a Site Owner or Site Collection Administrator, you have the ability to activate email feature on each action used in this solution. For the Email features to work for your own organization or enable Email feature for some actions, it is necessary for the Site Owner to go into the Actions under - S i t e S e t t i n g s > A c t i o n s W i z a r d (under CorasWorks Builder Wizards) and change only the following Actions Action Name Action Type Close all Items Modify List Item Close Contributions on Agendas Modify List Item Close Contributions on Minutes Modify List Item Confirm - Attending Modify List Item Confirm - Unable to Attend Modify List Item Contribute on an Agenda Create List Item Contribute on Minutes Create List Item Email All Attendees Email Send a Meeting Change Email Setup a Meeting Create List Item Update as Active Modify List Item Update Meeting Time Modify List Item Upload Agenda and Update Meeting Chained Action Upload Minutes and Update Meeting Chained Action Email feature allows an administrator to configure options like Enable Selection of Names, Enable CC and Content for the Email etc. Hint: In some actions, for ease of communication, you can enable the send email to all the users within the Attendees column. For e.g. - Setup a Meeting action will allow you to send email to all attendees without having to select their names individually. Email feature can be enabled for any action, when a new item is added or an existing item is updated. You may not want to enable this feature as these entries/updates automatically appear under relevant areas of the Portal for end-users and administrators. 6

7. c. Other Information - The Administrator tab and the Manage Contributions (under Agendas & Minutes tab) are set for use only by Site Owners. This is controlled via the Display Wizard for the CorasWorks Menu Navigation. Within the Display wizard for the Menu under the - Menu Designer section, the Admin only check box is enabled for few pages, which makes this tab, appear only for the Site Owners or Site Collection Administrators. Otherwise, it is hidden from users. Section 4 Using the Application for Administrators: a. Administrator tab Update - Active Meetings By default, the list view displays all active meeting sorted by column Meeting Starts At. Hint: Display grid allows the users to group data by other fields using the drag & drop feature of the grid. With the Search input box, next to the Actions menu a user is able to type a single word or term to narrow down the meetings results view. Hint: This display allows a user to use the Pinpoint Search feature and search across all the fields within a grid. See the customizations section, if you require a Filter search feature which enables searching on specific columns only. Actions Setup a Meeting This action allows a user to add a new Meeting item. This function is also available by accessing the right click drop-down menu within the grid. Hint: As soon as the item is added, it will display under the appropriate Meeting Calendar, List view for the administrators & the end-users. Actions Update Meeting time This action allows a user to easily update the original Meeting Start/End time. Edit Meeting To edit existing meeting information like add/remove attendees, location etc, a user will need to click on the edit icon - shown next to the Meeting Title column. The same edit screen also allows an ability to delete the item. Hint: If required, using CorasWorks Action wizards, a delete item(s) action can be created for the Administrator. Note: Meeting related icons - Agenda is available - Minutes are available - Both Agenda & Minute are available View Item To view the full details of a Meeting item, a user will need to use the right click mouse button to access the view item option from the sub-menu. The detailed Meeting item information is then displayed as a pop-up box with complete information entered by the creator. 7

