Add and Manage Agenda Items

This article will show you how to add, edit, submit, and delete Agenda Items in Agenda and Meeting Management Essential (formerly Municode Meetings).

Important Notes

• Organizations that create their items using Staff Report Templates or Agenda Item Templates should follow the Add an Agenda Item Using a Staff Report/Agenda Item Report Template instructions below.
• If you attach documents to your agenda item during the item creation process, be sure to review the order of those attachments after your item has been created. Files upload in order of file size, so document order will not carry over automatically.
• Only Agenda Managers and Administrators can delete agenda items.

Add an Agenda Item

If your organization uses an Agenda Item Template/Staff Report Template, follow the steps in the Add an Agenda Item Using a Staff Report/Agenda Item Report Template section below these instructions.

1. Sign in to Agenda and Meeting Management Essential if you have not already
2. Click the Add Item button
   
   
   Note: The options available in your left menu may differ from the ones shown here, depending on your user permissions.
3. Fill in the Data fields
   
   
   • Name (required): Enter a short name for the item, (for example, “Drought Response”)
     
     Note: While text entered in the name field does not appear on the agenda, it is used as the label for agenda packet bookmarks. Individual words in the name are also used as keywords for searching within the PDF and in the system's Item List.

   • Meeting type (required): Select a meeting type from the drop-down list

   • Meeting: Select a meeting from the drop-down list to assign this item to that specific meeting, if applicable and desired
     
     Note: This field will only appear if the meeting type selected has a future meeting scheduled.
   • Section: Select the appropriate agenda section for this item from the drop-down list, if desired
     
     Note: This field will only appear if a specific meeting has been selected.
   • Create on behalf of: Select the person you want to designate as the Original Submitter for this item, if it should be someone other than yourself
     
     Note: This field will only appear if your role has the Add Or Copy Items On Behalf Of Other Users permission enabled for this Meeting Type.
4. Enter and format the Title of your agenda item in the Agenda Content field
   
   
   Note: The Agenda Content field should contain the title of your agenda item exactly as you want it to appear on the agenda.
5. Drag and drop files or click the Upload button and select files to attach to your item, including any supporting documents, if desired
   
   
   Note: Acceptable file types include .docx, .pptx, .xlsx, .pdf, .rtf, and .txt. The following documents cannot be uploaded:

   • Old Office Documents: .doc, .xls, and .ppt files need to be re-saved as .docx, .xlsx, or .pptx files before upload
   • Password-protected documents: Passwords need to be removed before upload
   • Images: Images cannot be uploaded directly; they need to be copied into a Word or PDF document and then uploaded
6. Click the Submit button to create the item
   
7. Or click the Submit, Approve and End Workflow button to create the item and automatically override and approve the item's workflow to avoid sending it through the approval process
   
   
   Notes:

   • The Submit, Approve and End Workflow button will only appear if the meeting type selected in step two (2) has a workflow and your role has the user permission Item Detail Workflow Commands enabled.
   • Skip this step if your organization does not use workflow or if the item needs to go through the approval process.
8. Your item has been created, and you can click the Notifications button (bell icon) to see details about the item if desired
9. If the item is part of a workflow, its next task will populate in the Home Screen inbox of the user the task is assigned to, and an email will be sent to their account email address with instructions to navigate to the Item Detail Screen to edit or take action on the item workflow
   
   
   Notes:

   • You can view the workflow history of an item from its Item Detail Screen.
     
   • You can view the workflow status icon of an item from the Item List or Build Tab.
     
   • When reviewing your item in the Meeting Detail Screen later, make sure to check that the order of any attached documents is correct; this is a common oversight as files upload in order of file size.

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Add an Agenda Item Using a Staff Report/Agenda Item Report Template

If your organization does not use an Agenda Item Template/Staff Report Template, follow the steps in the Add an Agenda Item section above these instructions.

