Item Detail Screen Overview

Users can view an item's Item Detail Screen to learn about and update important information such as its creation date and time, agenda content, attachments, and workflow status. This article will outline the different areas of an Item Detail Screen.

Important Note

The features and functions available to you may vary depending on your organization's preferences and the roles and permissions assigned to your user account.

Data

In the Data section, you can view, modify, or delete information about the item.

• Name: Displays the short name of the item
  
  Note: The name field does not appear on the agenda, but it does get used as the label for agenda packet bookmarks and is also used when searching for the item within the Item List.
• Meeting: Displays the date, time, and title of the associated meeting if the item has been assigned to a meeting
• Created: Displays the date and time that the item was created
• Submitted By: Displays the user that submitted the item
• Meeting Type: Displays the type of meeting (for example, City Council Regular Session, City Council Special Meeting, or Planning Commission)
• Workflow (diagram icon): Displays the workflow name if this item is part of an approval workflow
• Unlocked/Locked Item (lock and paper icon): Lock or unlock the item
  
  Notes:

  • This icon will appear blue and white if the item is unlocked and editable or gray and white if it is locked.
  • 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): Copy the item’s content for use in a future meeting
• Delete Item (red circle and X icon): Delete this item from the system
  
  Note: The Delete Item button only appears for Administrators and is only shown if an item is unassigned (not assigned/attached to a meeting).
• Update: Save any changes to the Data section

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Agenda Content

In the Agenda Content section, you can view or modify the information about this item that will appear on the Agenda.

• Download Item Agenda Content Word Document (Microsoft Word icon): Download the item's Agenda Content as a Microsoft Word document
• Upload Item Agenda Content Word Document (up arrow and container icon): 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 the bookmarked text within the attachment.
• Text and Paragraph Formatting: Edit the appearance of your agenda item's title on the agenda with these tools
• Agenda Content Text Box: View or edit your agenda item's title
  
  Note: The text in the Agenda Content textbox is the actual text that appears on the agenda. Skip this field if you are using an Agenda Item Report or Staff Report template.
• Update: Save any changes to the Agenda Content section

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Attachments

The Attachments section allows you to add, edit, re-arrange, or delete attached documents for the item.

• PDF Icon: View a PDF version of the attachment
• Original Format Icon: Download the original version of the attached document
  
  Note: The icon that appears will reflect the original 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): 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): Indicates 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): 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): Indicates that the item will not be included in any packet
  • Included in Private Packet Only (box with a blue keyhole): 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): Indicates that the item will be included in the public packet but not in the private packet
  • Delete Document (red circle and X icon): Delete the attachment
  • Move Up/Move Down (blue up/down arrow icon): Rearrange the placement of attachments by moving an attachment one place higher or lower in the list
    
    Note: The order of the attachments on the Item Detail Screen is the order they will typically stay in as they go through your review and approval workflow process.
  • Drop file here to upload: Drag and drop a file onto this box to include it as an attachment
  • Upload: Open your computer's File Explorer and select one or more files to upload as attachments to the item

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Current Task

If the Workflow feature has been enabled for your organization, you can view or modify the item's current Workflow status or route the item to someone else in the Current Task section.

• Current Task: Displays the current Workflow status of the item
• Task Description: 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: Displays the user the item is currently assigned to
• Notes: Add any desired notes about the current task
• Action: Opens a drop-down menu with actions that can be executed for this item
• Submit: Update the status of the current task

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Workflow Commands

Agenda Managers, Clerks, Administrators, and other users with higher-level permissions can use the Workflow Commands section to initiate, end, or override the workflow process manually.

• Type: Opens a drop-down list with workflow type options (if applicable)
• Start (not pictured): Initiates an item workflow that was not automatically started during item creation
• Delete: Removes the assigned workflow from this item
• Override: Overrides the current workflow for this item and marks it as approved or rejected

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Workflow History

The Workflow History section allows you to see an overview of an item’s review and approval history.

• User: Displays the name of the user that was assigned/has completed a task or action
• Task: Displays the task that was assigned
• Action: Displays the action that was taken
• Date/Time: Displays the date and time that a task was assigned or an action was taken

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In-Article Glossary

The terms located in this section are listed alphabetically.

• PDF: Portable Document Format

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Resources

• Add Agenda Items
• Add and Manage Agenda Items
• Find an Agenda Item

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