8. Actions Upload Agenda and Update Meeting - This action allows a user the ability to upload an electronic document to the Meeting Agenda SharePoint document library. As soon as a document is uploaded, the action will automatically update the selected Meeting item under the attendees view that an Agenda item is now available to view and an Agenda icon - will appear next to the Meeting item in the list view. Actions Upload Minutes and Update Meeting - This action allows a user the ability to upload an electronic document to the Meeting Minutes SharePoint document library. As soon as a document is uploaded, the action will automatically update the selected Meeting item under the attendees view that a Minutes item is now available to view and a Minute icon - will appear next to the Meeting item in the list view. Hint: As an administrator you can leverage contributions submitted by the end-users on the Agendas or Minutes to create a final version of the Agenda or Minutes document. There is also an option to leverage SharePoint document library features like check- in/check-out, version control etc to finalize these documents for easier collaboration. When a Meeting item has both an Agenda and Minutes available, a new icon will appear next to the Meeting item in the list view. Action Email All Attendees This action provides a quick way to contact all users within the attendees column via email, with the flexibility of adding users under CC and also edit the body of the email which has the links to the actual meeting item as well. Hint: All the actions above can also be accessed by using right-click mouse button on an item within the grid. b. Administrator tab Update - Active Agendas & Minutes Search, Retrieve and Act on the active Agenda & Minute Items By default, the list view displays all active Agendas and Minutes grouped by by Meeting Information (RelatedTo column) and then sorted by column Modified. The Agenda and Minutes items are grouped by Meeting as there could potentially be more than one Agenda or Minute for a particular meeting. For ease-of-use, both Agenda and Minute items are color coded. Hint: Display grid allows the users to group data by other fields using the drag & drop feature of the grid. With the Search input box, a user is able to type a single word or term to narrow down the item results view. A user can search by MeetingID, Title etc. A user is then able to expand the required group & view the number of items (Agenda, Minutes) within that Meeting group. Hint: This display allows a user to use the Pinpoint Search feature and search across all the fields within a grid. See the customizations section, if you require a Filter search feature which enables searching on specific columns only. 8

9. View Item To view the full details of an Agenda or a Minute item, a user will need to click the view item icon within the grid. The detailed Meeting item information is then displayed as a new window with complete information entered by the creator. Hint: In this detailed view screen, a user is also able to click on the URL shown in MeetingRelationURL column to see the original Meeting item. View Document To open the attached Agenda or Minute document directly, a user will need to use the right click mouse button to access the open item option from the sub- menu. Edit/Update/Delete Item A user can edit an item by clicking on the view item icon within the grid. The item will open in a new window and will present the user with all the typical SharePoint document library functions shown below - Hint: Please note that all the SharePoint Document Library features have been set as Default; we recommend that you set the permissions, version control etc, as per your internal needs. c. Administrator tab Close Meetings, Agendas & Minutes Note: This view & action is provided, so an Administrator can easily update Status of related items in a batch as opposed to finding one item at a time then updating them individually. By default, the list view displays all active Meetings, Agendas and Minutes grouped by Meeting Information (RelatedTo column). For ease-of-use Agenda and Minutes items are also grouped by Meeting Information as there could potentially be more than 1 Agenda or Minute for a particular meeting. Hint: Display grid allows the users to group data by other fields using the drag & drop feature of the grid. With the Search input box, a user is able to type a single word or term to narrow down the item results view. A user can search by MeetingID, Title etc. A user is then able to expand the required group & view the number of items (Meeting, Agendas or Minutes) within that Meeting group. Hint: This display allows a user to use the Pinpoint Search feature and search across all the fields within a grid. See the customizations section, if you require a Filter search feature which enables searching on specific columns only. View Item To view the full details of a Meeting, an Agenda or a Minute item, a user will need to use the right click mouse button to access the view item option from the sub- menu. The detailed item information is then displayed as a pop-up window with complete information entered by the creator. Hint: In this detailed view screen, a user is also able to click on the URL shown in MeetingRelationURL column to see the original Meeting item. 9

10. View Document To open the attached Agenda or Minute document directly, a user will need to use the right click mouse button to access the open item option from the sub- menu. Hint: The open item option will only appear for items which are part of a SharePoint document library Agendas and Minutes. Close an Item This action allows a user to select one or more items under a Meeting group and update an Active item status to Closed. The update status function is very important in this solution as it helps the administrator keep the information and related activities in control. It also helps the end-users, easily find all the linked resources like Contributions, Agendas & Minutes. d. Administrator tab ReActivate Meetings, Agendas & Minutes Note: This view & action is provided, so an Administrator can easily update Status of related items in a batch as opposed to finding one item at a time then updating them individually. By default, the list view displays all closed Meetings, Agendas and Minutes grouped by Meeting Information (RelatedTo column). For ease-of-use Agenda and Minutes items are also grouped by Meeting Information as there could potentially be more than 1 Agenda or Minute for a particular meeting. Hint: Display grid allows the users to group data by other fields using the drag & drop feature of the grid. With the Search input box, a user is able to type a single word or term to narrow down the item results view. A user can search by MeetingID, Title etc. A user is then able to expand the required group & view the number of items (Meeting, Agendas or Minutes) within that Meeting group. Hint: This display allows a user to use the Pinpoint Search feature and search across all the fields within a grid. See the customizations section, if you require a Filter search feature which enables searching on specific columns only. View Item To view the full details of a Meeting, an Agenda or a Minute item, a user will need to use the right click mouse button to access the view item option from the sub- menu. The detailed item information is then displayed as a pop-up window with complete information entered by the creator. Hint: In this detailed view screen, a user is also able to click on the URL shown in MeetingRelationURL column to see the original Meeting item. View Document To open the attached Agenda or Minute document directly, a user will need to use the right click mouse button to access the open item option from the sub- menu. Hint: The open item option will only appear for items which are part of a SharePoint document library Agendas and Minutes. Update as Active action (ReActivate an Item) This action allows a user to select one or more items under a Meeting group and update them from Closed item status to Active. The 10

