Meetings - Sign In Page
Contents
1. Edit Profile Change Password Username nlyons Email nlyons solvitech com Name Nina Lyons Initials Post Organisation Role Available Storage Solvitech General User Unlimited Storage Auto download Briefcase yor Y Documents Change Password Erase Convene Data Save and Close Cancel Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only EHH Documents My Briefcase Convene provides a digital briefcase that allows you to review your documents on the go anywhere anytime My Briefcase files are autodownloaded by default but you can configure this behaviour on your user profile in the web 9 portal Adding Documents to My Briefcase Using the Portal Meetings Document Library Review Room My Briefcase 1 Inthe web portal go to the Document Library tab 2 Find the document you want to add Q j to your briefcase and click on 01 Meeting Details pdf You can click it again to remove the document from the briefcase Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Doc2. Freehand light and Notes The Meeting Cover is a page at the beginning that will include the meeting details list of agendas and list of participants The Agenda Covers are pages that are generated for each agenda item showing the agenda item s description Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Meetings Download Meeting Annotations amp Notes You can export the annotated version of adocument Meetings Document Library Review Room My Briefcase in PDF format from the Document Library page on the FM Root ocuments gt Nina Lyons TS Ld WM More Convene web portal Q Name Last Modified D amp 01 Meeting Details pdf gt Today 09 30 AM 1 Access the web portal and sign IN ES J 02 Approval of Draft Board Minutes Snow Eeay Today 09 30 AM B 93 CEO Report doc Download as PDF with Annotations Today USD AM 2 Go to the Docu ments Libra ry ta b Se Ej 0 hence jolla Copy URL Link Today 09 30 AM u amp 5 05 Functional Review Engineering Send File by Email Today 09 30 AM D A 06 Closed Session doc Move To Today 09 30 AM 3 Look for the file s whose annotations you want to Rename Lock File For Editing expo rt ae Lock 4 Right click the file then click Do
3. convene Organiser Manual onvene Web Portal Version 3 8 x Manual Version 20141218R1 OvervieW ccccssssssssssssnsnnnnnnnnnnnnnsnnnssnsnsssssnsnsnnnnnnnennnnnnnnn 3 Web Portal Access and Sign In 2222222220000000 4 Meetings ooo ccc ccccceccccscecsecsseessecsssessecsteessesseeessesseeaees 6 Schedule a Meeting 6 Update Meeting Information ssssccccccccceceesseeees 15 Export Printable Board Pack cccccsssssssssesssseeees 16 Download Meeting Annotations amp Notes 17 Schedule Next Meeting ussesseeeeosesssnsnsnnnnnennnnnnneene 19 About Meeting Status une 20 DOCUMENTS ae ee 21 Marca FOL eu 22 Create Folder ensure 23 Upload Seen na nee 24 Upload New Version of Files sssssccccccccceeceeeessens 26 Rename Folders and Files usssssssssssssssssssssnennennnn 27 Move Folders and FileS ssssssssssssssssssssssseeseeeees 28 Delete Folders and Files ssssssssssssssssssseeseeeeees 29 Locking and Releasing FileS ccssssscccccccceesessseeees 30 Table of Contents Share Files with Other USers ceesessssssseeeceeceeeees 31 EPON FICS nee nen 32 Manage PermMiSSIONS ccccccceeceeeeeeeeeseesseseeeeeeeeeeees 33 My Account nennen 35 Ea POTE aE EEEE EREE 35 Changing a Forgotten Password sssssssssssssserereseee 36 Erase Mobile App Data ccccccccccceceeeeeeeeesssseeeees 37 My Briefcase ne
4. 1 Click x on the user whose permission you want to revoke Folder Info Board Documents Version Size Uploaded On Today 10 01 AM Uploaded By rity and Permissions Albert James Read Write Managing Director ADMIN Nina Lyons Administrator Administrator Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only My Profile Web Portal Edit Profile Sign in to the portal and click on your name e convene The Boardroom solution on any device leetings Document Library Review Room Click Edit Profile My Profile Make the changes you desire Username nlyons Email nlyons solvitech com Name Nina Lyons Click Save and Close Initials NL Post Organisation Solvitech Role General User Available Storage Unlimited Storage Auto download Briefcase Yes Documents Initials NL My Briefcase Welcome Nin Change Passw he initials will be used to identify th et Post Organisation Solvitech Role General User Available Storage Unlimited Storage Auto download Briefcase yes Y Documents Change Password Erase Convene Data Save and Close Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may
