As we have already created a document with a townhall meeting invitation and extended it with resolutions and municipality members’ comments, we now want to reuse the template for the next meeting so we won’t have to do the same work again.
In the search box, the filter is set to particular meeting date. If we delete that filter, we see the table with all meetings, but as the perspective is still set to smart document, we can display document for particular row if we select the row.
Let’s change the filter for meeting date – we set it for the date when the next meeting is going to happen. The document has the same form as for the previous meeting, however, it is filled with just the right data from the table and we will continue filling it with agenda and resolutions.
That was really quick! Of course, we would have liked to provide you with a longer post, but were unable to do it, since with Lumeer, it is so easy to reuse the work you’ve already done.
In previous posts, we created invitation to a townhall meeting and added minutes and comments. The collections are now filled with data and we will show you how to search those data and easily export them into publishable form.
After every townhall meeting, the municipality has to publish the resolutions which were approved during the meeting. To achieve that, we first search for the data we need by using Lumeer’s search box. We adjust the filters, hit enter and immediately see all resolutions from particular meeting.
We see the result of the search in table perspective, but we switch it to smart document perspective and produce the list of resolutions in a similar way that we have created the invitation.
Of course, we can choose how we want to export the document. Do we want to print it? Then we use export to PDF. Do we want to publish it on municipality’s website? We can put the PDF there, or, even simpler, we just put there the link to document which points directly to Lumeer, where the document is hosted. This link can be published or sent via email.
In a series of posts, we learned how to create an invitation, add minutes and discussion and export the data from a townhall meeting. However, what to do when the next meeting comes? Should we have to do it all again? Of course not. In a next post, we will reuse smart documents we have already created.
In a previous post, we learned how to use Lumeer’s smart document to create an invitation to a townhall meeting. Now we will add some useful features to it – resolutions and discussion management, so the invitation becomes meeting minutes document.
We start with the invitation, which is a smart document based on the Meeting and Agenda collections. Here, we add a new relation which will represent meeting resolutions.
Tables from new unnamed collection appear below every activity from the meeting agenda.
We set a collection name (Resolution), colour and icon and add columns. It is sufficient to do that just once and all three tables are updated.
Let’s add descriptions to agenda activities. It’s simple – just right-click on an activity text, which is then highlighted in green, because it’s not just normal document text, it’s a piece of data from the Agenda collection. Descriptions are also added as a new column into the Meeting collection. This way we not only style new data to look the way we want, we also create them in the collection at the same time.
In the same way as we created the Resolution collection, we also create the Discussion collection which enables members of the municipality to ask questions before the meeting, so the mayor can answer and clarify everything that is not clear even before the meeting.
However, we don’t want to allow every member to edit all data in the document, just to add the questions, thus we go to the Question collection settings and set read and add access rights for the user group Local gov containing all the members.
There may also be not only questions but also other comments from municipality members regarding the content of the document. That’s not a problem in Lumeer – they can comment on every row of the document by clicking on an icon next to the row. A member can even directly mention other members in a comment if they want further response from them.
If we get back to the page with the collection listing, we see our new collections Resolution and Question already there – they aren’t different from Meeting and Agenda in any way, although they were created while editing smart document with the meeting invitation and minutes.
In summary, we have demonstrated how Lumeer enables users to create, edit, format and collaborate on their data via its intuitive user interface, which results in quick solutions of problems from various fields, municipality management amongst them. In a next post, we will show how to effectively search and export your data.