11. update status function will allow the administrator to update/add more information to a closed Meeting, Agenda or Minutes by changing the status back to Active. Hint: Once the item is active again, an administrator can go to Update-Active Meetings or Update-Active Agendas or Minutes sections to edit/update any relevant item(s). e. Administrator tab Search Closed Meetings By default, the list view displays all closed Meetings grouped by Meeting Information (RelatedTo column). For ease-of-use and better presentation, Meeting items are grouped by Meeting Information which allows us to collapse all Meeting items. Hint: Display grid allows the users to group data by other fields using the drag & drop feature of the grid. A user can easily drag & drop the RelatedTo group column back in the grid to remove any grouping. With the Search input box, a user is able to type a single word or term to narrow down the item results view. A user can search by MeetingID, Title etc. A user is then able to expand the required group & view the item details like Confirmed Attendees, whether it has an Agenda , Minutes or both for a particular Meeting. Hint: This display allows a user to use the Pinpoint Search feature and search across all the fields within a grid. See the customizations section, if you require a Filter search feature which enables searching on specific columns only. View Item To view the full details of a Meeting item, a user will need to use the right click mouse button to access the view item option from the sub-menu. The detailed item information is then displayed as a pop-up window with complete information entered by the creator. Edit/Update/Delete Item A user can edit an item by clicking on the view item icon within the grid. The item will open in a new window and will present the user with all the typical SharePoint list functions shown below - Note: We highly recommend that as a user, you use the above functions for edit/delete purposes only and use the Board Activity Manager User interface for creating any new item(s) as it will help you maintain the application workflow. All the SharePoint list features have been set as Default; we recommend that you set the permissions and other settings, as per your internal needs. Hint: Depending on, an organizations internal policies, there should not be a need to manipulate a closed item in this application by anyone and we suggest that appropriate policies are put in place to ensure user auditing, security, permission levels etc. It is recommended, that if a Meeting has been deleted, then the administrator should ensure that related Agenda, Minutes and Contributions are deleted as well. f. Administrator tab Search Closed Agendas & Minutes By default, the list view displays all closed Agendas and Minutes grouped by Meeting Information (RelatedTo column). 11

12. For ease-of-use Agenda and Minutes items are also grouped by Meeting Information as there could potentially be more than one Agenda or Minute for a particular meeting. Hint: Display grid allows the users to group data by other fields using the drag & drop feature of the grid. With the Search input box, a user is able to type a single word or term to narrow down the item results view. A user can search by MeetingID, Title etc. A user is then able to expand the required group & view the number of items (Agendas or Minutes) within that Meeting group. Hint: This display allows a user to use the Pinpoint Search feature and search across all the fields within a grid. See the customizations section, if you require a Filter search feature which enables searching on specific columns only. View Item To view the full details of an Agenda or a Minute item, a user will need to use the right click mouse button to access the view item option from the sub-menu. The detailed item information is then displayed as a pop-up window with complete information entered by the creator. Hint: In this detailed view screen, a user is also able to click on the URL shown in MeetingRelationURL column to see the original Meeting item. View Document To open the attached Agenda or Minute document directly, a user will need to use the right click mouse button to access the open item option from the sub- menu. Hint: The open item option will only appear for items which are part of a SharePoint document library Agendas and Minutes. Edit/Update/Delete Item A user can edit an item by clicking on the view item icon within the grid. The item will open in a new window and will present the user with all the typical SharePoint document library functions shown below - Note: All the SharePoint document library features have been set as Default; we recommend that you set the permissions and other settings, as per your internal needs. Hint: Depending on, an organizations internal policies, there should not be a need to manipulate a closed item in this application by anyone and we suggest that appropriate policies are put in place to ensure user auditing, security, permission levels etc. g. Agendas & Minutes tab Manage Contributions By default, the list view displays all Contributions (Comments) made by the Meeting Attendees on the related Agendas and Minutes. There are 2 views in this section - Activity on Agendas - Activity on Minutes Within each view, all the Contributions are grouped by Status Active and Closed and then sub-grouped by Meeting Information (RelatedTo column). 12