5. My Briefcase Meeting Details E Meeting Info Meeting Type Board r Meeting Title Schedule 02 Oct 2014 04 45 PM GMT 8 r send Reminder 1 day before Duration 1 Y hour s and 0 minutes nue Descr n Commentary for Participants l a Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Web Portal Access and Sign In Sign in to the Web Portal 1 Onyour Mac or PC open a web browser and go to the address provided by your administrator C fi https portal azeusconvene com 2 Enter Username and Password 3 Click Sign In Sign In Username Q Password 9 Forgot password For cloud users this would typically be in the form of https lt your organisation gt azeusconvene com Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Meetings Schedule a Meeting The Convene app is tightly integrated with the Convene web portal which simplifies the creation and preparation of board packs for meetings and automates processes that take place in between Meeting organisers can use the web portal to eff
6. My Briefcase meetings the Convene web portalservesasa E Root gt MyDocuments gt Nina Lyons w o more d O C u m nt re p OS to ry W h re yo u Ca n u p lo a d I O rga N ise 2 ee Details pdf ER en 3 e D amp 02Approval of Draft Board Minutes pdf Today 09 30 AM share files with others users and control who has SD o3 cEOReportdoe Today 023041 EJ JN 04 Financial Snapshot pdf Today 09 30 AM access Usingthe Convene app you can access your ne een e documents and files on the web portal to view annotate or add to a meeting You can also link them to the meeting agenda when scheduling meetings on the web portal The Document Library will provide the organisation with a central hub for securely sharing board and committee documents to its members Convene supports Microsoft Office 2003 amp 2007 Word Excel Powerpoint PNG JPEG and PDF files Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Documents Shared Folders Shared folders can be viewed by users ofthe web portal under the Documents tab while users of the Convene app or meeting participants can also view the same folders under Documents in the app mm Password Sign In 1 Access the web portal and sign in Forgot password Q R
7. Save File 3 Choose Files No file chosen File 4 Choose Files No file chosen 8 Click Publish Review Room to notify reviewers and make the Review Room available on their mobile devices Documents for Review Drag and drop files or click to upload Review Room is draft You must publish the Review Room before the reviewers can view it in mobile app Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Appendix To enable drag and drop on IE9 organisers must install the relevant ActiveX component on their browser 1 Onthefirsttime that you open the meeting details page the browser will prompt you with a message 2 Click Install 3 Confirm the installation You can now drag and drop files to upload Drag amp Drop Upload for IE9 18 Jun 3014 08 15 PH GMT 8 Wednesday 1 day before 1 how This website wants to install the following add one S2eusConveneDragdndDrop cab from Armas Systems Limited What s the rsk Do you want to allow the following program to make changes to this computer La Program name AzeusConveneDragAndDrop htm Verified publisher Azeus Systems Limited File origin Downloaded from the Internet Show details Copyright 2014
8. agenda item and hit enter after each one Optional In the minutes field type the number of minutes allotted for that agenda Optional In the Select Presenter drop down list choose the participant who will present that agenda item To change the level of the agenda item click or li li Drag and drop files to each agenda item or click Ei next to the agenda item to display the File Selection List Add Agenda Items Agenda gt files to an agenda or click to upload 1 minutes Select Presenter v Agenda Drag and drop files to an agenda or click to upload Call to Order minutes Select Presenter Confirmation of Minutes minutes Select Presenter Information Reports minutes Select Presenter Items for Approval minutes Select Presenter minutes Select Presenter Agenda Cover Options Insert cover sheet for all agenda r Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Meetings 2 To upload files using the File Selection List a Inthe Upload Files tab click Choose Files File 1 b Select the file on your computer File 4 c Repeat to add more files File 6 d Click Upload 3 To use files from repositories such as Dropbox Box com or
9. fF Root gt B Name a Locking and Releasing Files N FH JE 01 Meeting D fails i Show File Info Download File Download as PDF with Annotations Copy UR uk Send il Move Renamk Lock File Fr Editing Release Lock Upload New Version Delete Fo Root gt Boarc Name N ar MA EJ 01 Meeting Details show File Info Download File Download as PDF with Annotations Copy URL Link Send em Email Mr Rei Lock Release Lock Editing u 6 Ti More Last Modified Today 10 05 AM More Last Modified Today 10 05 AM Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Documents Files can be shared via a link to the portal 1 Under the Document Library tab find the personal files you have access rights to that you want to share 2 Click on the file 3 Click Copy URL Link 4 Paste the link where you desire e g in your email message Other users will need to have permission to access the file even if they have the link Please refer to the help topic Manage Permissions Share Files with Other Users Meetings Document Library Review Room My Briefcase M Root gt Board Documents TA Name a D amp X
