Create a board book

Manage all your board meeting preparation by organizing documents securely in Data Room before moving them to create a structured book in Boards. This workflow saves time by ensuring logical organization from the start, and getting your agenda structure right during creation rather than after.

Before creating the board book you must first

Prerequisites

  • Have Secure Meeting Workflow enabled.
  • Have OIDC enabled.
  • Be a Team Data Room manager.
  • Have Admin can edit permissions in at least one committee linked to the boards site.
  • Add the files and sub folders to create the structure for the main book folder.

  1. Go to your data room and select the more options icon next to your meeting book folder.

    The dropdown menu appears.

  2. Select Create board book.

  3. Check the details that appear in the form and make any amendments required.

    • Board destination site details the site name of the board.
    • Committee access gives Admin can edit permissions to the committee shown. If there is more than one committee on that Board the options will appear in a drop down menu.
    • Book title displays the name of the file used to create the board book. This field can be edited.
    • Meeting start date displays the date of the first meeting.
    • Allow book to be printed or exported check box should be selected to allow admins rights to print or export the book.

  4. Select Review book to check the order of the content and identify any alerts that may appear.

  5. To reorder tabs, select the move icon .

  6. To view or hide the next level of a tab, select the expand icon or collapse icon .

    7. Tip

    Alerts appear if any of the following are true:

    • A file is too large, is unsupported, or is infected.
    • It is an excel file.
    • There is a file not contained in a sub folder.
    • There is a 3rd level sub folder.

  7. After you have checked the order of your content, select Create Book.

  • A status notification appears at the bottom of the screen.

  • An icon will appear on your folder in Diligent Data Room indicating the file has been uploaded to Boards.

  • To view or publish your book, go to Boards.

Note

  • The Create board book option will no longer appear for this folder.
  • A record of the upload will appear in the History view for the folder.