13. Hint: By Grouping the Contributions together, users can easily search by Meeting information, navigate to specific meeting and act on multiple comments on an Agenda or a Minute. Display grid allows the users to group/un-group data by other fields using the drag & drop feature of the grid. With the Search input box, a user is able to type a single word or term to narrow down the item results view. A user can search by MeetingID, Title etc. A user is then able to expand the required group & view the number of items (Agendas or Minutes contributions) within that Meeting group. Hint: This display allows a user to use the Pinpoint Search feature and search across all the fields within a grid. See the customizations section, if you require a Filter search feature which enables searching on specific columns only. View Item To view the full details of a contribution on an Agenda or a Minute item, a user will need to select the appropriate view, select the item, then use the right click mouse button to access the view item option from the sub-menu. The detailed item information is then displayed as a pop-up window with complete information entered by the creator. Hint: In this detailed view screen, a user is also able to click on the URL shown in MeetingRelationURL column to see the original Meeting item. Close Contributions on Agendas/Minutes action (update status to close) This action allows an administrator to select one or more items under a Meeting group in an Agenda or Minute view and update them from Active item status to Closed. Note: An administrator should always update all the contributions under an Agenda or Minute to closed, as soon as all the Meeting related elements Meetings, Agendas and Minutes have been finalized and updated to a closed status from the A d m i n i s t r a t o r > C l o s e - M e e t i n g s , A g e n d a s & M i n u t e s section. Hint: To restrict attendees from making any contributions to a Meeting Agenda or Minutes, an administrator will have to change the Meeting status to closed. As an administrator a user has the flexibility of leaving the Agenda or Minute to active, even if the Meeting is set to closed. Section 5 Using the Application for Members (End users or Non-Administrators): a. My Board Meetings tab My Meetings Calendar Views: By default, there are 3 views in this Calendar view section - My Meetings (Today) - My Meetings (This Week) - My Meetings (All) The meetings are only shown in this view, if the user who is logged onto the portal appears in the Attendees list. In this view, users will not be able to view any other meetings which are organized by the administrator. Hint: To display all meetings for all users, go to the CorasWorks Display Wizard and remove the [me] filter. This view also displays all the active/closed meetings, so users can easily go back to the calendar to view historic meeting by months/weeks etc. If 13

14. required, an administrator can add the Active meeting status filter to show active meetings only. Search: with the Search input box, a user is able to type a single word or term to narrow down the item results view. A user can search by MeetingID, Title etc. Hint: This display allows a user to use the Pinpoint Search feature and search across all the fields within a grid. See the customizations section, if you require a Filter search feature which enables searching on specific columns only. View Item: To view the brief details on the meeting, a user can mouse over the Meeting Title and display information like Time, Attendees, Location and Details. To view full details on the meeting, like any file attachments, confirmed and absent attendees list, committees etc; a user will need to mouse over a Meeting Title, then use the right click mouse button on the Meeting Title, to access the view item option from the sub-menu. The detailed item information is then displayed as a pop-up window with complete information entered by the creator. Hint: In this detailed view screen, a user is also able to see if an Agenda or Minutes are available for the meeting or not. Actions: By default, there are 6 actions in this Calendar view section - Setup a Meeting: a user is able to create a new meeting. - Confirm Attending: an automatic action, which will add the users name with a timestamp in the Confirmed Attendees column. - Confirm Unable to Attend: an automatic action, which will add the users name with a timestamp in the Absent Attendees column. - Send a Meeting Change: ability to send an email message to the meeting organizer, the person in the created by column. - Contribute on an Agenda: ability to add a Title and a Comment on a Meetings agenda. Once the action is successful, a user can see the comments under - Agendas & Minutes>View - Contributions>Activity on Agendas - Contribute on Minutes: ability to add a Title and a Comment on Meeting Minutes. Once the action is successful, a user can see the comments under - Agendas & Minutes>View - Contributions>Activity on Minutes b. My Board Meetings tab My Meetings (Current View) Views: By default, there are 3 views in this Grid view section - My Meetings ( Active Today) - My Meetings (Active This Week) - My Meetings (Active This Month) The meetings are only shown in this view, if the user who is logged onto the portal appears in the Attendees list. In this view, users will not be able to view any other meetings which are organized by the administrator. Hint: To display all meetings for all users, go to the CorasWorks Display Wizard and remove the [me] filter. 14