10. 01 Meeting Deta y Show File Info Dow PDF with Annotations Copy URCLink Send File by Email Down Move To Rename Lock File For Editing Release Lock Upload New Version Delete Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Documents Export Files You can only export files that you have access rights to i Meetings Document Library Review Room My Briefcase along with any annotations made on the file To export files Ss Last Modified A NR 01 Meeting Details Today 10 05 AM Show File Info Download File Download as PDF h Annotations 1 Under the Document Library tab find the files you te have access rights to that you want to export send ialeta onal Mowe To Rename Lock File For Editing 2 Click the file and click Download as PDF with Release Lack Upload New Version Annotations Delete 3 Click Export Export Annotations as PDF File Version y1 02 Oct 2014 10 05AM Y Original File 01 Meeting Details pdf File Size 187 48 KB Export Annotations Annotation lW Private Y Shared Type Freehand and Notes Cancel Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distribut
11. 9 30 AM D A 06 Closed Session doc Today 09 30 AM 2 Go to the Document Library tab 3 Goto a folder to which you have access 4 Click CS 5 Type the name of the new folder Add Folder 6 Click Save and Close Q Target Path cuments Name Save and Close Cancel Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Documents Upload Files You can only upload or add files in your personal folder or in folders that you were granted access rights to If you do not have access right to a folder the option to add a new file will not be available 1 Access the web portal and sign in 2 Goto the Document Library tab 3 a Youcan upload by drag and dropping files from your PC to specific web folders Drag and drop is only available for browsers that support HTML5 Meetings Document Library Review Room My Briefcase 7 Root gt MyDocuments gt Nina Lyons is Lo Name a E93 EI 01 Meeting Details pdf D amp J 02 Approval of Draft Board Minutes pdf D amp h 03CEO Report doc E4 J 04 Financial Snapshot pdf E 5 05 Functional Review Engineering pptx ES N 06Closed Session doc 9 Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or dist
12. Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only
13. S reana Export Annotations as PDF File Version v1 02 Oct 2014 09 09 AM Original File 04 Financial Snapshot pdf File Size 74 5 KB Export Annotations Annotation i Private Shared Type Wl Freehand 9 tand Notes Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Meetings Schedule Next Meeting To save time Convene allows you to schedule a new Q Document Library Review Room My Briefcase meeting using the details of a previous meeting without having to manually copy the details Today amp Upcoming Last 7 Days All Meetings Search Date Show A LJ Schedule N Title 1 Inthe web portal go the Meetings tab O EEEE of the Board of Directors 10 Oct 2014 0 2 Click the meeting you want to copy o ng Info schedule 4 Meeting Export Meeting Pack 3 Click Schedule Next Meeting ng Type Board A Fill up the details and click OK ng Title Regular Meeting of the Board of Directors lule 10 Oct 2014 02 00 PM GMT 8 Friday Please refer to the help topic Schedule a Meeting a SE on the Web Portal for more information a ae iiser Nina Lyons Continue a Previous Meeting Previous meetings those that were ended or ongoing meetings where participants have only exited can be continued Please
14. Sharepoint in your meeting a Click the tab for your chosen repository b For first time access to Box Dropbox or ad SharePoint you will be prompted to provide your sign in account c Select the file s you wish to add d Click Add Click Save 5 Select the preferred settings for Agenda Cover Options Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Add Agenda Items Meeting Minutes Choose Files File 2 Choose Files File 3 Choose Files Choose Files File 5 Choose Files Choose Files File 7 Choose Files File 8 Choose Files Call to Order Add more Confirmation of Minutes Items for Approval Q Agenda Cover Options Insert cover sheet for all agenda No file chosen No file chosen No file chosen No file chosen No file chosen No file chosen No file chosen No file chosen Drag and drop files to an agenda or click EY to upload LA Sharepoint Sharepoint Online Convene Sie retener T io EHH Meetings Publish the Meeting Meeting is unpublished Par jes a p a Be E 7 Publish Meeting Click Publish Meeting to let participants view the meeting on Convene 5 A meeting needs to be publish
