Quick Status, View Online, Email Members and more Process PA updates

Over the last few weeks the updates below have been made as we continue to improve the platform to bring you a better governance experience. Being an online service you don’t have to do anything to update as they are available to all subscribers available now on your next login.

Organization Quick Status Tiles

Once you have logged in you were presented with your organizations as tiles. This has now been enhanced to give a quick status so you can see upcoming meetings, attendance and emails. There is also now navigation to go directly to your Next Meeting, Schedule, Documents or Members.

Below you can see Matthew Demo is a member of two organizations, a Body Corporate, Bay Breeze Place which has no upcoming meetings, and Otheyos an Incorporated Association who’s next meeting is 27 June 2017 at 10am.

If we look closer at the details you will see that at a glance, the Notice email was sent out on 19 June requesting attendance and 5 have responded attending, 2 apologies and 1 has not yet responded. The Agenda has not yet been sent and a link is provided to quickly jump to the Send Agenda screen. The previous minutes have been emailed and a View button to jump directly to the minutes viewing online is available.


If you have set up automatic emails, you will be notified when they are scheduled to be sent as below.


View Agenda & Minutes Online

Within the Agenda email there is now a link to view the agenda online. For users that have yet to log in, they will be directed to the register user page prefilled to set a password for their secure access if they have Normal or Administrator access, but not Email Only.

Within the preview for Agenda and Minutes the attachments are now links to allow online viewing with the new online document and attachment viewing.


Online Document and Attachment Viewing

Within Documents you can now preview the files directly in the browser. This works mostly for PDF currently although will depend on your browser and operating system as to what types are viewable. We will continue working to support most file types. The viewing extends to attachments in agenda’s and minutes.

In Documents click the Eye icon:

In agenda and minutes editors.

And within the Agenda and Minute Previews it is a link as above. The document is shown inline as below:

Email all Members or Individual ones

You can now email all members from the Members page using your default email application. Clicking the Email button will add all members to the BCC field on your email. Each email address for the members are now clickable as well which will launch your default email app with an email To the selected member.

Note: This is only available to members with Administrator access as no emails are shown for Normal or Email Only access members.

Feedback

I want to hear from you. Were these features useful for you? How can they be improved? Is there something else that we could do to make your role easier? Where can we do better for you? Jump onto https://wantoo.io/process-pa/ideas/ and raise ideas, comment or vote on existing ones.

Assign to Many Actions, Custom Numbering, Time Limits and More Process PA Updates

Assign To Many Action Items

A highly request feature you can now assign an action to multiple members. Each on will get an email about the assigned action. The input works with type-ahead to prefill, or you can just click and select from the list.

The assignees are displayed inline during the meeting and in the Schedule with the outstanding actions.

Custom Numbering for Action Items and Motions

You now have the flexibility for numbering action items and motions to allow easy identification across meetings and the organization. It is composed of up to three parts Prefix-Date-Count:

  1. Prefix is any text
  2. Date is None, Day (e.g. 170218), Month (e.g. 1702) or Year (e.g. 17)
  3. Count is the incremental count of items starting from either
    1. Global, which is all items
    2. Year, resets to zero each year
    3. Meeting, which starts the count at each meeting.

For example, a Prefix
A, Date
Year and Count
Year would be A-17-008. The numbers are calculated at the conclusion of the meeting and will be seen inline in the minutes and summary tables. Carried over actions or motions will maintain their numbers in the next agenda for easy tracking.

You can configure them in the settings page.

Time Limits

We all want meetings to stay on time and to time. With that you can now set the end time for your meeting rather than the default of 1 hour. An very importantly for keeping things on track you can now set an allotted time for agenda items.

When scheduling the meeting you will now see the End Time available.

Set the agenda item allotted time by clicking the clock logo and will be seen inline and on the agenda. You can also set this on the agenda templates in settings and have it automatically applied to new meetings.

Committee Logo

For those who are members of multiple committees or boards on login to Process PA you are presented with the list of organizations you are a member of. You now have the ability to set the logo for your organization or committee. This is uploaded in settings and if you have not uploaded your logo you will see the message to upload in place of your logo.

Feedback

I want to hear from you. Were these features useful for you? How can they be improved? Is there something else that we could do to make your role easier? Where can we do better for you? Jump onto https://wantoo.io/process-pa/ideas/ and raise ideas, comment or vote on existing ones.

Summary Tables, Configurable Roles, Tutorials and more Process PA updates

Continuing Mission

It’s February already and school is back into full swing. Over the school break we’ve been busy improving Process PA to continue to take the tedious work and continuity risk out of managing your committees and boards. We’re focused on reducing effort with cloud automation, reducing paperwork with digital efficiencies, reducing continuity risk with one place and one process for your important records and reducing compliance risk by providing transparency, accessibility and good governance.

Here are a few of the features we’ve put in place towards that mission.

Summary Tables

You voted for it and it’s now available. Summary tables of Actions and Motions appear at the end of your agenda and minutes. The goal is a quick view to know what needs to be done and what decisions have been made, so we can see progress and results from our meetings. It’s a first step and there is more to come, so please tell me what you like, what you don’t and what we can do to make it more useful for you.

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Configurable Roles

Another highly requested item you can now add, remove or rename your roles. So you can add Past President, Life Member, Chief Wrangler or whatever you required. This is simple and quick to configure from the Settings page.

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Getting Started Tutorials

In line with our goal to maintain continuity this now makes it easy for new members coming on to take up roles and have a quick overview in Process PA and to be up and running quickly. At any time hit the ? in the top right to run through the quick help or link over to the details help pages here.

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Handovers are inevitable, but with Process PA we are hoping that people stay in the role longer, because of the greatly reduced administration burden, and handovers are simple as the Process PA helps take care of it.

More Defaults

You can now set the default Name and Location of your meeting types. Go into Settings and select the Agenda Template.

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Email Only Permission

Previous members could have two level of access into Process PA, Admin or Normal. Now you can add users who will only receive emails and have no access to login to your Organization to view the history.

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Feedback

I want to hear from you. Were these features useful for you? How can they be improved? Is there something else that we could do to make your role easier? Where can we do better for you? Jump onto https://wantoo.io/process-pa/ideas/ and raise ideas, comment or vote on existing ones.