15. This view also displays icons to show the following information Note: Meeting related icons - Agenda is available - Minutes are available - Both Agenda & Minute are available Search: with the Search input box, a user is able to type a single word or term to narrow down the item results view. A user can search by MeetingID, Title etc. Hint: This display allows a user to use the Pinpoint Search feature and search across all the fields within a grid. See the customizations section, if you require a Filter search feature which enables searching on specific columns only. View Item: To view the full details on the meeting, like any file attachments, absent attendees list, committees etc, a user will need to select the appropriate meeting item, and then use the right click mouse button to access the view item option from the sub- menu. The detailed item information is then displayed as a pop-up window with complete information entered by the creator. Hint: In this detailed view screen, a user is also able to see if there are any file attachments like presentations, reports etc available to view and share. Actions: By default, there are 6 actions in this Grid view section - Setup a Meeting: a user is able to create a new meeting. - Confirm Attending: an automatic action, which will add the users name with a timestamp in the Confirmed Attendees column. - Confirm Unable to Attend: an automatic action, which will add the users name with a timestamp in the Confirmed Attendees column. - Send a Meeting Change: ability to send an email message to the meeting organizer, the person in the created by column. - Contribute on an Agenda: ability to add a Title and a Comment on a Meetings agenda. Once the action is successful, a user can see the comments under - Agendas & Minutes>View - Contributions>Activity on Agenda s - Contribute on Minutes: ability to add a Title and a Comment on Meeting Minutes. Once the action is successful, a user can see the comments under - Agendas & Minutes>View - Contributions>Activity on Minutes c. My Board Meetings tab My Meetings (All Active View) Same as the previously explained - My Meetings (Current View) section b, with added features like Meetings grouped by Committees and displaying all active meeting only. Hint: In this view, meeting groupings can be dynamically changed by using the drag & drop column feature of the Grid display or can be changed permanently by using the CorasWorks Display wizard. This view also displays icons to show the following information 15

16. Note: Meeting related icons - Agenda is available - Minutes are available - Both Agenda & Minute are available d. My Board Meetings tab My Meetings (All Closed View) Same as the previously explained - My Meetings (Current View) section b, with added features like Meetings grouped by Committees and displaying all closed meeting only. Hint: In this view, meeting groupings can be dynamically changed by using the drag & drop column feature of the Grid display or can be changed permanently by using the CorasWorks Display wizard. Note: Meeting related icons - Agenda is available - Minutes are available - Both Agenda & Minute are available Actions: By default, there is only 1 action available in this Grid view section - Send a Meeting Change: ability to send an email message to the meeting organizer, the person in the created by column. Hint: In this view, with the above action, a user is able to send a request to the administrator, for e.g. - make a specific meeting active, as it will allow the ability to use other actions on that meeting item like contribute on minutes etc. e. Agendas & Minutes tab View Contributions By default, the list view displays all Contributions (Comments) made by the Meeting Attendees on the related Agendas and Minutes. There are 2 views in this section - Activity on Agendas - Activity on Minutes Within each view, all the Contributions are grouped by Status Active and Closed and then sub-grouped by Meeting Information (RelatedTo column). Hint: By Grouping the Contributions together, users can easily search by Meeting information, navigate to specific meeting and act on multiple comments on an Agenda or a Minute. Display grid allows the users to group/un-group data by other fields using the drag & drop feature of the grid. With the Search input box, a user is able to type a single word or term to narrow down the item results view. A user can search by MeetingID, Title etc. A user is then able to expand the required group & view the number of items (Agendas or Minutes contributions) within that Meeting group. 16

