Calendar Events and Tasks can be shown in a 'second location' (a folder). This option is presented when the event or task is created or edited (see below).
For Calender Events (meetings) this is a 'required' field' as the folder used for the meeting is also, by default', where any new files will be stored (new files can be stored in any folder, but if not specified they are stored in the same folder as the meeting).
1. Use the 'Select Folder' to choose where the Calendar Event (meeting) or Task will be shown
2. Select the folder from the options presented...
There are three reasons for using this facility:-
1. It provides two ways to find the event (meeting) or task - some people prefer to search through the calendar or task list whilst others prefer to use the folder structure (using the Meetings or Task folders lo0cated in each Board or Committee Folder).
2. When an event or task is shown in a 'Meetings' or 'Tasks' folder the event or task has the same access restrictions applied as that folder - this is essential if your GVO makes extensive use of access restriction (particularly in a MAT)
3. If 'new files' are added to the Calendar Event (meeting) then they are stored in a folder - the default folder is the same as the meeting but each file can be allocated to any folder you choose.
Below are two screenshots of a meeting that has been added to the calendar and also is displayed in the meetings folder of the relevant committee.
So, this meeting can be accessed via the Calendar OR via the folder structure (Finance Committee/Meetings/2019-2020) - it is the same meeting accessed by the users preferred method.
Clicking on the meeting (from the Calendar or the folder) will open up the meeting 'view' where they can see and preview/download the linked files (in this case 3 items already stored in the GVO) and also see the number of comments and approvals for each agenda item.
The agenda items have all been correctly sequenced by using numbers in the title on the left. See the help about creating meeting packs for more information.