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Resolve - Item Report Copy and Linking

Report Copy is a time saving feature for Report Writers and Meeting Administrators, duplicating an existing report and adding to a future Agenda.  If required, Linking can provide a relationship between the original and future Report versions.

Prerequisites:

  • The Copy with Linking feature, described in this guide, needs to be enabled by Redman Solutions Helpdesk.  If you are using the existing Copy Item functionality, go to article Item Report Move or Copy or Bulk Item Move or Copy
  • Meeting Admin or Report Writer access to the Resolve Admin portal (https://CLIENTNAME.resolve.red/admin/) and appropriate permissions to view or edit related Agendas and Items.
  • The Agenda where an Item is copied to, needs to be a meeting Event in the future.

Go to the required topic by clicking on the relevant section title below.

COPY AGENDA ITEM

BULK COPY ITEMS

LINKED ITEMS


COPY AGENDA ITEM - Common uses of this feature, depending on the Users role type: 

Report Writers who regularly create reports with similar content, can duplicate a previous Item Report and all underlying content, to a future agenda.  At which point, the content of the new Item can be updated as required. 

Meeting Admins who use Item Report templates to populate new Agendas with predefined content, can also use this feature to populate a new Agenda.  In particular, the Bulk Copy Items option, also explained in this article.

There are two options to initiate copying a single Item, from the Agenda or from within the Item.  See following.

Option # 1 - Copy from Agenda

Navigate to the Agenda where the Item to be copied is located, then scroll down the order of business to the required Item and click to select.

Where the option buttons appear against the selected Item, click the green [Copy] icon to open the 'Copy Agenda Item' window.

Copy Agenda Item window, populate the following:

1. Select Agenda - Choose required future Agenda in the pick-list

2. Select Section - Choose the target Agenda Section to copy the Item to

3. Select Owner - This will default to the original Item owner, however can be changed to a new Owner, for the duplicated report

4. Agenda Item Name - This is be populated with the existing Item name, however can be edited at this point, prior to copying to the future meeting Agenda.

Scroll down in the Copy Agenda Item window to view and select the Copy, Content and Approval Settings

Copy options
5. Link Item - If ticked, creates a relationship between the original Item and its copied version, allowing you to see its progression from one meeting to another when required.  See Linked Items section for further details.

6. Replace the Recommendation with Minutes/Resolution - If Link Item (above) is selected, this option will be made available to choose.  When selected, the copied Item will have its Recommendation field populated with the Minutes Resolution from the originating copied Item.

Content options
7. Copy All Content - Ticked by default, meaning all available content from the original Item will be copied into the new duplicated Item.  If 'Copy All Content' un-ticked, the individual Item Fields will be shown and can be included or excluded during the copy process.

8. Approvals - Provides following options for keeping or setting approval workflow as appropriate.  Select as required from the dropdown pick-list.
  • Copy Existing Approvals and Reset 
  • Copy Existing Approvals and Keep Status (Approved)
  • Use Meeting Type default
  • Select Approval Template

9. Design - If 'Report Layout' is left ticked as it is by default, the Item will keep the presentation it had set in the originating agenda.  If un-ticked, the copied Item will take on the layout design set in the target agenda.

Click [SAVE] to finish copying the Item to the future agenda, with the criteria you selected.  On a successful Item copy, you will be taken into the newly copied Item in the target Agenda and can then update and add to as required. 

Option # 2 - Copy from within Item

For the desired Agenda, navigate into the Item to be copied, then in the top right-hand-corner of the screen, (1) click the ellipsis (...) menu to expand, then (2) click the [COPY] button.  See below.

In the 'Copy Agenda Item' window pop-up, follow the same instructions for Option #1 above.


LINKED ITEMS - If linking selected during Item Copy steps above, a relationship is created between the original agenda Item and the copied Item in the future agenda.  This assists with seeing the progression of an Item through its lifecycle, for example where it may have first been to Committee, then put to Council for decision, in the next linked Item and Agenda.

If Copy Option 'Link Item' is used during the copy procedure explained in the previous section, the following 'Replace the Recommendation with Minutes/Resolution' option will become selectable.  If 'Ticked', the Motion Resolution from the original agenda minutes will be copied into the new Item 'Recommendation' field.  If left 'Un-ticked', the Motion isn't copied from the original agenda.

When linking between previous and future agenda has occurred, the relationship can be seen by selecting the old or new agenda Item to highlight, then clicking the 'Related Items' button.

The 'Related Items' window will show the linked history between original and proceeding Items like the below example.
  • From this window, it's possible to click on the previous or current Agenda or Item name link to navigate into that object to view. 
  • The Approval status is shown by the 'Progress' column.
  • The 'Item Status' shows the related flag, as set in that Item.

  • Clicking on an "arrow" left of the Agenda and Item details, will expand (or collapse) a view of any other available information, as shown following.  In this example, the previous Item Motion is visible and recorded Vote outcome.
  • Clicking the top-right button will toggle between the Motion details and Minutes 'Comments & Discussion' content from the related meeting minutes.


 

BULK COPY ITEMS - Helpful for Meeting Administrators that might want to set up an Agenda with template Item Reports, pre-populated with content that can be re-used and copied into future meetings.  These Items, with some prefilled detail, can then be edited by Report Writers as required on the new Agenda.

Tip:  The Bulk Copy button would usually only be available to Meeting Admin users, however, also needs to be enabled by Redman Solutions Support if not set up for your site.

 

Navigate to the Agenda where the Items to be copied are located, then click the [BULK COPY] button, visible when the Items tab is selected.

Copy Agenda Items window, populate the following:

1. Select Agenda - Choose required future Agenda in the pick-list

2. Select Agenda Item Section - Review the Items shown here on the original Agenda and for those you want to copy, click on the Section pick-list to select the target Agenda Section to copy to.

  • If NOT copying Items, leave the selection blank like the last Item shown below (3).
  • If the current Item Owner shown needs to be reassigned in the target Agenda, change the Owner using the pick-list on the right (4).

Continue to scroll down in the Copy Agenda Item window, selecting any Items to copy, until you get to the end of the original Agenda and see the Copy Options heading.  Go to above section Copy, Content and Approval Settings to see options available, which are the same as for copying a single Item.  Choose required settings prior to saving to complete the bulk copy process.  You can then navigate to the target Agenda to update any of the Items or the assigned Report authors can begin work on their content when ready.