One of the core values that Ideals Board has always provided has always been the ease of use of the product, saving time for users, and security when working with the product. A logical progression of these two principles is the document request function.
The document can be requested in several ways. Let's take a closer look at each of them.
Requesting a document as a task
If you need some document between meetings, you can request it as a Task. To do this:
1. Go to Tasks
2. Click the Request button
3. Select the Document type
4. Enter the data you need in the window that opens:
4.1. Title of the request,
4.2. Choose Assignee,
4.3. Assign a date by which the document should be provided,
4.4. Select which meeting and agenda item the requested document is related to (if necessary), If you do this, the document will end up in that meeting’s board book,
4.5. Add a description and attach the document (for example, a previous version of the document you are requesting)
None of these steps are mandatory, however, if you do not enter a name for your request, it will be given the default name Task Title.
The process of creating a request itself is similar to creating an Action from previous versions of the product.
After you click on the Send button, your document request will be sent to the assigned person. At the same time, a new document request task will appear on his/her dashboard and Tasks list.
To complete the task, the assigned person will need to add the document you are requesting and, if necessary, add a personalized message to the request.
You will see that the Task has been completed with the document you want attached.
Requesting a document when creating a meeting agenda
When you create a meeting agenda, you will have the option to request a document needed for an agenda item. To do this, click the Add Document button and select Document Request:
In the right part of your screen you will see a task creation window, similar to the one used when creating a task separately, but some data will be pre-filled for your convenience:
Fields such as Due date and Linked to will already be pre-filled. The Due Date field will always indicate how far away the date of a particular meeting is from the due date of the task.
The further process is similar to the process when creating a Task separately.
Regardless of the path you choose, the result will be the same:
The documents submitted by assignees will end up in the meeting’s board book
If the board book is not published, this is done automatically
If the board book is already published, you will have to approve the document before it gets added to the board book