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 1. Support Centre
 2. Admin
 3. Manage Meetings


TAKE & MANAGE MINUTES

Deborah Alampi
Modified on: Wed, 26 Jan, 2022 at 8:21 AM


IN THIS ARTICLE YOU WILL LEARN :

 * How to take minutes
 * How to publish minutes
 * How to generate minutes PDF
 * What kind of signature are we using


HOW TO TAKE MINUTES IN SHERPANY?

Sherpany Minutes automatically creates, based on your agenda, a minutes
template. You can find it on the third tab of your meeting.

ATTENDANCE

When writing the minutes, first set the status regarding the attendance for
every attendee of the meeting. The following status are available.

 * Present - the attendee was physically present at the meeting 
 * Remote - the attendee was remotely present at the meeting
 * Excused - the attendee was excused for the meeting
 * Absent - the attendee was (unexcused) absent for the meeting



By default, every attendee has the status ‘Present’. Click on the status for a
given attendee to change it.

MINUTES

Simply add the minutes to each agenda item and use the formatting options
available. Besides the text for the minutes, also decisions and tasks can be
added to each agenda item.



Decisions have a review date and the status can be changed from open to review.
Tasks have a due date and the status can be changed from open to done.

INFO

Your text for the minutes as well as tasks and decisions are auto-saved every 60
seconds. Check out this article for more inputs on managing tasks & decisions.


HOW TO PUBLISH THE MINUTES?

Once the minutes of the meeting are ready to be published, they can be made
available to either selected attendees for approval or to all attendees.

The publication options for the minutes are the same as in a meeting. Meaning,
the minutes can - if wished - be selectively published and approved or be
published for all attendees right away.

You can also notify the attendees that Minutes are available.


HOW TO GENERATE MINUTES PDF?

 * If you need to make an extraction of the PDF only for revision purposes, you
   will be able to get the minutes in any publication status. In that case you
   will be able to select which agenda items you want to include in the PDF and
   download it immediately.

 1. Select which agenda items will be included in the minutes.
 2. Generate the document in PDF




 * Get the minutes done and ready for signing. With the minutes in the ready
   state, the editor can start the request for signatures in the top right
   button on the minutes pages.
   

This will start a workflow with several steps:






1. The first step is to select which agenda items will be included in the
minutes. By default, all agenda items are selected, which will generate the
minutes for the entire meeting content. But you can deselect any of the items,
which will produce a minutes extract including just the selected agenda items.

2. Define who need to sign the minutes. From the list of attendees, the editor
can select the members that will sign. When proceeding to the next step, the
system will generate the minutes' PDF with the signatures placeholders ready to
receive the signature

3. Provide additional information to the request, like the due date and the
message to be sent to the signers. 
At this point, the user can already download the generated PDF but still without
any signature 

 1. Once the request is sent, the signers will receive an email requesting the
    signing of the minutes' PDF. This email will provide a link to the place
    where that can be done.
    
 2. When the signers click the email link, they will be sent to a page where the
    PDF is presented and where the signature can take place. If the user is not
    yet authenticated, then authentication will be asked before accessing the
    PDF.
 3. Once in the presence of the minutes' PDF, members can sign it using a new
    signature drawing or reusing the last one used.

During this process, the editor can follow up on the progress of the signature
on the same page he started the request for signatures. In there he will have
access to a page where he can check who already sign it, and who is missing
signing.







WHAT KIND OF SIGNATURE ARE WE USING ?

We are supporting the signing of meeting minutes with an Advanced Digital
Signature. This kind of signature must be:

 1. Uniquely linked to the signatory and are capable of identifying the
    signatory.
 2. Created in a way that ensures the signatory can maintain sole control.
 3. Linked to the data it relates to in such a manner that any subsequent change
    to the data is detectable.

We do this in our process by:

 1. Recording in the PDF the name, login and timestamp of what user and when the
    signature was made.
 2. Demanding that the user authenticates in the application to be able to sign
    the minutes, and no one can sign it on his behalf.
 3. After the user confirms the signing, we apply a Sherpany Certificate that
    will work as a seal that will become invalid if  the document is tampered.


UPLOAD SIGNATURES

The upload signature feature will allow you 3 options :

 * To draw your signature
 * To upload an image to be used as a signature
 * To type your name and apply a style with a different font.






  OUR SUPPORT TEAM

If you need any technical support please feel free to reach out to our friendly
Customer Happiness Engineers. 

+41 (0) 44 515 89 60 support@sherpany.com

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RELATED ARTICLES

 * Create a meeting
 * Agenda items
 * Digital Circular Resolution
 * Tasks & decisions
 * Contributor function
 * Topic Hub
 * How to manage a request in the Topic Hub

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CONTACT US AND WE'LL HELP YOU.

+41 (0) 44 515 89 60
support@sherpany.com

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