Alright, welcome guys.

Today is day two of Legistar training.

On our last session, we talked about Legistar administration.

Specifically, we talked about people and users and government bodies and dependencies.

So we walked through a lot of information there.

If you guys do need access to that call, you can find it in your media manager archives.

I can't remember, I think I've uploaded it already.

If I haven't, I'll do it after our call today.

Today we are talking about drafting and approving.

So here we're going to be talking about the process of creating an agenda item all the way through to sending it to our approvers and having them take actions.

We're also going to talk about some fun little things at the end of the call, like searching for files within the Legistar software and the different places you can do that.

We're also talking about your local settings here in Legistar as well.

Because for all of you who are on the call, I think we are all very creative people.

I think we all have some personality to us.

And personally, I like using those local settings to customize my Legistar software to make it kind of fit my needs as well as possible.

So we're going to talk about how you can do that.

Now, because we are talking about drafting for this first part of the call, I have created a drafter in your system, lovely Granicus Drafter, and she is going to guide us through the process of drafting a file in your system.

And specifically, because she's been given the drafter permissions, she is going to be able to show us what that process looks like as a drafter.

So very very important here.

So that's going to be very helpful for us here as well.

Any questions before we go ahead and get started for the day.

Alright.

Well, then in that case, well, let's go ahead and get right into it.

Now, as you can see here, I am currently on my dashboard, and here on the dashboard, I'm going to see everything broken up into four quadrants.

Here for my drafters, I do have access to agendas and minutes.

That is evidenced by the fact that my agendas and minutes are showing with a white background here.

If you were ever to say that you wanted to revoke permissions, and so they cannot enter those modules at all, then we will both see that these will be grayed instead of white, but we'll also see that we cannot hover and actually have a clickable module here on the left-hand side of our screen.

Now, in addition to being able to see our recent agendas and minutes, here on the right hand side of our screen, we're going to see those recent files and approval requests.

For anyone who is not marked as an approver, so they don't have that approver checkbox in admin checked, these people will never expect to see anything in that approval requests box.

Here for your recent files, we'll see all of the files that we've looked at within recent history with our most recent files being at the top of this box and the least recent being at the bottom.

We can always expand the number of files that can live in this box.

So by default, these are going to be set to 20.

But if we decided that we wanted to allow people to see more than just 20 files, we could absolutely allow them to update their local settings where they could say, I want to be able to see 50 files in my recent files section.

In that case, you'll see a little scroll bar appear here on the right hand side inside the box.

They'll be able to scroll and find additional files.

Now here we're going to talk about the creation of a new file.

So to do that, we are going to go over to the files module here on the left-hand side of our screen and go ahead and open that up.

Now here when we open the files module, we will find that we are landing in search mode.

I know that because here along the very top of my screen, I am seeing legislative files search mode.

It's important for my drafters to remember not to add any information for new file creation to these fields while we're still in search mode.

So if they are looking to create a new file, they'll go ahead and click new along the top toolbar here.

Now once we select new, we will see that a new file ID will be generated.

As well, we'll also find that we'll have a file type assigned.

This is going to be based off of this person's basic or default file type.

Again, this is something that can be changed for each user.

So if we do have certain users who only create files for certain meeting bodies or only create certain types of files, that's something that can be updated here within their local settings.

Here we'll see that by default, we have our file, our file ID, our type is consent calendar, and our status is draft.

As a drafter, I do not have access to change the status of this file.

So here, as you can see, I am clicking on that drop-down box, and I'm getting a pop-up message here on my other screen, letting me know that this field is locked and can't be edited.

That's pretty standard here.

We don't want our drafters coming in and trying to create files and making them agenda ready right away.

This, of course, could be something different that your agenda creators or admins might want to be able to do.

Maybe you're wanting to create a file that doesn't require an approval sequence.

But normally for our drafters, we want them to create files in draft and push them through an approval.

Next, we see our meeting body.

Here, my meeting body defaults to the city council.

Selecting my dropdown will show me any other meeting bodies that I have access to based off of the permissions that have been granted to me in administration.

Next I'll see my file created date, and that's going to default always to today's date, the day that I created this new file.

We next see agenda date.

Here our agenda date is the date that we expect to put this item onto an agenda.