15. ct 2014 02 Schedule Next Meeting Export Meeting Pack Meeting 9 Company Solvitech Meeting Type Management i Meeting Title Policy Review Schedule 30 Jul 2014 02 00 PM GMT 1 London Summer Time Send Reminder No Reminder Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Meetings Export Printable Board Pack Q Meeting organisers can use the Export Meeting Pack function for participants who wish to use a printed version of the board pack Meetings Document Library Review Room My Briefcase 1 Inthe web portal go to the Meetings tab Schedule Next Meeting Export Meeting Pack 2 Select the meeting with the documents you want to export 3 Click Export Meeting Pack 9 E participants Name 4 Select the participants whose annotations you want to 4 Francis Dale N C u d e a Export Meeting 9 7 7 Single file PDF 5 Select the Export Meeting Options Q ule es POF Multiple files Original 6 Select the Packaging Options to generate a Meeting sia O include meeting cover page Cover Agenda Cover or both EEE seen Insert cover sheet for agenda without attachments T Select the Annotation Options y Don t insert cover sheet for agenda e notation Options 8 Click Export Eee teren Ty
16. d for informational use only Documents Delete Folders and Files You can only delete folders and files that you have Q Library Review Room My Briefcase Q Meetings Documer access rights to M Root gt MyDocuments gt Ninalyons EA Le D To delete folders and files Name Las wW ES JE 01 Meeting Details pdf Tod 5 D amp JO 02 Approval of Draft Board Minutes pdf Tod 1 Under the Document Library tab find the personal B EP 03CEoReport doc folders or files that you want to delete wel lA lant ida ise a 5 05 Functional Review Engineering pptx Tod J 7 06 Closed Session doc Tod 2 Tick the folder or file 3 Click Delete button on the toolbar Delete Files 4 Click Yes to confirm deletion This will permanently remove the selected items Do yt to continue Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Documents Locking Files You can lock a file to prevent others from editing it while you are working on its updated version To lock files 1 Click on the file 2 Click Lock File for Editing Releasing Files After uploading a new version or if you need to let other users edit the file make sure to release the file 1 Click on the file 2 Click Release Lock
17. ed to notify the participants and make the meeting visible in the participants mobile devices This allows meeting organizers to create a draft agenda and then move it to a finalized state once agreement is reached To publish the meeting click Publish Meeting Once published the meeting will be visible in the Meetings tab of the Convene app for users who are part of the meeting Automatic publishing can also be enabled by the administrator If a user starts an unpublished meeting in the Convene app user will be prompted to publish the meeting Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Once a meeting is published only the organiser or those Meetings assigned the role of Chairperson can update meeting information L 2 Access the web portal and sign in Go to the Meetings tab Select the meeting you created To update the Meeting Info Participants or Agenda click Edit Change the details you want to update Click Save Updates are distributed automatically to participants devices Update Meeting Information N Q Document Library Review Room My Briefcase Today amp Upcoming Last 7 Days All Meetings Search Date Show Al LJ Schedule Regular MeeMg of the Board of Directors 10 O
18. ed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Documents Folders and File Permissions Permissions can be managed by users who are administrators of the board committee or organisation s library 1 Under Document Library right click on the file or folder whose permissions you want to change 2 Click Get Info To grant permissions 1 Under Security and Permissions click 2 Select permission options 3 Click Add Manage Permissions Meetings Document Library Review Room My Briefcase mj More C Root LJ Name Last Modified IN 1 amp U Board Today 10 02 A Opes 3 Pieveryor N 06 Jun 2014 06 Get Into B amp myDoc 12 Sep 2012 11 Rename Add New Folder Add New File Security and Permissions Administrator Administrator ADMIN Nina Lyons Add Permission Q Access Type Individual User User Permission Type Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Documents Manage Permissions To revoke permissions ae m More Last Modified Being Edited By Today 10 02 AM 06 Jun 2014 06 44 AM 12 Sep 2012 11 00 AM
19. eview Room My Briefcase 2 Goto the Document Library tab Here you will see a collection of files and folders Meetings FI Root gt MyDocuments gt NinaLyons fT amp M More Rw Search D Name a Last Modified Being E D amp N 01 Meeting Details pdf Today 09 30 AM amp amp 02Approval of Draft Board Minutes pdf Today 09 30 AM D amp I 03CEO Report doc Today 09 30 AM D amp N 04Financial Snapshot pdf Today 09 30 AM 05 05 Functional Review Engineering pptx Today 09 30 AM G E amp I 06Closed Session doc Today 09 30 AM Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Documents Create Folders You can only create or add folders in your personal es Q ei weini folder or in folders that you were granted access rights to If you do not have access right to a folder the option v m More M Root gt MyDocuments gt NinaLyons LJ Name Last Modified to add a new folder will not be available J 0 Meeting Details pdf Today 09 30 AM D amp FE 02 Approval of Draft Board Minutes pdf Today 09 30 AM 7 eu 03 CEO Report doc Today 09 30 AM 1 Access the web portal and sign IN D amp SE 04Financial Snapshot pdf Today 09 30 AM B A 05 Functional Review Engineering pptx Today 0
