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MuniAGENDA User Training Manual - VERSION 3-5 User Training Manual MCC i PO Box 2235 Tallahassee, FL 32316 800.342.2633 www.mccinnovations.com support@muniagenda.com support@muniagenda.com www.mcccinnovations.com (800) 342-2633 Table of Contents Departments .................................................................................................................... 3 Create New Item .......................................................................................................... 3 Assign item to meeting ................................................................................................ 5 Add Attachments ......................................................................................................... 6 Add Comments ............................................................................................................ 8 Item Details Section: ................................................................................................... 8 Routing ....................................................................................................................... 9 Outside Routing section: .......................................................................................... 9 Routing Customization: ......................................................................................... 10 Inside Routing section: .......................................................................................... 11 History ...................................................................................................................... 12 Approvers ..................................................................................................................... 13 Assign item to meeting .............................................................................................. 14 Add Attachments ....................................................................................................... 15 Add Comments .......................................................................................................... 17 Edit an item ............................................................................................................... 17 Vote on an item ......................................................................................................... 18 View Item Route ....................................................................................................... 18 2 of 19 support@muniagenda.com www.mcccinnovations.com (800) 342-2633 Departments Create New Item New Item The button is used to create new agenda items. Only people who have specific internal department rights to create items will have access to this section. New Item To create a new item, click on the button in the left navigation. You will see the three drop down boxes, one for department, one for agenda type, and agenda category. These boxes need to be filled in from the top down starting with Department. In the department drop down box you will see a listing of all departments you are allowed to create items for. Select your department from the list. Once you select a department, the Agenda Type drop down box will contain all the possible agenda types associated with the department chosen. Select an WORK SESSION agenda type from the list. (THIS IS ALMOST ALWAYS ??) Once you have chosen a department and an agenda type, the agenda category will display all possible agenda categories for the agenda type selected. Select an agenda category. (CHOOSE YOUR DEPT) After you have chosen an option from each of the drop down boxes you should Create New Item see the button appear. 3 of 19 support@muniagenda.com www.mcccinnovations.com (800) 342-2633 Create New Item Click the button to create your new item. You will see the Item Details screen. Here is where all information about an item will be entered. You must first give the item a title. The title field can contain any combination of letters or numbers. You may change the agenda category by selecting a new option from the list. 4 of 19 support@muniagenda.com www.mcccinnovations.com (800) 342-2633 Save Click to save the item and you will see other options become available on the page. Assign item to meeting The Meeting tab is where you can assign the item to a meeting. Click on the yellow folder to expand the Meeting tab. Search Choose the meeting type and meetings within and click . The results will display with the available meetings. 5 of 19 support@muniagenda.com www.mcccinnovations.com (800) 342-2633 Click the image under Assign to assign this item to this meeting. The section will refresh and you will see the new meeting assignment next to Scheduled Meeting. If you chose the wrong meeting or want to change the meeting assignment, choose from the drop down lists, click search again and click theto assign the new meeting. Add Attachments The Attachments tab is where you can add supporting documentation to the item. Click on the yellow folder to expand the tab. When you expand the attachment tab you can see the Add New Attachment section. If there are any current attachments they will show above the Add New section. 6 of 19 support@muniagenda.com www.mcccinnovations.com (800) 342-2633 To add a new attachment, type an attachment description which will be the text that shows up for people to click on to see the attachment. Browse to the file you want to upload. Choose the Type of attachment and decide whether this attachment should be available on the Public site or not. All attachments are public by default, if you do not want your attachment to be public uncheck the box. Add Click the button and you will see the message ?File successfully uploaded.? The section will refresh and the attachment will display above the Add New section. pin icon You may view an attachment by clicking on the or the underlined file name. If you would like to change or update the attachment, click on the pencil icon on the right side and the row will change to allow edits. Once the changes are made click on the green disk icon to save the changes. Attachments for an item must be uploaded in the order they need to be reviewed. There is no re-ordering of attachments at any time. If attachments need to be re- ordered they need to be removed and re-added in the correct order. 7 of 19 support@muniagenda.com www.mcccinnovations.com (800) 342-2633 Add Comments The Comments tab is where you can add comments on an item during the approval process of an item. Click on the yellow folder to expand the tab. When you expand the comments tab you can see the Add New Comment section. If there are any current comments they will show above the Add New section. To add a new comment, type the comment text in the box provided and click Add . The section will refresh and the comment will display above the Add New section. Item Details Section: The item details section is for entering the specific details for the item. Any Save changes to the text in the item details section requires a at the top or bottom of the page to save changes. 