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Instructions for Updating Agendas & Minutes on the BSB Website If you have any questions or problems, contact Online Admin Justin Ringsak at [EMAIL REDACTED] or [PHONE REDACTED], MIS Room 206, Courthouse. Prepared 2/21/2014 Introduction: This document is for reference use for any BSB staff working with agendas and minutes on the website. Step 1 – Go to the BSB Website: Open your web browser (Internet Explorer, Chrome, Firefox, Safari, etc) and navigate to the BSB website. You can do this by directly entering the web address in the very top bar of the browser: co.silverbow.mt.us, bsb-mt.us, or bsb.mt.gov are all valid web addresses for the BSB site. Note: It is recommended that you use a recent version of Chrome or Firefox when editing or uploading files to the website. The site has displayed some problems with Internet Explorer – you likely can edit with Internet Explorer, but may experience significant slowdowns, load times, or other issues. If you do not currently have Chrome or Firefox, the latest versions can be downloaded at the links below: • http://www.google.com/chrome • http://www.mozilla.org/en-US/firefox/new/ If installing Chrome or Firefox on your computer, make sure that you DO NOT set Chrome or Firefox as your default browser. Some BSB employees use applications that only run through Internet Explorer, and setting Chrome or Firefox as your default browser may create problems with other applications. If you experience any such issues, please contact MIS. Step 2 – Sign In: To add or edit agendas or minutes, we first need to sign in to the site. To do this, click the ‘Sign In’ button at the top right of the screen, as shown below. Instructions for Updating Agendas & Minutes on the BSB Website 1 ---PAGE BREAK--- You will be prompted for a username and password. The login info you should use is: Username: first initial + last name (example: jringsak) Password: password (unless you previously changed your password!) For future reference, the email address associated with your user account is your BSB email address (example: [EMAIL REDACTED]). If you are having problems in later steps, it may also help to check the ‘Keep me signed in’ box beneath the username and password fields, as shown below. Step 3 – Accept Privacy Policy/Terms and Conditions: If this is your first time signing on to the website, and on some other occasions when the site structure has been updated, you will be prompted to accept the site’s Privacy Policy and Terms and Conditions immediately after signing in. The prompt displays automatically in the sign in pop-up window, as shown on the next page. Instructions for Updating Agendas & Minutes on the BSB Website 2 ---PAGE BREAK--- To proceed, simply scroll to the bottom of the pop-up window and click the ‘I agree’ button, as shown below. The pop-up window will automatically close, and the website will reload. To confirm that you are signed in, after the site reloads, look at the top blue bar, and you will see some new menu options, and your username and a ‘Help’ menu at the far right, as shown on the next page. Instructions for Updating Agendas & Minutes on the BSB Website 3 ---PAGE BREAK--- Step 4 – Change Your Password: If your password is still set to the default ‘password’, you should change it after signing in to ensure site security. To change your password, begin by clicking on your username at the top right. This will open a short dropdown menu. Click ‘Settings’ in this menu, as shown below. Instructions for Updating Agendas & Minutes on the BSB Website 4 ---PAGE BREAK--- You should now see the Profile Settings page, as shown below. To change your password, type a new password in both the ‘Password’ and ‘Confirm Password’ fields, then scroll down and click on the ‘Save’ button, as shown below. Instructions for Updating Agendas & Minutes on the BSB Website 5 ---PAGE BREAK--- Step 5 – Navigate to the Backend Agenda Center: Now that we are signed in, we need to navigate to what is called the ‘backend’ or ‘admin’ area of the website, to the Agenda Center module. Start by clicking on ‘Modules’ in the blue menu bar at the top of the screen. This will open a dropdown menu, as shown below. Note: You may see a different number of options in your Modules dropdown menu, depending on your level of site access and the tasks you typically perform on the website. In this dropdown menu, click on ‘Agenda Center’, typically found on the left side. This will load the Agenda Center module in the backend, as shown on the next page. From here, click on the appropriate agenda category. The list of categories you will see will vary depending on your level of access. In the example below, the user ‘Agenda’ has access only to the Board of Health agenda category, so it is the only category visible. Instructions for Updating Agendas & Minutes on the BSB Website 6 ---PAGE BREAK--- Step 6 – Upload an Agenda: After clicking on your appropriate category, you will see the screen below. The default view is for ‘Items’, highlighted in blue below the category name. You will likely see no files listed below, because the BSB website does not regularly use the ‘Items’ option. Instead, click on the ‘Agendas’ button below the category name. This will bring up a list of all existing agendas in the selected category, as shown on the next page. Instructions for Updating Agendas & Minutes on the BSB Website 7 ---PAGE BREAK--- From this screen, click on the green ‘Add Agenda’ button on the right to begin uploading a new agenda. After clicking the button, you will see the screen shown below. Instructions for Updating Agendas & Minutes on the BSB Website 8 ---PAGE BREAK--- The BSB website uses ‘simple agendas’, so you should click the ‘This is a simple agenda’ checkbox near the top of the screen, as shown on the previous page, before proceeding further. This will change the display so that your screen will now look like the screen shown below. Next, complete the fields indicated below: Meeting Date, Description (this can be very brief, example: ‘Board of Health Meeting Agenda for 2/4/14’), and finally ‘Choose File’ to upload. The ‘Choose File’ button will open a window showing files on your local computer, as shown below. Navigate to the agenda file you want to upload and click ‘Open.’ Instructions for Updating Agendas & Minutes on the BSB Website 9 ---PAGE BREAK--- The upload window will close automatically, and you will see the name of your file next to ‘Upload File’, as shown below. Note: Agenda files can be in most any format (.doc, .docx, .rtf, .pdf) when you upload them. To make agendas as accessible as possible, the website gives us the option to convert these files into .pdf format while we upload them. If your agenda is not in .pdf format already, check the ‘Convert to PDF’ checkbox, as shown below before saving and submitting. This conversion can alter the document formatting, so if you want to maintain formatting on your document with 100% accuracy, you should convert the file to a .pdf in Microsoft Word or similar program prior to uploading. The last step to add our agenda to the site is to click the green ‘Save and Submit’ button (NOT Save – it is important that you ‘Save and Submit’) on the right, as shown below. Note: Some users, depending upon their access level, will see ‘Save and Publish’ instead of ‘Save and Submit’. In this case, you should click ‘Save and Publish’. Instructions for Updating Agendas & Minutes on the BSB Website 10 ---PAGE BREAK--- Clicking ‘Save and Submit’ (see further below for an explanation of options following ‘Save and Publish’) will place your agenda into a queue for administrator approval prior to publication. This status will be indicated in the list by a green ‘submitted’ text stamp that appears next to your agenda in the agenda list for your category, as shown below. The admin will be automatically notified that your agenda is in the queue. You should not need to take any further action – an admin will review and publish your agenda, or contact you if any further action is required. Clicking ‘Save and Publish’ will make your agenda document immediately available to the public on the website. After clicking, you will immediately see the pop-up window shown below, which controls options for sending automatic email or text message notifications regarding the new agenda to anyone who has subscribed to this agenda category. Instructions for Updating Agendas & Minutes on the BSB Website 11 ---PAGE BREAK--- Here we need to determine 1) if we want to send out an automatic notification to subscribers about this agenda; and 2) when exactly we want that notification to be sent. If no automatic notification is desired, simply click the ‘Don’t Send’ button, as shown below. The agenda list screen will load, and you have finished uploading and publishing the agenda. Alternatively, if we want to send an automatic notification, we must select one of the three options under ‘Send’, shown below, to determine when exactly the notification will go out. Instructions for Updating Agendas & Minutes on the BSB Website 12 ---PAGE BREAK--- ‘On Meeting Date’ will send out the notification on the ‘Meeting Date’ you entered when uploading the agenda. ‘Immediately’ will send out the notification as soon as we complete this step by clicking the ‘Send’ button. ‘x Number of Days in Advance’ will send out the notification a set number of days before the ‘Meeting Date’ you entered when uploading the agenda. If you select this option, you must enter a number in the box below the option – 7 days are recommended, and Montana Open Meeting laws require at least 3 days of advance notification, so typically you should enter a number between 3 and 7. After you have selected your option, enter any additional comments you would like to include in the email notification under the ‘Comments’ field and any additional information you would like to include in the text message under the ‘Mobile Text/Push Message’ field. Note that both of these fields are optional. The last step is to push the ‘Send’ button. The agenda list screen will load, and you have finished uploading and publishing the agenda. Step 7 – Upload Minutes: After uploading an agenda, uploading minutes is a breeze! To begin, you should be signed in, and you should have already navigated to the Agenda Center module, selected your appropriate agenda category, and clicked ‘Agendas’ at the top of the screen (as opposed to the default ‘Items’) to see the list of current agendas. From the agenda list, find the specific agenda/meeting date to which you want to add minutes, then click on the small gear-wheel icon immediately to the right of the agenda description. This will open a dropdown menu - depending on your level of access, it will look very similar to one of the screens shown below and on the next page. Instructions for Updating Agendas & Minutes on the BSB Website 13 ---PAGE BREAK--- Next, click on the ‘Add Minutes’ option, and you will see the screen shown below. Note: If you see ‘Minutes’ in the menu instead of ‘Add Minutes’, then a minutes document has already been added for that agenda. Note: This