Work with agenda items (FirstAgenda Management)

WorkZone has an integration that connects with Visma FirstAgenda Management, which is a third party agenda management product. With the integration, you can create an agenda item directly from WorkZone and add it to a meeting agenda in FirstAgenda Management. You can create a new agenda item must and base it on a WorkZone case where you can add new agenda items, add meeting documents, and save the agenda item for later editing.

Prerequisite: To use the Agenda Management integration, your organization must have an account and user profiles set up with FirstAgenda Management.

Agenda items and attached documents that you create in the Agenda Management module in WorkZone, are also created in FirstAgenda Management.

Installing and activating

Prerequisite: If you want to use the Agenda Management module, it must be activated for WorkZone in WorkZone Configurator > Global > Feature Settings > Client > Agenda Management .

Work with FirstAgenda Management in WorkZone Client

When the Agenda Management module is active, you will be prompted to log in to FirstAgenda Management when you open WorkZone Client.

Prerequisite: Before you can work with agenda items in WorkZone Client, you must first add the Case preparation tab to the case detail page. The Case preparation detail tab is where you work with agenda items in WorkZone. To add a new tab to a case detail page, click . See Manage tabs.

If you did not log in to FirstAgenda Management when you opened WorkZone Client, you will not be able to see or add the Case preparation tab.

All field values in the following procedures refer to items and concepts in FirstAgenda Management and do not refer to WorkZone items or concepts. The committees, meetings, meeting agendas, and item types, that you select for the agenda item, do not refer to WorkZone contacts or meetings, but are items that are created and maintained in the FirstAgenda Management.

  1. Go to a case detail page that you want to create a meeting agenda item for.
  2. On the Case preparation detail tab, click Add to open the Add agenda item dialog.
  3. In the Add Agenda item dialog:
    1. In the Title field, enter the title of your agenda item.
    2. In the Committee field, select a committee for the agenda item from the list. The committees in the list come from FirstAgenda Management and are not WorkZone contacts.
    3. In the Meeting field, select a committee meeting that the agenda item is to be processed in.
    4. In the Agenda field, select the agenda to apply to the agenda item.
    5. In the Item type field, select the item type to apply to the agenda item.
    6. (Optional) In the Enclosures field, attach one or more documents to your agenda item.
      • To add documents from the case: Click the Enclosures field and start typing the name of the document to filter the list and select a case document from the case. You can also click Advanced Search to open the Advanced search form and search for the case documents you want to add to the agenda item. Select the documents you want to add to the agenda item, transfer them to the right pane and click Select to add the documents to the agenda item.
        You can only add documents from the case to an agenda item. You cannot add documents from other cases to the agenda item.
      • To add documents from the file system: Click Browse in the right corner of the Enclosures field to open a File explorer window, and select one or more documents from the file system to add to the agenda item.
        Documents selected from the file system are also uploaded to the case when the agenda item is created.
    7. Select the Public item check box to mark the agenda item as non-confidential.
  4. Click Save to save the agenda item in WorkZone and FirstAgenda Management.

You can edit the title of the agenda item as well as add or remove any documents attached to the agenda item.

  1. On the Case preparation detail tab, select the agenda item that you want to edit.
  2. Click Edit to open the Edit Agenda item dialog.
    1. In the Title field enter a new title.
    2. In the Enclosure field, remove an existing meeting document or add a new one.
  3. Click Save to save your changes and exit the dialog.
  1. On the Case preparation detail tab, select the agenda item that you want to view.
  2. Click Preview to open the preview pane.
  3. Enter your FirstAgenda Management user credentials and Log in to access your FirstAgenda Management account through WorkZone's preview pane.
    4. Note: The login page may vary, depending on how your organization has set up FirstAgenda Management.
  4. Add content to your agenda items in Agenda Management directly from the preview pane.
    1. In the preview pane for the selected agenda item, go to the Indhold tab.
    2. To add content to an agenda item, click a field to open a text editor for that given field.
    3. In the text editor, add or edit your description and click Save.
  5. Optionally, add or remove documents to your agenda items in Agenda Management directly from the preview pane.
    1. In the preview pane for the selected agenda item, go to the Dokumenter tab.
      • Click Dokumenter fra fil to add a document from your file system.
      • Click Dokumenter fra WorkZone to add an existing WorkZone document to the agenda item.
  6. Click the flag icon in the upper-left corner to submit your agenda item as ready for submission in FirstAgenda Management. When you do this, you will not be able to make further changes to the agenda item, unless an agenda responsible changes the status of the agenda item back to editing mode in FirstAgenda Management.

 

See Also

Display or hide list columns

Manage meetings