1. Sign in to Agenda and Meeting Management Essential if you have not already
2. Click the Agenda Item Templates button (gray stack of paper icon)
   
3. Select the relevant Agenda Item/Staff Report Template from the list
   
4. Open the downloaded template in Microsoft Word (styles, text, and formatting will vary according to your organization's preferences)
   
5. Fill in the information fields (these will vary according to your organization's preferences)
   
   Note: The following practices are recommended for all template users:

   • Do not change or modify the default fonts or font sizes within the document; these need to stay consistent across all agenda items
   • If you are copying and pasting text from another document, please paste it as plain, unformatted text
   • Carefully review all text entered into the Subject and Background/History fields (field names may vary); the text in these fields will be displayed on the agenda exactly as it appears in the template
6. Navigate to the File menu and click the Save As button
   
7. Enter a name and select a save location for the file
   
   
   Note: The file name is visible on the agenda packet; an easy-to-understand name is recommended (for example, "Staff Report - Drought Response Report").
8. Ensure you are saving the file as a Word Document (.docx) and click the Save button
   
9. Navigate back to your Municode Meetings, now our Essential Agenda and Meeting Management solution, site and select the Add Item button in the left menu
   
   
   Note: The options available in your left menu may differ from the ones shown here, depending on your user permissions.
10. Fill in the Data fields
    
    
    • Name (required): Enter a short name for the item, (for example, “Drought Response”)
      
      Note: While text entered in the name field does not appear on the agenda, it is used as the label for agenda packet bookmarks. Individual words in the name are also used as keywords for searching within the PDF and in the system's Item List.
    • Meeting type (required): Select a meeting type from the drop-down list
    • Meeting: Select a meeting from the drop-down list, if applicable and desired
      
      Note: This field will only appear if the meeting type selected has a future meeting scheduled.
    • Section: Select the appropriate agenda section for this item from the drop-down list, if desired
      
      Note: This field will only appear if a specific Meeting has been selected.
    • Create on behalf of: Select the person you want to designate as the Original Submitter for this item, if it should be someone other than yourself
      
      Note: This field will only appear if your role has the Add Or Copy Items On Behalf Of Other Users permission enabled for this Meeting Type.
11. Skip the Agenda Content field
    
    Note: You do not need to fill out this field because you are submitting a templated Agenda Item/Staff Report. The system will automatically pull text from your document's Subject field to use as your item's Agenda Content text.
12. Drag and drop files or click the Upload button and select files to attach to your item (including your Agenda Item/Staff Report Word document and any additional supporting documents)
    
    
    Note: Acceptable file types include .docx, .pptx, .xlsx, .pdf, .rtf, and .txt. The following documents cannot be uploaded:

    • Old Office Documents: .doc, .xls, and .ppt files need to be re-saved as .docx, .xlsx, or .pptx files before upload
    • Password-protected documents: Passwords need to be removed before upload
    • Images: Images cannot be uploaded directly; they need to be copied into a Word or PDF document and then uploaded
13. Click the Submit button
    
    
    Note: When reviewing your item in the Meeting Detail Screen later, make sure to check that the order of any attachments is correct; this is a common oversight as files upload in order of file size.
14. Or click the Submit, Approve and End Workflow button to create the item and automatically override and approve the item's workflow to avoid sending it through the approval process
    
    
    Notes:

    • The Submit, Approve and End Workflow button will only appear if the meeting type selected in step two (2) has a workflow and your role has the user permission Item Detail Workflow Commands enabled.
    • Skip this step if your organization does not use workflow or if the item needs to go through the approval process.
15. Your item is saved in the system, and you can click the Notifications button (bell icon) to see details about the item if desired
    
16. If the item is part of a workflow, its next task will populate in the Home Screen inbox of the user the task is assigned to, and an email will be sent to their account email address with instructions to navigate to the Item Detail Screen to edit or take action on the item workflow
    
    
    Notes:

    • You can view the workflow history of an item from its Item Detail Screen.
      
    • You can view the workflow status icon of an item from the Item List or Build Tab.
      
    • When reviewing your item in the Meeting Detail Screen later, make sure to check that the order of any attached documents is correct; this is a common oversight as files upload in order of file size.

