Agenda Posting Procedures and Publishing Checks

Agenda Auto-Sync Process

Legistar automatically syncs the agenda and attachments to MediaManager every 10 minutes. After the auto-sync process completes, the system registers the date and time of the sync in the Last Sync field on the Agenda screen. The auto-sync process only runs when the agenda is in Draft status, and only if necessary (when changes made to the agenda or any legislative files on the agenda require the auto-sync date to update). For example, if the last changes to the agenda were made yesterday, the auto-sync time will be yesterday’s date.

Tip: If for some reason you want to ensure you have the most recent changes to the files and agendas, follow these steps to force an auto-sync while the agenda is in Draft status:

1. Add a note in the Notes field on the Calendar screen while the agenda is in Draft status, then click Save. For example, enter a period and save it. All you need to do is save the meeting so the meeting forces itself to re-sync.

2. Remove the note, leave the agenda in Draft status, then click Save.
3. Wait for the auto-sync date and time to update in the Last Sync field on the Agenda screen. 

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Note: The auto-sync process is separate from publishing an agenda on InSite, and is only for syncing the agenda and attachments to MediaManager. This syncing process is used for iLegislate and the video indexing process.

Posting Meeting Details on InSite

Click the Calendar tab for the appropriate meeting, and change the agenda status to Final in the Status field. Changing the agenda status to Final does the following:

• Stops the auto-sync process between Legistar and MediaManager.
• Enables the meeting details to be available as a hyperlink on the InSite Calendar.
• Makes all the agenda items public: Legistar clears the Not Viewable Via InSite checkbox (Figure 3), which makes the file and its details available on InSite. 

Publishing a PDF Copy of an Agenda to InSite

To publish a PDF copy of an agenda to InSite, do the following:

1. In the Agenda module, select the agenda, then select Meeting Agenda from the Reports dropdown menu.
2. On the Report Criteria screen, select Publish to InSite – Calendar (PDF) from the dropdown list provided in the Destination field.
3. Click Run.

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A PDF copy of the agenda is published on the Calendar tab under the Agenda heading (or whatever you have decided to re-name it).

Note: The auto-sync functionality does not change a previous PDF agenda posted to InSite.

Updating an Agenda on iLegislate

To update an agenda on iLegislate, do the following:

1. On the Calendar screen in the Agenda module, change the agenda status back to Draft. This removes the meeting details link from InSite.
2. Make changes to the agenda or to any of the Legislative files, and wait for auto-sync to run again. To force a sync, refer to the Agenda Auto-Sync Process section at the beginning of this guide. 

Publishing a Draft Agenda to iLegislate

If you want to publish an agenda in Draft status to iLegislate, do the following:

Note: The agenda is syncing between Legistar and MediaManager because it is in Draft Status.

1. Log in to MediaManager.
2. On the MediaManager Home page, click the Events tab.
3. Select the event to which this agenda is connected (it becomes highlighted), then click Edit.
4. Click the Agenda tab.
5. Select the Publish agenda data using the assigned template option. This makes the agenda available in iLegislate. 
6. Click Save Changes. 

Example Flowchart of Legislative Files and Attachments

Setting Legislative Files and their Attachments as Public 

After the agenda is complete, you set the agenda status to Final in Legistar (Agendas module). Doing this automatically publishes all the meeting’s legislative files and their attachments to InSite, assuming the files and attachments meet the criteria to be public. In addition to publishing the files and attachments to InSite, all Microsoft Office file attachments are converted to PDF.

Note: The publishing of files and attachments and the conversion of Microsoft Office documents to PDF can take up to 30 minutes to complete, depending on the volume and size of the documents that must be converted.

Validating if a Legislative File is Public

When you create a Legislative file, the system marks it as a private file by default. Use the Not Viewable Via InSite checkbox to determine whether a file is private or public. This checkbox is located on the Details screen for the file in the Files module.

Validating if a Legislative File's Attachments are Public

When you add an attachment to a legislative file, it is marked public by default.  Use the Show This Attachment On Internet Reports checkbox to determine whether an attachment is private or public. This checkbox is located on the Attachments screen for the file in the Files module.

Common Issues 

The following table lists common issues and the steps to resolve them if you encounter them: