The Meeting Pack functionality in GVO is the place where the Calendar Event (the meeting) comes together with the documents stored anywhere in the GVO (eg Main Governing Board (and Committee) Document folders, Policy folders. This is called the Meeting Pack showing the date, time, other details and links to all the meeting papers.
There are two advantages to this approach:
1. The document is only in the GVO once (avoids duplication)...it can be used many times
2. The Meeting pack contains links to all the relevant documents (agenda, minutes, reports, policies etc) for that meeting and they can be previewed very simply. Each document can contain a full comment history and approval information ...great evidence.
To add link(s) is very easy and is part of the 'Create Calendar Event' or 'Edit Event' process.
When you are in the Create/Edit event you will see the area where you can add files and add links - links are much better to avoid duplication of documents. The buttons are located just below the Meeting Information box.
To add links to documents already in the GVO click on the 'Add links' button and a pop-up screen will appear so you can select the correct document(s).
Step 1 - Find the folder where the document(s) are located...folders with sub-folders are displayed as white, folders with no sub-folders are displayed as black.
Step 2 - Select the document(s) in that folder that you wish to add links for using the 'checkboxes'
Step 3 - Press OK
Step 1 ...
If you have access to any 'private rooms' then a 'drop-down' is given to select the Main GVO or any rooms you are allowed to see. Selecting a Room from the drop-down will open up the folder structure in the Room...see below.
Step 2 & 3
Note: You can link to Files, Pages, Policies, Tasks, Discussions and other Calendar Events (meeting packs) but you cannot link to a specific file inside a meeting pack. At present you cannot link to a folder but this is a planned enhancement although there is a workaround possible.
The link(s) you have created then appear in the meeting pack at the bottom of the list of agenda items - you can rename the title on the left with required numbering and when the meeting is saved the links will be in the correct order. See example below....
You can select more links (documents) from other folders and when you have finished press submit.
If you need assistance please call the GVO Support Desk on 01273 921066 or email support@thegvoffice.com