Add-edit Board minutes

This assumes that you have created a pdf file of the draft or completed minutes and saved it on your computer in a place where you can find it. It should have a name that is unique, reasonably descriptive, and not too complex, but there is no special naming requirement. Suggestion:



        YYYY-MM-DDBoardMinutesDraft.pdf

Follow directions for uploading a document. The file folder to use is named "Board Minutes". The document name is not important, but just for consistency's sake, use:

• Board minutes for MMM YYYY Draft
  
  
  
  where MMM is the three-letter month abbreviation, e.g. Mar. If there is more than one meeting in a given month, include day.

Make a note of the URL of the file you have uploaded for use in the following steps. To get the URL

• Click on the Content button near the top left. If you don't see that button, click on "Manage" and then the menu that has Content should appear. 
• There are tabs at the top of the content page. Click on the one named "Files".
• The file you just uploaded will be at the top or near the top. Right-click on it and choose "copy link address". Paste the address onto a Word or other document. After you have used the address in the following steps, you can discard the document.

1. Log in to the website using your ASURITE credentials.
2. Click on the "Content" button near the top left. If you don't see that button, click on ""Manage" and then the menu that has Content should appear.
3. Click on the blue +Add content button at the top of the page that lists content. Select "Board Minutes". This will open the form that you need to fill in to create the page.
   
   
   
   There are six required fields.
   1. Title - This is the name of the page. Enter "Minutes for Month Day, Year", For example, Minutes for March 12, 1944. This will ensure a unique page name.
   2. Minutes Long Date - Enter the meeting date using the same format you used in the Title, e.g., March 12, 1944. This field allows us to search on date.
   3. Minutes Sortable Date - add the date - the format is numeric mm/dd/yyyy
   4. Minutes Summary - Enter or paste the meeting summary into this box. Use CTRL Shift V to paste in unformatted text.
   5. Minutes Link URL - Paste the URL for the meeting minutes PDF file, which you saved when uploading the file. If you did not save the URL, then follow the directions for obtaining it now. The link will have "https://asura.asu.edu" appended to the front and it should be stripped off, the first part of the link should read:   /sites/default/ . . .
   6. Link text - Enter "View full minutes" in this box (just the first letter capitalized!) and then click on Save.

The web page you created should now display:

• Check that the link does bring up the correct minutes.
• If you see any errors click on "Edit" not "Layout" just below the main menu and this will reopen the "form" and allow you to make the changes / corrections.

Follow the steps shown above for uploading the draft minutes to now upload a new document that is the final minutes.

Suggested file name:

       YYYY-MM-DDBoardMinutesFinal.pdf

Suggested document name: Board minutes for MMM YYYY

If no draft minutes were posted, follow the directions for creating the web page that are listed under "Post draft minutes" above. If draft minutes have been posted:

1. Log in to the ASURA website using your ASURITE credentials,
2. Click on "Content" at the top left.
   1. In the "Title" box, enter "Minutes for xxxx", where xxxx is the full month of the meeting, then click on "Filter".
   2. Scroll through the list to find the minutes you want, then click on the name to open the page.
3. Click on the "Edit" button between View and Delete. This will bring up the form that was completed when the page was added to the website.
4. Change the Minutes Link URL to refer to the new document and click on the blue "Save" button.

If draft minutes were posted, delete the draft minutes document:

1. While logged in to the site, click on the Content button at the upper left, then click on the Media browser tab.
2. Click on the Board Minutes folder. Scroll down to locate the draft minutes. Click on the icon for them, then click on "Delete media". This will remove the draft minutes from the folder. The next step will remove them from the site.
3. Still in Content, switch from the Media browser tab to the Files tab. In the boxes at the top, enter "minutes" in the Filename box and "pdf" in the MIME type, then click on the Filter button. You should now see a list of Board minutes documents. 
4. Find the document that you want to delete. It should show a zero in the "Used In" column.  If it does not -- either you have the wrong file or you have not revised the link on the minutes page to point to the final minutes document.
   
   
   
   If it does show that the document is used in 0 places, click on  "delete", which appears at the right of the line. This should change the document's status from "Permanent" to "Temporary". It is now scheduled for deletion.

If you need to revise any of the fields in the web page you created:

1. Log in to the ASURA website using your ASURITE credentials,
2. Click on "Content" at the top left.
   1. In the "Title" box, enter "Minutes for xxxx", where xxxx is the full month of the meeting, then click on "Filter".
   2. Scroll through the list to find the minutes you want, and click on it to open.
3. Click on the "Edit" button between View and Delete. This will bring up the form that was completed when the page was added to the website.
4. Make your changes and click on the blue "Save" button.

If you want to completely delete a minutes page from the website:

1. Locate the page as shown for revising the page.
2. When the you want to delete is open, click on "Delete" at the top, between Edit and Layout.
3. If you also want to delete any associated uploaded minutes document, follow directions under "Post final minutes" above - "Delete any draft minutes document".