20. hat you want to rename 2 Click More then click Rename Rename File 3 Type the new name of the folder or file 4 Click Save and Close Path My D Ders Name 01 Meeting Details pdf Q Save and Close Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Documents Move Folders and Files You can only move folders and files that you have access Meetings Document Library Review Room My Briefcase rights to Root gt MyDocuments gt Ninalyons a Ld m More N 7 glace To move folders and files N Bw o1 WetingDetailspdt SAA 6 J 02Approval of Draft Board Minutes pdf T Export D amp N 03CEO Report doc Tg Mail 1 Underthe Document Library tab tick the files and m I DEE EN Se u c N 05 Functional Review Engineering pptx Today 09 30 AM folders you want to move 2 choc en 2 Click More then click Move to Create a new folder or select one 3 Select the folder where you want the selected file s eae to be moved 4 Click Move F Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intende
21. iciently schedule meetings invite and produce meeting materials drastically cutting the time needed to 9 prepare for a meeting Directors can also use the portal to easily manage their documents To schedule a meeting on the Convene web portal fi 3 https portal azeusconvene com 1 Access the web portal and sign in Meetings Document Library Review Room My Briefcase Last 7 Days All Meetings Search Date Show All Meeting Types w v 2 Inthe Meetings tab click Schedule New Meeting You have n Schedule Venue 3 Specify the meeting details and click Schedule New Meeting 1 day before 9 Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Meetings Manage Organisers Organisers have the ability to facilitate the meeting and have permissions for most actions related to Organisers 1 Nina Primary t the meeting Please refer to Meeting Roles and Click hen add Permissions for more details axe O iser Selection List 1 To add organisers PE eee User User Group a Underthe Organisers section click Click here to add Y w Name Email Organisation b Tick the users you wa nt to add i Francis Da e fdale solvitech com Solvitech c Click Add d Click Save 2 Primary organ
22. isers cannot be removed To Organisers assign a Primary organiser a Click Edit Organisers 1 Nina Lyons b Tick the selected organiser rene ee C Click Save Click here to add Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Meetings Invite Participants to a Meeting 1 Click Click here to add er Q artic pan Click here to add 2 Onthe Participants Selection List select the participants Participant Selection List 3 Click Add 4 Click Save Name a Email Organisation Francis Dale fdale solvitech com Solvitech Participants Participant t No Group 7 1 Francis Dale Click here to add For public users enter email addresses one at a time and hit Enter Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only EHH About Meeting Roles and Permissions Meetings Meeting Roles and Permissions In an Convene meeting participants can have different meeting roles that define what they can and cannot do in the meeting Each role depending on the configuration can have any number of meeting r
23. le 4 Click Upload Upload New Version of Files C Name Last Modifi Fa LE 01 Meeting Details ndf Today 09 3 Show File Info Fo 02 Approval a Today 09 3 Download File Fa N 03CEO Repo Today 09 3 Download as PDF with Annotations 5 JE 04 Financial Today 09 3 ne Copy URL Link otay Fa 7 05Functiona en Pie by Email Today 09 3 FA 7 06 Closed Sey Mave To Today 09 3 Rename Lock Fil ing Release A Upload Newersion Delete Upload New File Version I New File Version Choose File No file chosen Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Documents Rename Folders and Files You can only rename folders and files that you have Meetings Document Library ReviewRoom My Briefcase ACCESS rights to Root gt MyDocuments gt Nina Lyons a Ld In More 3 lt Mo l N fi Name Ue coo To rename folders and files m Bi nMeringprekspil T Al Rename amp SR 02 Approval of Draft Board Minutes pdf TA Export MD 03 CEO Report doc TK Mail X E4 JE 04 Financial Snapshot pdf Today 09 30 AM 1 Under the Docu ment Libra ry ta b tick the folders Or N 05 Functional Review Engineering pptx Today 09 30 AM EI E 06 Closed Session doc Today 09 30 AM files t
