Meetings Document Publishing

www.hcdsb.org – Content Publishing

Board / SEAC / Official Meeting Document Publishing

Content Contributor(s): Office of the Director Executive Assistants

Special Education Executive Assistants

School Services Executive Assistants

Content Approver(s): None – No Approvals Required

Workflow Details: None – No Workflow Required

Approval: No Versioning: Yes Workflow: No

Creating a new Meeting document

  1. Create the new meeting document (minutes, report, agenda etc)
  2. Generate a PDF version of the document using File > Save As PDF from Microsoft Word. When prompted to choose a file name, give the file the following name: “[MEETING TYPE]_[YEAR]_[MONTH]_[DAY]_[DOCUMENT TYPE].pdf”. For example, “BOARD_2010_05_18_AGENDA.pdf” or “SEAC_2010_02_30_MINUTES.pdf” (for easy access, temporarily save this file on your desktop)
  3. VERY IMPORTANT: Open this new PDF file in Adobe Acrobat and adjust the properties of the document by going to File > Properties – fill out the following information (please ensure you are using the proper cAsE:
  4. Title – This should be filled out with the full name of the meeting including date and document type – for example: “Board Meeting – 2010 05 28 – Agenda” or “SEAC Meeting – 2010 05 30 – Minutes”
  5. Author – This field should be the name of the department who is publishing – in this case either “Office of the Director” or “Special Education Services”
  6. Subject – This should always say “Board Meeting Document” or “SEAC Meeting Document”
  7. Click OK to close the PDF file properties window
  8. Navigate to the Meetings (publishing site) page by visiting http://www.hcdsb.org:8080/Board/Meeting%20Documents/ (bookmark this page for easy reference later. Use your domain username and password to log in
  9. Using the ribbon bar on the top of the screen click on Documents. This will open the document ribbon bar below (you may or may not have the options listed below depending on your access level)
  1. Click on the Upload Document button
  2. Click on the Browse button on the Upload Document dialog box
  3. Find the new PDF file you created above (if you saved the PDF file above to your desktop check there), select it, and click the Open button
  4. Click OK
  5. Once you have successfully uploaded the new PDF file, a dialog box will open allowing you to add additional information about this file which is required for categorization

Use this window to add the appropriate information:

  1. Name – This should already be correct, but if it is not, make adjustments here so that the name indicates the meeting type, date and document type all in capitals separated by underscores
  2. Title – This field is not required – leave it blank
  3. Meeting – Using the drop down, select the meeting this document is regarding
  4. Document Type – Select the appropriate radio button to indicate the type of document you are posting
  5. Click on the SAVE button to save
  6. The meeting document will now be visible on the web site within a short time.
  7. Delete this newly created PDF file from your desktop, it is no longer required.

Updating an existing meeting document

  1. Make the appropriate changes to the existing meeting document
  2. Before continuing, navigate to the Meeting Documents (publishing site) page by visiting http://www.hcdsb.org:8080/Board/Meeting%20Documents/ (bookmark this page for easy reference later) and find the existing meeting document that you are replacing. Make a note of the NAME of the existing file (excluding the file extension, PDF)
  3. Generate a PDF version of the updated document using File > Save As PDF from Microsoft Word. When asked to choose a file name, make the file name EXACTLY the same as noted in Step #2 above
  4. Open this new PDF file in Adobe Acrobat and adjust the properties of the document by going to File > Properties – fill out the following information (please ensure you are using the proper cAsE:
  5. Title – This should be filled out with the full name of the meeting including date and document type – for example: “Board Meeting – 2010 05 28 – Agenda” or “SEAC Meeting – 2010 05 30 – Minutes”
  6. Author – This field should be the name of the department who is publishing – in this case either “Office of the Director” or “Special Education Services”
  7. Subject – This should always say “Board Meeting Document” or “SEAC Meeting Document”
  8. Click OK to close the PDF file properties window
  9. Returning to the Meeting Documents (publishing site) use the ribbon bar on the top of the screen click on Documents. This will open the document ribbon bar below (you may or may not have the options listed below depending on your access level)
  1. Click on the Upload Document button
  2. Click on the Browse button on the Upload Document dialog box
  3. Find the new PDF file you created above (if you saved the PDF file above to your desktop check there), select it, and click the Open button
  4. Ensure the “Overwrite existing files” is checked
  5. Click OK
  6. Once you have successfully uploaded the new PDF file, a dialog box will open allowing you to add additional information about this file which is required for categorization.

