Servicing officers add documents to the relevant meeting or chair's circular in the Governance Intranet when they have received inputs from all parties and have compiled the final version of the agenda, minutes, chair's circular and any other committee documents that need to be made available.
The latest version of the committee documents.
This procedure has been documented in Windows XP operating system. If you are using Windows 7 or other operating systems, the steps might vary slightly. We will be documenting all procedures for Windows 7 in due course.
Below are links to the parts of this procedure, either follow the procedure sequentially or jump to the part that you need help with:
Log in to the Governance Intranet. See: Logging in.
In Governance - Governance page, select Committees section.
The Committees - Home page opens displaying the Manage Committees menu.
In the Manage Committees menu, choose
View My Meetings.
The Committees - View My Meetings page opens displaying a list of meetings for the committee which you service.
In the View My Meetings section, select the meeting or chair's circular to which you would like to add committee documents.
The <Meeting or chair's circular name> page opens displaying the meeting or chair's circular details and, if applicable, a list of documents which have already been added.
If a message appears above the meeting title notifying you that items in the Document Set have been added or removed, click Update the Document Set.
To add a document, in the Library Tools section in the top menu, select the Documents tab.
The Documents ribbon appears:
Click
the 
New
Document drop-down and select the relevant content type to be added, i.e. Minutes, Agenda or Meeting Attachment.
The Upload Document page opens.
If applicable, ensure that the Overwrite existing files check box is selected.
Uploading multiple files is not recommended.
In the Name section, click Browse.
The Choose File To Upload dialog box appears.
Navigate to the file to be added for the selected meeting or chair's circular.
Select the file and click Open.
The Upload Document page reappears and the file path and name appears in the Name field.
Click OK.
The Processing message asking you to be patient appears on the page.
The Meetings - <Document file name> page opens displaying a message confirming that the document was added successfully and that you can use the form to update document properties.
Ensure that the correct Content Type was selected for this document (i.e. Minutes, Agenda, or Meeting Attachment), correct if necessary.
Ensure that the file name complies with the file naming convention, correct if necessary.
Check that the Status
is correct, if you need to select a status other than the default
Draft status, click 
Browse for a valid
choice.
The Select: Status dialog box appears.
Select the correct status, i.e. Approved/Final, Revised, Working.
Click Select>>.
The selected status appears in the Select field replacing the previous entry.
Click OK.
Check that the <Selected
content type> Type is correct, if it is another content
sub-type, then click Browse for a valid choice.
The Select: <Selected content type> Type dialog box appears.
Select the correct content sub-type, (e.g. Additional Minutes, Special Minutes, Workshop Minutes or Additional Agenda etc.).
Click Select>>.
The selection appears in the Select>> field replacing the previous entry.
Click OK.
Select the Committee.
Click Save.
The <Meeting name> page reappears
displaying the document that has just been loaded with a 
New
icon next to the Name.
The document has been successfully added.
If you have more documents to add (e.g. attachments to the minutes), repeat from step 5 until all documents have been added.
Either continue working in the Governance Intranet,
Or log out, see: Logging out.
See also: Downloading committee documents