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Add an Agenda Item from the Build Tab

1. Sign in to Agenda and Meeting Management Essential if you have not already
2. Navigate to the desired meeting's Meeting Detail Screen
   
3. Select the Build tab if it is not already open
   
4. Click the Add New Item button (black square and white plus sign icon) next to the desired section
   
5. You will be taken to the Add Item screen
   
6. Fill in the Data fields
   
   • Name: Enter a short name for the item (for example, “Waste Disposal Proposal”) in the Name field
     
     Note: While text entered in the name field does not appear on the agenda, it is used as the label for agenda packet bookmarks. Individual words in the name are also used as keywords for searching within the PDF and in the system's Item List.
   • Meeting type: This field will be auto-populated based on the meeting in which the item was created and cannot be modified
   • Meeting: This field will be auto-populated based on the meeting in which the item was created and cannot be modified
   • Section: This field will be auto-populated based on the meeting in which the item was created and cannot be modified
   • Create on behalf of: Select the person you want to designate as the Original Submitter for this item, if it should be someone other than yourself
     
     Note: This field will only appear if your role has the Add Or Copy Items On Behalf Of Other Users permission enabled for this Meeting Type.
7. Enter and format the Title of your agenda item in the Agenda Content field, if necessary
   
   
   Notes:

   • Do not fill in this field if your organization submits templated Agenda Item/Staff Reports. The system will automatically pull text from your document's Subject field to use as your item's Agenda Content text.
   • If your organization does not use templated Agenda Item/Staff Reports, then the Agenda Content field should contain the title of your agenda item exactly as you want it to appear on the agenda.
8. Drag and drop files or click the Upload button and select files to attach to your item (including your Agenda Item/Staff Report Word document if you use one and any additional supporting documents)
   
   
   Note: Acceptable file types include .docx, .pptx, .xlsx, .pdf, .rtf, and .txt. The following documents cannot be uploaded:

   • Old Office Documents: .doc, .xls, and .ppt files need to be re-saved as .docx, .xlsx, or .pptx files before upload
   • Password-protected documents: Passwords need to be removed before upload
   • Images: Images cannot be uploaded directly; they need to be copied into a Word or PDF document and then uploaded
9. Click the Submit button to create the item
   
10. Or click the Submit, Approve and End Workflow button to create the item and automatically override and approve the item's workflow to avoid sending it through the approval process
    
    
    Notes:

    • The Submit, Approve and End Workflow button will only appear if the meeting type selected in step two (2) has a workflow and your role has the user permission 'Item Detail Workflow Commands' enabled.
    • Skip this step if your organization does not use workflow or if the item needs to go through the approval process.
11. The item has been created, and you will be redirected back to the meeting's Meeting Detail Screen where the item will appear at the bottom of the list of items within the section you added the item to
    
    
    Note: If you used the Submit, Approve and End Workflow button to create the item, even though the item is approved, the workflow status will not show the approved green check mark icon until the screen is refreshed.
12. If the item is part of a workflow, its next task will populate in the Home Screen inbox of the user the task is assigned to, and an email will be sent to their account email address with instructions to navigate to the Item Detail Screen to edit or take action on the item workflow
    

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Copy an Agenda Item

The Copy Item function allows you to quickly duplicate an existing item. During the copy process, you can customize the name, meeting type, and attachments that are copied from the source item. You can also assign newly copied items directly to a section on a given meeting's agenda.

1. Sign in to Agenda and Meeting Management Essential if you have not already
2. Navigate to the Item Detail Screen of the item you wish to copy
   
3. Click the Copy Item button (paper icon)
   
4. Review and edit the Data fields
   
   
   • Name: Edit the short name of the item if desired
   • Meeting type: Select a meeting type that this item applies to if desired
   • Meeting: Select an existing meeting to assign the item to if desired
     
     Notes:

     • Skip this field if you would prefer to not assign the item to a specific meeting; the item will appear in the Unassigned Meeting List during the Meeting Build process.
     • If you choose an option for this field, you may be prompted to assign the item to a specific section of the selected meeting.
     • The system will not allow you to copy an item to a meeting with a published document or to a meeting that is locked.
   • Copy on behalf of: Select the person you want to designate as the Original Submitter for this item, if it should be someone other than yourself
     
     Note: This field will only appear if your role has the 'Add Or Copy Items On Behalf Of Other Users' permission enabled for this Meeting Type.
   • Copy Documents: Select or de-select the check boxes next to document names to indicate whether the documents should be copied over to the new item, as applicable and desired
5. Click the Submit button to create the item
   
