Meetings

Adding Meeting Materials to the ODP Repository

Meetings are distinct events. Once you have added a meeting and provided basic information such as a description and location, you can upload multiple attachments, e.g., an agenda, notes or any other kind of material associated with the meeting.

To add meeting materials to the ODP:

  1. From the Data & Documents tab, click on Add Data or Documents in the tab’s menu bar.
  2. Click on Meeting Minutes & Agendas to open the Meeting Details page in edit mode.
  3. Enter information about your meeting by either typing directly into a text box, or by selecting an option from a drop-down list.  If the option you need to characterize your meeting is not in the drop-down list, contact the TRRP Data Steward to request that it be added. The Meeting Title field is mandatory, and you must indicate the meeting Type before the entry can be saved.
  4. When done, Save your new entry Save icon or click on Cancel Cancel icon to abandon your changes.

The fields on the Meeting Details page are:

Meeting Title An informative title for the meeting, often including the date (mandatory).
Location The location of the meeting.
Meeting start First day of the meeting.
Meeting end Last day of the meeting.
Type Specifies the type of meeting, e.g., data team, design team, working group, etc. (mandatory).
River system Specifies the system covered by the meeting material, e.g., Trinity.
Status Public or secure.  Secure items can only be seen by users who are logged into an account.
Is visible A checkbox called Is visible in external links to ODP.  When this option is checked, the item will be accessible to viewers of other, related, web sites (e.g., the TRRP web site).
Description Further information about the meeting.
Point of Contact Name and contact details for the individual to approach for more information about the meeting materials.  Manually enter your contact details, or use the Update With My Details button to populate the fields.

 Viewing and Editing Meeting Details

The Meeting Details page opens when you click on the hyperlinked text of a meeting material entry returned by a search for Meeting Materials, and displays detailed information about the selected meeting. Click on the printer icon to open a “printer friendly” version of the page that can then be printed using your browser’s controls.

Users logged into the ODP with an account can also:

  • edit Edit Icon meeting material details;
  • categorize meeting materials to a finer degree by associating them with existing tags; and
  • delete Trash Can meeting materials from the repository.

To edit meeting details:

  1. From the list of meeting material entries returned by your search, open the one you wish to edit by clicking on the hyperlinked text.
  2. On the Meeting Details page, click on the Edit icon Edit Icon to launch the editor.
  3. The fields, including the Point of Contact fields, can be edited either by typing directly into a text box, or by selecting an option from a drop-down list.  If the option you need to characterize your meeting is not in the drop-down list, contact the TRRP Data Steward to request that it be added.
  4. Manually enter Point of Contact details, or use the Update With My Details button to populate the fields.
  5. When done, Save your new entry Save icon or click on Cancel Cancel icon to abandon your changes.

At the bottom of the Point of Contact section of the page, the date on which the item was Added to the repository, the last date on which the item was Updated, and the ODP username of the individual responsible for adding/updating the item are shown.

To add a tag to a meeting entry:

  1. From the list of meeting material entries returned by your search, open the one to which you wish to add a tag by clicking on the hyperlinked text.
  2. At the bottom of the Meeting Details page, open the Tags drop-down and select the tag that best characterizes the document.  If the tag you need to characterize your meeting is not in the list, contact the TRRP Data Steward to request that it be added.
  3. Click on the green Add button Add Item Button to establish an association between the selected tag and the open meeting material entry.

You do not need to be in edit mode to add a tag to a meeting.

To delete a meeting from the repository:

  1. From the list of meeting material entries returned by your search, open the one you wish to delete by clicking on the hyperlinked text.
  2. On the Meeting Details page, click on the trash can icon Trash Can to delete the meeting from the repository.