8 of 19 support@muniagenda.com www.mcccinnovations.com (800) 342-2633 Routing Routing is the path the item will take through approval. Depending on user rights you will see different options under Outside and Inside Routing. Outside Routing section: When you expand the Outside Routing tab you can see the steps in the approval route that this item is currently set to take throughout the whole organization. The word Review will display next to the Department name that is to Approve or Disapprove the item. An item must be submitted to the inside route before the outside route can be specified. Once an item has been submitted to the inside route the user in step one of the route who has the permission to modify outside routing will see an drop down box of available routes to chose from. 9 of 19 support@muniagenda.com www.mcccinnovations.com (800) 342-2633 Routing Customization: Routing Customization is available for both Outside Routing and Inside Routing. To be able to customize outside routing users must have the right to Modify Outside Routing. To be able to customize inside routing users must have the right to Modify Inside Routing. The only difference in the routing customization between outside and inside routing is that steps consist of departments for outside routing and groups/users for inside routing. DO NOT CUSTOMIZE ROUTING. ALWAYS USE AN EXISTING WORKFLOW. PLEASE CONTACT THE CITY CLERK IF THERE IS ANY QUESTION ABOUT THE ROUTING OF AN ITEM. To use an existing route, choose from the available routes in the drop down box. Submit to Route**Important Note** Click when the correct route is chosen. No changes can be made once Submit to Route is clicked. At any time in the Routing Customization, you can cancel and return to the Cancel Customization current route by clicking . 10 of 19 support@muniagenda.com www.mcccinnovations.com (800) 342-2633 Inside Routing section: When you expand the Inside Routing tab you can see the steps in the approval route that this item is currently set to take throughout the current department. This can only be changed by users who have the ability to submit or create custom routes for departments. If you have the right to submit, the drop down box will display available routes to choose. Selecting a new route will refresh the screen and display the new steps. The word Review will display next to the Group or User name that is to Approve or Disapprove the item. The word Viewer will display next to the Group or User name that is only able to view the item in that step. If you would like to send your item through the route selected in the drop down Submit **Important Note box, click on the button. ? once you click Submit the item becomes open and is available to anyone in the first step of the route chosen and it is no longer editable by the submitter. If you have the permission and you need to specify a custom route for the item, Routing Customization click on . See above instructions for Routing Customization. As soon as an item is approved through the last step in its route the item is automatically closed for that inside route and moves on to the next step in the outside route. 11 of 19 support@muniagenda.com www.mcccinnovations.com (800) 342-2633 History When you expand the history section you can see the history of the item and who has done what action. 12 of 19 support@muniagenda.com www.mcccinnovations.com (800) 342-2633 Approvers A users outside department rights apply in this section. These rights are completely separate from the inside department rights. Items To search for an item, click on the button in the left navigation. Search options will display at the top. Once you have chosen your search Search criteria, click the button. An item must be in the workflow in order for an approver to see it. Approvers have the option of searching ?Show My Items? or ?Show All Items?. Show My Items will return search results for items that are pending their action. Items will be marked with a yellow circle. Show All Items will return search results for items they have previously reviewed or created. Items that have been approved will display with a green circle and items that have been rejected will display with a red circle. 13 of 19 support@muniagenda.com www.mcccinnovations.com (800) 342-2633 Title To open an item, click on the for that Item. The details page of the item will appear. Here, depending on your outside department and workflow rights assigned, you may be able to vote on the item, edit the item?s details, add attachments, add comments, view history, assign or reassign the item to a meeting, and/or change the workflow of the item. Assign item to meeting The Meeting tab is where you can assign the item to a meeting. Click on the yellow folder to expand the Meeting tab. Search Choose the meeting type and meetings within and click . The results will display with the available meetings. 14 of 19 support@muniagenda.com www.mcccinnovations.com (800) 342-2633 Click the image under Assign to assign this item to this meeting. The section will refresh and you will see the new meeting assignment next to Scheduled Meeting. If you chose the wrong meeting or want to change the meeting assignment, choose from the drop down lists, click search again and click theto assign the new meeting. Add Attachments The Attachments tab is where you can add supporting documentation to the item. Click on the yellow folder to expand the tab. When you expand the attachment tab you can see the Add New Attachment section. If there are any current attachments they will show above the Add New section. 15 of 19 support@muniagenda.com www.mcccinnovations.com (800) 342-2633 To add a new attachment, type an attachment description which will be the text that shows up for people to click on to see the attachment. Browse to the file you want to upload. Choose the Type of attachment and decide whether this attachment should be available on the Public site or not. All attachments are public by default, if you do not want your attachment to be public uncheck the box. Add Click the button and you will see the message ?File successfully uploaded.? The section will refresh and the attachment will display above the Add New section. pin icon You may view an attachment by clicking on the or the underlined file name. If you would like to change or update the attachment, click on the pencil icon on the right side and the row will change to allow edits. Once the changes are made click on the green disk icon to save the changes. Attachments for an item must be uploaded in the order they need to be reviewed. There is no re-ordering of attachments at any time. If attachments need to be re- ordered they need to be removed and re-added in the correct order. 16 of 19 support@muniagenda.com www.mcccinnovations.com (800) 342-2633 Add Comments The Comments tab is where you can add comments on an item during the approval process of an item. Click on the yellow folder to expand the tab. When you expand the comments tab you can see the Add New Comment section. If there are any current comments they will show above the Add New section. To add a new comment, type the comment text in the box provided and click Add . The section will refresh and the comment will display above the Add New section. Edit an item The item details section is for entering the specific details for the item. Any Save changes to the text in the item details section requires a at the top or bottom of the page to save changes. 17 of 19 support@muniagenda.com www.mcccinnovations.com (800) 342-2633 Vote on an item If you have the right to vote on this item you will see an approve/disapprove section within Inside Routing. Here you can Approve or Disapprove the item and add comments in the box to Save. the right. After you vote, click Do not vote on the item until you have **Important Note reviewed all parts of the item. ? once the save button is clicked the item moves into the next step in the route and is no longer editable by the approver. Save After you click you will see that your permissions for this item have been removed because this item is no longer in your department. This item is now in another step of the route. You can still see this item, but you can no longer take any action on it. View Item Route Outside The route for item approval throughout the whole organization where the item has been and where it is going. Inside The route for item approval through the specific department that it is in where the item has been and where it is going. 18 of 19 support@muniagenda.com www.mcccinnovations.com (800) 342-2633 Routing Customization ? CONTACT ORLS IF ITEM NEEDS CUSTOMIZED ROUTING!!! 19 of 19