6. Or click the Submit, Approve and End Workflow button to create the item and automatically override and approve the item's workflow to avoid sending it through the approval process
   
   Notes:

   • The Submit, Approve and End Workflow button will only appear if the meeting type selected in step two (2) has a workflow and your role has the user permission 'Item Detail Workflow Commands' enabled.
   • Skip this step if your organization does not use workflow or if the item needs to go through the approval process.
7. Your copied item has been created, and you can click the Notifications button (bell icon) to see details about the item if desired
   
8. If the item is part of a workflow, its next task will populate in the Home Screen inbox of the user the task is assigned to, and an email will be sent to their account email address with instructions to navigate to the Item Detail Screen to edit or take action on the item workflow
   
   
   Notes:

   • You can view the workflow history of an item from its Item Detail Screen.
     
   • You can view the workflow status icon of an item from the Item List or Build Tab.
     
   • When reviewing your item in the Meeting Detail Screen later, make sure to check that the order of any attached documents is correct; this is a common oversight as files upload in order of file size.

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Copy Multiple Agenda Items in Bulk from the Copy Items Tab

The Bulk Copy Item feature enables users to copy items from one meeting or section to another meeting or section in bulk. Copied items contain the same agenda content and attachments that were present in the original items. The names of the new items will exactly match the name of the original items.

1. Sign in to Agenda and Meeting Management Essential if you have not already
2. Navigate to the desired meeting's Meeting Detail Screen
   
3. Click the Copy Items tab
   
4. Check the checkboxes next to the items you wish to copy
   
   
   Notes:

   • You can use the Select All and Unselect All checkboxes to select or deselect all items, if desired.
     
   • Use the Reset button, as needed, to clear/reset all selections on this screen.
     
5. Select the Meeting type that you want the items to be available for
   
   
   Note: This field is required.
6. Select a specific Meeting to copy the items to, if desired
   
7. Select a specific Section of the meeting selected in step 6 to place the items in, if applicable and desired
   
   
   Note: This field will only appear if a specific meeting was selected in Step 6.
8. Click the Copy button to copy the items to the selected meeting type, meeting, or section; or click the Copy, Approve and End Workflows button to override and approve the item upon creation
   
   
   Notes:

   • When selecting the Copy button for a meeting that is assigned to a workflow, the items will begin the workflow with you as the Original Submitter.
   • The Copy, Approve and End Workflows button will only appear if the meeting type selected in Step 5 has a workflow and your role has the 'Item Detail Workflow Commands' user permission enabled.
9. The Copy Items screen will reset and a badge notification will appear in the upper-right corner of the screen
   
10. The items have been copied, and you can click the Notifications button (bell icon) to see details such as the number of items copied, the user that copied them, the meeting they were copied from, and the meeting they were copied to (if applicable) if desired
    
11. If the items you copied are part of a workflow, their next workflow tasks will populate in the Home Screen inbox of the users the tasks are assigned to and an email will be sent to their account email address with instructions to navigate to the Item Detail Screen to edit or take action on the item workflow
    
    
    Notes:

    • Copied items contain the same agenda content and attachments that were present in the original items. The names of the new items will exactly match the name of the original items.
    • If you have copied the item(s) to a meeting type without selecting a specific meeting, the item(s) can be found in the Item List.
      
    • If you have copied the item(s) to a meeting without selecting a specific section, the item(s) will be added to the first section of the selected meeting.
      
    • If you have copied the item(s) to a specific section of a meeting, the item(s) will be added to the section you selected in the order they appeared in the original meeting, and after any items already present in the section they were copied to.
      

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Review, Edit, and Update the Workflow of an Agenda Item

1. Sign in to Agenda and Meeting Management Essential if you have not already
2. Navigate to the desired item's Item Detail Screen
   
3. Review and edit the Item Detail fields as desired
   • Data: View, modify, use, or delete information about this item
     
     
     • Name (required): View or edit the short name of the item
       
       Note: While text entered in the name field does not appear on the agenda, it is used as the label for agenda packet bookmarks. Individual words in the name are also used as keywords for searching within the PDF and in the system's Item List.
     • Meeting: If the item has been assigned to a meeting, the date, time, and title of the meeting will appear here; if the meeting has not been assigned, it will appear in the Unassigned Meeting List during the Meeting Build process
       
       Note: Click the calendar icon next to the meeting name to navigate to that meeting.
     • Created: This field displays the date and time that the item was created
     • Submitted By: This field displays the user that submitted the item
       
       Note: If the user’s name is underlined with a dotted line, the tooltip that appears when you hover over their name will display who created the item on behalf of that user.
       