17. Hint: This display allows a user to use the Pinpoint Search feature and search across all the fields within a grid. See the customizations section, if you require a Filter search feature which enables searching on specific columns only. View Item To view the full details of a contribution on an Agenda or a Minute item, a user will need to select the appropriate view, select the item, then use the right click mouse button to access the view item option from the sub-menu. The detailed item information is then displayed as a pop-up window with complete information entered by the creator. Hint: In this detailed view screen, a user is also able to click on the URL shown in MeetingRelationURL column to see the original Meeting item. f. Agendas & Minutes tab View Active Agendas & Minutes Search and Retrieve active Agenda & Minute Items By default, the list view displays all active Agendas and Minutes grouped by Meeting Information (RelatedTo column). The Agenda and Minutes items are grouped by Meeting as there could potentially be more than one Agenda or Minute for a particular meeting. For ease-of-use, both Agenda and Minute items are color coded. Hint: Display grid allows the users to group data by other fields using the drag & drop feature of the grid. With the Search input box, a user is able to type a single word or term to narrow down the item results view. A user can search by MeetingID, Title etc. A user is then able to expand the required group & view the number of items (Agenda, Minutes) within that Meeting group. Hint: This display allows a user to use the Pinpoint Search feature and search across all the fields within a grid. See the customizations section, if you require a Filter search feature which enables searching on specific columns only. View Item To view the full details of an Agenda or a Minute item, a user will need to right click mouse button to access the view item option from the sub-menu. The detailed item information is then displayed as a pop-up window with complete information entered by the creator. Hint: In this detailed view screen, a user is also able to click on the URL shown in MeetingRelationURL column to see the original Meeting item. View Document To open the attached Agenda or Minute document directly, a user will need to use the right click mouse button to access the open item option from the sub- menu. g. Agendas & Minutes tab View Closed Agendas & Minutes Search and Retrieve closed Agenda & Minute Items Same as the previously explained - View Active Agendas & Minutes section f, but only displaying all closed Agendas & Minutes. 17

18. Hint: In this view, meeting groupings can be dynamically changed by using the drag & drop column feature of the Grid display or can be changed permanently by using the CorasWorks Display wizard Section 6 Customizations Under Site Settings > People and Groups (under Users and Permissions), an administrator can create separate SharePoint group(s) with people from each Committee, then create a Committee column (replacing the Attendees column) within the Meetings SharePoint list as Person or Group column type, then check Allow selection of: People and Groups. This will help, to create an Attendee list (Group) and eliminate the need to select one person at a time. Hint: This customization will require changes to many views, actions so it is very important to try these customizations in a development environment before changing the live application. Section 7 Advanced Features, Help and Training - All users can leverage CorasWorks powerful Grid display features like Grouping, Sorting, Filtering etc to manipulate the data displays or views to suit individual needs. This application can easily be made more portable by utilizing CorasWorks Central Views and Central Actions. Filter Search feature can be applied to all the views within the application that can help narrow down the search on specific columns in case of large repositories. An example of the Filter Search can be viewed here Library Catalog Management by Quasar Apps. To add the filter search feature to your views, please contact us via email: info@quasarapps.com. For detailed Help topics, video tutorials, online training material, please visit our Application Home Page, dedicated SharePoint Application Blog or follow us on Twitter - @QuasarApps If you have any further queries, detailed training requirements or require a custom version of this application to suit your specific business needs, then contact - Sanjeev Arora, Principal Consultant Quasar Apps 2261 Whitecliffe Way, Oakville, Ontario, Canada. L6M 4W3 Tel: 905-827-5933, Cell: 416-454-7648 E: info@quasarapps.com, W: www.quasarapps.com 18