screen may appear different if the ‘simple agenda’ box was not checked/used when the agenda was added. Instructions for Updating Agendas & Minutes on the BSB Website 14 ---PAGE BREAK--- From this screen, we need to simply ‘Choose File’ from our local computer, check the ‘Convert to PDF’ box (if needed), and then click ‘Save and Publish’ (if available) or ‘Save’ (if ‘Save and Publish’ is not an option). Important: If you clicked ‘Save’ and not ‘Save and Publish’, you should send an email to the online administrator ([EMAIL REDACTED]) stating that new minutes have been added, with the agenda category (e.g. Board of Health) and meeting date. Upload Multiple Agendas at Once: The ‘Add Multiple Agenda(s)’ button, shown below, gives you the option to add more than one agenda at a time. It works in the same way as uploading a single agenda, but you can select multiple files to upload, and then add meeting dates and descriptions for each file. If you have a backlog of agendas to add, this is a great option. Edit a Previously Uploaded Agenda or Minutes: Since we are working with set .pdf files, once an agenda or minutes file has been uploaded to the site, it cannot be edited directly on the site. Instead, you must open your original agenda or minutes document on your local computer (using a program like Microsoft Word); make any needed changes; and save that file on your computer – then, with this new agenda or minutes file prepared, sign in to the website, navigate to the Agenda Center module and your agenda category, then click the gear wheel icon to the right of the agenda you want to change, and: 1) Select ‘Modify’ in the dropdown menu if you are changing the agenda file; or 2) Select ‘Minutes’ if you are changing the minutes file, as shown on the next page. Note: Most users can only Modify agendas or minutes they have uploaded, not other users agendas. Instructions for Updating Agendas & Minutes on the BSB Website 15 ---PAGE BREAK--- You will see a screen like the one shown below – the screens for agendas and minutes are very similar, and, in fact, are identical to the screens you saw when first uploading an agenda or minutes document, with the same options. To update our agenda or minutes document, we want to first delete the agenda or minutes document we originally uploaded, then replace it with our newly edited document. To delete the previous version, simply click the next to the file name, as shown on the next page. Instructions for Updating Agendas & Minutes on the BSB Website 16 ---PAGE BREAK--- Once the old document has been deleted, choose and upload a new file, then ‘Save.’ Since the agenda or minutes we are editing have already been submitted or published, there is no need to ‘Save and Submit’ or ‘Save and Publish.’ If desired, choose ‘Save and Send’ to resend automatic email or text message notifications. Sign Out: When finished uploading or editing agendas and minutes, you should always sign out of the website to maintain security best practices. You can sign out from any screen – simply click on your name in the top right corner to open a short dropdown menu, then select ‘Sign Out’, as shown below. Instructions for Updating Agendas & Minutes on the BSB Website 17 ---PAGE BREAK--- How and Where Agendas Display on the Public Website, and Subscribing to Agenda Categories: It is important to understand how and where the agendas and minutes you upload display on the website. All agendas and minutes are displayed in the public-facing side of the Agenda Center. The full list of Butte-Silver Bow agendas and minutes can be publicly accessed at any time from the main menu under Government, as shown below, or under the Transparency Portal available in the submenu on the left of the homepage (and some other core pages as well as under the Government tab), also as shown below. Instructions for Updating Agendas & Minutes on the BSB Website 18 ---PAGE BREAK--- Either of these navigation options will take a user to the full agenda and minutes list, as shown below. Agendas can be viewed (if the user’s web browser has a .pdf viewer built-in, which all recent, modern browsers do) or downloaded by clicking on the agenda title, or using the ‘Download’ button on the right. Minutes can be viewed or downloaded by clicking on the checkmark next to an agenda under the ‘Minutes’ column. Specific agenda and minutes categories (e.g. for the Council of Commissioners, Board of Health, etc) can also be accessed from the pages related to a category. For example, from the Board of Health web page, shown on the next page, users can navigate directly to Board of Health agendas and minutes, or to the most recent agenda. Instructions for Updating Agendas & Minutes on the BSB Website 19 ---PAGE BREAK--- As mentioned previously, users also have the option of subscribing to an agenda category to receive automatic notifications when new agendas or minutes or added. To subscribe, users must navigate to the ‘Notify Me’ page, available by clicking on the ‘Notify Me’ icon on the homepage below the photo slideshow, or on most other site pages on the left. Once on the ‘Notify Me’ page, a user must either already be signed in, or enter an email address (and optionally a phone number for text messages), then scroll down to see the Agenda area and the list of agenda categories – to subscribe to a category, a user then clicks either the email or phone icon next to a category, as shown below. That’s all for uploading, editing, publicly viewing and subscribing to agendas and minutes! Instructions for Updating Agendas & Minutes on the BSB Website 20