Use this window to add the appropriate information:

  1. Name – This should already be correct, but if it is not, make adjustments here so that the name indicates the meeting type, date and document type all in capitals separated by underscores
  2. Title – This field is not required – leave it blank
  3. Meeting – Using the drop down, select the meeting this document is regarding
  4. Document Type – Select the appropriate radio button to indicate the type of document you are posting
  5. Click on the SAVE button to save this new policy
  6. The meeting document will have created a new version of the document on the website (keeping the old version for reference).

Deleting an existing Meeting document

  1. Navigate to the Meeting Documents (publishing site) page by visiting http://www.hcdsb.org:8080/Board/Meeting%20Documents/ (bookmark this page for easy reference later) and find the existing meeting document that you are deleting
  2. Mouse over the file name and click on the DOWN ARROW that appears beside the file name.
  3. Select Delete from the menu
  4. This will move the document (and any versions of it) to the Recycle Bin where it can easily recovered if required later on

Modifying properties on an existing Meeting document

  1. Navigate to the Meeting Documents (publishing site) page by visiting http://www.hcdsb.org:8080/Board/Meeting%20Documents/ (bookmark this page for easy reference later) and find the existing meeting document that you are deleting
  2. Mouse over the file name and click on the DOWN ARROW that appears beside the file name.
  3. Select Edit Properties from the menu
  4. Make any required changes to the document
  5. Click on Save to complete

NOTE: The properties indicated above are NOT the same properties available when editing the PDF properties. To edit the PDF properties you are required to use the Edit Document item from the menu which will open up Adobe Acrobat where you can adjust the file properties.

Creating a new Meeting

In order to add documents you must first ensure that the meeting exists in the system. This will ensure that the meeting appears in the system calendar and other locations on our web site.

  1. Navigate to the Meetings Calendar (publishing site) page by visiting http://www.hcdsb.org:8080/Board/Lists/Meetings/ (bookmark this page for easy reference later)
  2. Using the ribbon bar, click on Items > New Item – a popup window will open with the following:

  1. Fill out the appropriate information:
  2. Meeting Type: Should be either “Board Meeting” or “S.E.A.C. Meeting” (please note the spelling and case of the text
  3. Meeting Start Time: Using the calendar button, select the date of the meeting, followed by the time the meeting starts
  4. Meeting End Time: Using the calendar button, select the date of the meeting, followed by the time the meeting ends
  5. Meeting Location: Indicate where the meeting is to take place (defaults to “Board Room – Board Office”
  6. Notes: If there are any special notes or things you’d like the public or meeting attendees to know, enter them here. NOTE: This is publically accessible information
  7. Meeting Status: Should be left to “Active” unless the meeting is cancelled
  8. Click on Save to complete

Modifying properties on an existing Meeting

  1. Navigate to the Meetings Calendar (publishing site) page by visiting http://www.hcdsb.org:8080/Board/Lists/Meetings (bookmark this page for easy reference later) and find the existing meeting document that you are deleting
  2. Navigate through the months to the meeting you wish to modify
  3. Click on the meeting title (which is linked to the item)
  4. The contents of the meeting will open
  5. Click on Edit Item on the top ribbon bar
  6. Make any appropriate changes
  7. Click on Save to complete

If at any time during the publishing process you have any questions, please do not hesitate to contact the web development team who can assist you with any issues or questions you may have.

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