24. nnen 38 Review ROOM cececcssssssssseecccceeeceeeeeeeceeeeeeeeeeeeeeeees 39 Appendix Drag amp Drop Upload for IE I een 43 l FF Convene Overview Welcome to Azeus Convene Azeus Convene is a cross platform paperless boardroom solution that enables corporate administrators and board members to share and communicate via a central platform of documents and meetings Accessible through web browser iPad iPhone and Android devices Convene streamlines the board meeting processes and reduces risk by providing directors easy and secure access to important board information and materials anywhere anytime The iPhone version has limited functionality Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only The Convene app is tightly integrated with the Convene portal which not only serves as a meeting management portal but also as a robust document repository Meeting organisers can use the web portal to efficiently schedule meetings invite and produce meeting materials drastically cutting the time needed to preparefora meeting Use the portal to easily manage your organisation s documents FF Web Portal Access and Sign In e Convene Welcome Nina Lyon The Boardroom solution on any device Meetings Document Library Review Room
25. not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only My Profile Changing a Forgotten Password 1 Onthe Sign In page click Forgot Password Sign In 2 Type your Username or Email The system will send an email to the email address associated with the Username or to the specified Email sign in Username Password 3 Click Reset Password 4 Open your email application and follow the instructions in the email sent by Convene Al Forgot V Reset Password Username Reset Password Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only My Profile Erase Remote Mobile App Data 1 Signin to the portal and click on your name comene econ Gone seo The Boardroom solution on any device Meetings Document Library Review Room My Briefcase 2 Click Edit Profile My Profile 1 Username nlyons 3 C l C k E ra se Co n ve n e D ata e Email nlyons solvitechltd com Name Nina Lyons Initials The initials will be used to identify the notes added by the user in Convene Post Organisation Role General User Available Storage Unlimited Storage Auto download Briefcase Yes Documents
26. ole permissions 1 Francis Dale Participant i Assigning Meeting Roles Participants Meeting roles are assigned in the Meeting Details screen of the portal Click here to add 1 Under Participants click Edit 2 Inthe Participants drop down list choose a role Participants Q PAN r 1 Francis Dale 3 Click Save SEE gt Click here to add Q Ot Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only EHH Default Roles and Permissions Meetings Meeting Roles and Permissions Convene has a number of built in roles and permissions to help you get started right away However these roles can be customised by your system administrator as appropriate for your organisation CHAIRPERSON The Chairperson role is intended for the user who will facilitate the meeting Depending on the system configuration a user with this role can have any of the following roles e Manage meeting details status and notifications e Add shared annotations e Manage agenda and meeting files e Add private annotations e Manage participants e Assign presenter role during meeting e Start and end meeting e Upload and manage meeting minutes e Download meeting files to desktop e Read all participants private annotations e Export mee
27. refer to the help topic Start a Scheduled Meeting for instructions Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only EHH There are four types of meeting status Unpublished Published In Progress and Closed Meetings About Meeting Status Unpublished Meeetings can only be viewed by organisers Published Meetings can be viewed by both organisers and the invited participants In Progress Meetings are those that have started either through the portal or the app but not yet ended You can still modify the agenda but you will need to publish the updates for them to be seen by participants Closed Meetings are those in which the details can no longer be modified because the the specified period has elapsed By default the system is configured so that meetings will never be closed However the system master can specify the number of hours before they are closed Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Documents About Documents As i d e fro m b el n g a p la ce W h e re yo u Ca n m a n a BE Meetings Document Library Review Room
28. ributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Documents Upload Files b You can also upload by clicking Add File button on the toolbar Click on Choose Files and select the files s you want to upload You can select multiple files to upload ii Click Upload and Close BRRBBER ODO mom re A Root gt MyDocuments gt Nina Lyons ER ER Name a 01 Meeting Details pdf 02 Approval of Draft Board Minutes pdf 03 CEO Report dac 04 Financial Snapshot pdf 05 Functional Review Engineering pptx 06 Closed Session doc Upload Files Choose fil dto the folder Sample You can select more than one file at a tim 2 Cancel Screen may look different if your browser does not support HTML5 or does not have Adobe Flash installed Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Documents You can only update files that you uploaded or have access rights to To upload new versions of existing files 1 Under the Document Library tab find the file you want to update with a new version 2 Click on the file and click Upload New Version 3 Click Choose File and select the new version of the fi
29. ting pack e Edit all participants shared text notes after meeting These permissions are disabled for the Chairperson by default Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only EHH SECRETARY Meetings Meeting Roles and Permissions The secretary role has by default the same permissions as the Chairperson PARTICIPANT A meeting participant can do the following e Download meeting files to desktop e Add shared annotations e Add private annotations MEETING ORGANISER By default the Meeting Organiser is the user who scheduled the meeting but other users may also be added as Meeting Organisers Depending on the configuration the Meeting Organiser s can have the same permissions as the Chairperson except for the following e Read all participants private annotations e Edit all participants shared text notes after meetings Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Meetings 1 Toadd agenda items d For IE9 please refer to the help topic Drag amp Drop Upload for IE9 Under Agenda enter an
30. uments Review Room Review Rooms let secretaries or organisers compile a list of reading materials then invite reviewers to download these materials for reading and annotation Creating a Review Room 1 Inthe web portal go to Review Room 2 Click Create Review Room 3 Fillinthe details 4 Click Create Review Room Meetings Document Library Review Room My Briefcase Published Closed All Rooms Title Pu No draft review Q Create Review Room IT Awards 2014 Application Form Our submission for the annual IT Awards Commentaries to Reviewers Please review if the pitch is correct especially section 4 17 Jan 2014 12 15AM amp Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only 9 Documents Review Room 5 Add additional organisers Organisers are users who are in charge of managing the Review Room e g adding participants and documents tracking the status of review By default the user who created the Review Room is the primary organiser but other organisers may be assigned as the primary The primary organiser may not be deleted a Click Click here to add b Selectthe users you wantto add as organisers c Click Add Organisers 1 Nina Lyon Click here to add Primar
31. wnload as PDF Annotations Export Annotations as PDF 5 Inthe Export Annotations as PDF dialog click Export File Version v102 0ct 2014 09 30 AM Original File 01 Meeting Details pdf File Size 187 48 KB Export Annotations Annotation i Private i Shared Type bl Freehand Highlight and Notes Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Meetings You can also export the annotated version of the meeting documents in PDF format from the Meetings page on the Convene web portal 1 Access the web portal and sign in 2 Goto the Meetings tab 3 Click the meeting from which you want to export the annotations 4 Under Agenda right click on a file and select Download as PDF with Annotations 5 Click Export Download Meeting Annotations amp Notes Q Meetings Document Library Review Room My Briefcase Today amp Upcoming NE All Meetings Search Date Show AllMeeting Types amp Title Schedule Regular Meeting of the Bord of Directors 10 Oct 2014 02 00 PM GMT 8 Friday 2 Confirmation of Minutes to Information Reports B 04 Financial Snapshot p t Download N 4 Items for Approval Download as PDF with Annotations H t i Upload New Version Drag and drop Te
32. y t Organiser Selection List Sb albert ame a Email Albert James ajames solvitech com Organisation Solvitech Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Documents Review Room 6 Addreviewers approvers we Click here to add Click Edit Q b Click Click here to add Reviewer Selection List User Group i alberti N ame Email Organisation L Albert James ajames solvitech com Solvitech c Select the users you want to add as reviewers approvers d Click Add Q Copyright 2014 Azeus Systems Ltd All rights reserved This user manual may not be reproduced or distributed in whole or in part without prior permission from Azeus Systems Ltd The content of this manual is intended for informational use only Documents Review Room 7 Add documents for review un Review Drag and drop files or click to upload N 1 Financials a Click Enter title to add topic groupings b Upload documents for review via drag and drop File Selection List k O by c i c ki n g Upload Files utes Convene Box com Dropbox Sharepoint Sharepoint Online WebDav File 1 04 Financi pshot pdf File 2 Choose Files No file chosen C Click
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