Uploading Committee Minutes and Documents

Staff users and non-staff committee leaders can upload documents and minutes to a committee. These files can then be made available to other committee members via the Committee Directory.

Example: The Planning Committee meets in January to establish their calendar of social events for the year. After the meeting, the meeting minutes and the calendar document are uploaded to the committee record.

Note: While the instructions below are for staff users, non-staff committee leaders can also upload minutes and documents via the Committee Directory.

Uploading Committee Minutes

In the Committee Record, click the Committee Minutes tab.
Click the Add Minutes button. The Add Committee Minutes window will appear.
1. In the Add Committee Minutes window, enter the Date, as well as the Location where the minutes were recorded, and any Notes.
2. Click Save. The minutes record will be added to the list of committee minutes.
Click Upload next to the minutes record. The File Upload pop-up window will appear.
1. In the Select new file to upload field, click Browse to select a minutes document from your drive.
2. Create a Title for the minutes.
3. The file name auto-populates under File description. Enter a brief description of the minutes document being uploaded.
4. Click Upload File to associate the document with the minutes record.

Once minutes are associated with the minutes record, the Download button will appear next to it.

Uploading Committee Documents

In the Committee Record, click the Documents tab.
Click the Add Document button. The file upload window will appear.
1. Click Browse next to Select new file to upload.
2. Using the dialog window, locate the file on your drive to upload and click Open.
3. If desired, enter a brief fileTitle.
4. If applicable, select the file's Document type from the drop down menu.
5. Choose a specific Description of the file's contents. This field automatically populates with the uploaded file's name, but can be edited.
6. Click Upload File.
Next to the uploaded file, click the Permissions button. Select the access level appropriate for the document.
- Leaders: Committee leaders can access the document.
- Members: Committee members can access the document.
- Public: Anyone accessing the committee via the Committee Directory can access the document.

Once the document is uploaded, it appears under the Committee Record > Documents tab, in the uploaded document table.

Click View button to view the document and to access the Download button, which allows you to download the file to your drive. Click Edit to overwrite the existing file with a new file, update the file Description, or delete the file from the Committee Record.

Considerations

Note: Default maximum upload size is 10 MB. Permitted file types include .txt, .doc, .docx, .pdf, .xls, .xlsx, .csv, .dxf, .dwg, .ppt, .pptx, .css, .js, .eot, .ttf, .svg, .woff, and .ico.

Title vs. Description

These two fields can serve a very similar purpose, though a Description is required while a Title is optional. To help differentiate their use, let's take a file of presentation slides as an example:

The Title might give a high-level overview of the file's purpose, such as the presenter's name, date presented, and/or the presentation topic.

Whereas the Description might provide a more granular sense of the file's contents, such as the titles of each slide.

File Uploads Throughout the System

Many records in re:Members AMS offer a Documents or an Uploads tab, which enables staff and/or customers to upload a file associated with that record.

Record types that accept an uploaded file include:

Customer Records	Product Records
• Individuals	• Memberships	• Merchandise
• Organizations	• Events	• Publications
• Chapters	• Sessions	• Certification Applications
	• Exhibits	• Courses
Committee Records	• Sponsorships	• Exams
• Committees	• Subscriptions	• Award Nominations* (process differs)

Uploading Committee Minutes and Documents