     • Meeting Type: View or edit the type of meeting this item applies to (for example, City Council Regular Session, City Council Special Meeting, or Planning Commission)
     • Workflow (diagram icon): If the item is part of an approval workflow, the workflow name is displayed in this field
     • Unlocked/Locked Item (lock and paper icon): This icon will appear blue and white if the item is unlocked and editable or gray and white if it is locked
       
       Note: While this icon is visible to all users, only agenda managers and administrators can click the icon to toggle this setting.
     • Copy Item (paper icon): Click this icon to copy the item’s content for use in a future meeting
     • Delete (red circle and X icon): Click to delete the item
       
       Note: This icon will only appear for agenda managers and administrators and will only work if an item has not been assigned to a meeting.
     • Update: Click to save changes to the item's Data
   • Agenda Content: View or modify the information about this item that will appear on the Agenda
     
     
     • Word Icon: Click to download the item's Agenda Content as a Microsoft Word document
     • Upload (up arrow and container icon): Click to upload a new Agenda Item Report/Staff Report document
       
       Note: When uploading or re-uploading an Agenda Item Report/Staff Report Word document, the Agenda Content field will auto-update based on bookmarked text within the attachment.
     • Text and Paragraph Formatting: Use these tools to edit the appearance of your agenda item's title
       
       Note: The formatting selected will affect the appearance of your agenda item's title on the agenda.
     • Agenda Content Text Box: View or edit your agenda item's title
       
       Note: This text box should contain the title of your item exactly as you want it to appear on the agenda. Skip this field if you are using an Agenda Item Report or Staff Report template.
     • Update: Click to save changes to the Agenda Content section
   • Attachments: Attached documents for this item can be added, edited, deleted, or re-arranged as needed
     
     
     • PDF Icon: Click to view a PDF version of the attachment
     • Original Format Icon: Click to download the original version of the attached document
       
       Note: The icon that appears will reflect the file type (for example, a Microsoft Word icon for a .docx file or a Microsoft Excel icon for a .xlsx file). If the attachment was uploaded as a PDF, you will only see one PDF icon.
     • File Name: Click any part of the text of an attachment's file name to update it
     • Check Out/Check In (paper and blue arrow/paper and green refresh icon/paper and red right-arrow icon): Click the paper and blue arrow icon to check out an attachment before making changes to the file, or click the paper and green refresh symbol icon to cancel a check out; after edits to the original file are complete, click the paper and red arrow icon to check in the attachment and upload the new version to the system
       
       Note: The check-out/check-in system is highly recommended for organizations with multiple staff users, as it can help reduce duplicate editing.
     • Document History (paper and clock icon): Click to view the version history for the attachment, including the user who uploaded it and the date and time of upload
     • Include in/Exclude from Packet(s) (plus/minus icon or box with a green check/gray X/blue keyhole/blue people icon): Click to indicate whether the item should be included in or excluded from its assigned/associated agenda packet; all items are set to be included in the packet by default
       
       Note: The display of these icons will differ depending on your organization's settings. If your organization only uses public packets, you will see a plus to include the item in the packet or a minus to exclude the item from the packet. If your organization uses both public and private/confidential packets, the icon can appear in four different ways:

       • Included in All Packets (box with a green check mark): This icon indicates that the item will be included in both the public and private/confidential versions of the packet
       • Excluded from All Packets (gray box with an X): This icon indicates that the item will not be included in any packet
       • Included in Private Packet Only (box with a blue keyhole): This icon indicates that the item will be included in the private packet but not the public packet
       • Included in Public Packet Only (box with blue people): This icon indicates that the item will be included in the public packet but not in the private packet
     • Delete Document (red circle and X icon): Click to delete the attachment
     • Move Up/Move Down (blue up/down arrow icon): Click to rearrange the placement of attachments by moving an attachment one place higher or lower in the list
     • Drop file here to upload: Drag and drop a file onto this box to include it as an attachment
     • Upload: Click to open your computer's File Explorer and select one or more files to upload as attachments to the item
   • Current Task: View or modify the item's current Workflow status (if the Workflow feature has been enabled)
     
     
     • Current Task: This field displays the current Workflow status of the item
     • Task Description: This field displays a description of what is supposed to happen to the item at this point in the Workflow
       
       Note: This field will only populate if your Workflow is configured to include more than confirming task completion.
     • Assigned To: This field displays the user the item is currently assigned to
     • Notes: Add any additional information or instructions about the current task that you would like to provide to recipients regarding the item (for example, "Please conduct a financial review")
     • Action: Select an option from the drop-down menu to execute an action for this item
       
       Note: The available Actions are customized based on each organization's desired review and approval process. The selected action determines to whom the item will be assigned for further review/approval. The assignee(s) will receive an email notification, and the item will appear in their Home Screen Inbox as a new task.
     • Submit: Click to update the status of the current task
       
       Note: Agenda Managers can take action on any current task even if they are not the person assigned to that task.
   • Workflow Commands: Agenda Managers, Clerks, Admins, and others with higher-level permissions can use Workflow Commands to initiate, end, or override the workflow process manually
     
     
     • Type: Click to select a workflow type from a drop-down list (if applicable)
     • Start (not pictured): Select this option to initiate an item workflow that was not automatically started during item creation
     • Delete: Select this option to remove the assigned workflow from this item
     • Override: Select this option to override the current workflow for this item and mark it as approved or rejected
   • Workflow History: See an overview of this item's review and approval history
     
     
     • User: This field displays the name of the user that was assigned/has completed a task or action
     • Task: This field displays the task that was assigned
     • Action: This field displays the action that was taken
     • Date/Time: This field displays the date and time that a task was assigned or an action was taken
4. Ensure you have clicked the Update and Submit buttons where necessary to save any changes (the Attachments section will update automatically)
5. The item is now updated, and you can click the Notifications button (bell icon) to see details about the item if desired
   
6. If you have updated the item's workflow, its next task will populate in the Home Screen inbox of the user the task is assigned to, and an email will be sent to their account email address with instructions to navigate to the Item Detail Screen to edit or take action on the item workflow
   

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Delete an Agenda Item That Is Not Assigned to a Meeting

Agenda Managers and administrators can delete unassigned agenda items, which are items that have not been assigned to a meeting. If an agenda item has been assigned to a specific meeting, you will need to follow the Delete an Agenda Item That Is Assigned to a Meeting instructions in the next section.

1. Sign in to Agenda and Meeting Management Essential if you have not already
2. Navigate to the desired item's Item Detail Screen
   
3. Confirm that the item is not assigned to/associated with a particular meeting
   
   
   Note: If the Item is assigned to/associated with a particular meeting, follow the instructions for deleting an agenda item that is assigned to a meeting.
4. Click the Delete Item button (red circle and x icon)
   
5. Click the Delete button on the Delete Item Warning! pop-up to confirm the deletion
   
6. Your item is now deleted

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Delete an Agenda Item That Is Assigned to a Meeting

Agenda Managers and administrators can delete agenda items that have been assigned to a meeting. If an agenda item has not been assigned to a specific meeting, follow the Delete an Agenda Item That Is Not Assigned to a Meeting instructions in the section above.

1. Sign in to Agenda and Meeting Management Essential if you have not already
2. Navigate to the desired item's Item Detail Screen
   
3. Click the calendar icon next to the name of the meeting that the item is assigned to
   
   
   Note: If the Item is not assigned to/associated with a particular meeting, follow the instructions for deleting an agenda item that is not assigned to a meeting.
4. Under the Build tab, click the Unassign button (green right-arrow icon) next to the desired item
   
5. Click the Apply button
   
6. Click the Delete Item button (gray trashcan icon) next to the item's name
   
7. Click the Delete button on the Delete Item Warning! pop-up to confirm the deletion
   
8. Your item is now deleted

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Resources

• Screen Navigation Basics
• Find an Agenda Item

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