The following content walks you through the Files interface. Because many of the following features can be customized, they are described here in their default state and follow the standardized best practices set by the Legistar team.
The Files, Agendas, and Minutes interfaces are divided into two sections: Workspace and Tabs.
Workspace
The Workspace is located at the top of the Files, Agendas, and Minutes interface. The fields within the Workspace contain general information for the different record types and are editable by the user. The main Legistar features are accessible through the Workspace, though some of the available features will vary depending on the active module.
Workspace in the Files Module
The following sections highlight the main fields within the Files Workspace.
Item
Description
EZ Text Search
Searches Legislative Files for the input text. Click the Magnifying Glass icon to open a text box for further defining your search
File ID
Every Legislative File receives this unique file number. The System Administrator can change the format of the File ID via the Permanent and Temporary settings in System Administration
File Type
Identifies the type of Legislative File, such as an ordinance or resolution. This field searches for, groups, and reports on legislative files. More importantly, File Type places the legislative file in the appropriate place on the agenda per your setup in Administration
Status
Identifies what stage the file is at in the legislative process. The default status for new files is based on the user’s personal settings. The Status also groups agenda items and is used for searching and reporting
In Control
Determines which legislative body is currently scheduled to meet and act on the file. In Control also determines agenda item order and works with security restrictions
File Created
The Date Introduced field is the date on which the file was created. This date can also be manually changed
Title
The Title field is the title of the legislative file's text. It is automatically populated with the text you input in the Title section of the legislative file
Agenda Date
Directs a legislative file to appear on a coordinating date-specific Agenda.
Final Action
Indicates the date the legislative file was completed and restricts a file from ever being included in an Agenda. The Final Action date is automatically assigned when an action is processed as a final action
Tools Menu in the Files Module
The following fields explain the different features within the Tools menu. Some of these features are exclusive to the Files module.
Tools Menu in the Files Module
Item
Description
Attachment Utility
The Attachment Utility tool allows you to manage the attachments that have expired according to the expiration date for each attachment
Security Log
Allows you to view a list of all changes made to the file, as well as the date and time on which they were made
Spell
The Spell tool allows you to spell-check the text fields of the file
Error Log
The error log is strictly for support purposes and will only be used under the guidance of a Legistar technical support representative
Lock / Unlock
The Lock tool allows you to lock a file, which disallows any changes until it is unlocked. This can also be done by clicking . If the file is already locked, this option displays as .
Create Resolution From
Creates a legislative file from a line added in an agenda
Copy File
Copies an existing legislative file
Refresh
Allows you to update the screen with any changes that may have been made by another user while it was open
Standard Paragraph
Allows you to open the Standard Paragraph screen, which stores commonly used sentences and paragraphs in one location
Assign File Id's
This feature allows for the automatic assignment of File IDs to items that have not yet been assigned File IDs
Undo File Id Assignment
Removes the file ID and sets to the next number in the Auto Number screen in Admin
Approval Web Link
Directs you to your personal ATS Internet approval webpage
Save Search
Option to save the search criteria entered for frequently used searches
Delete Saved Searches
Option to delete existing saved searches
Unlock File from Approval Tracking Process
Allows the System Administrator to make changes to the ATS file and place it on the agenda. Any of the data already processed will be stored
Tabs
The Tabs section is located on the bottom half of the Files, Agendas, and Minutes interface. This section contains more detailed settings and recorded information for the features within in the Workspaces section.
Tabs Section in the Files Module
Text File Tab
The Text File tab contains a text preview box and features for editing the text. However, you cannot directly edit text within the preview box; you must use the features to the right of the text preview box. These features are described below.
Item
Description
Edit
Opens the assigned text editor or Microsoft Word for you to make changes to the current version of the legislative file
New
Allows you create a new version of the legislative file
Delete
Allows you to delete the current version of the file text and go back to the old version
Version
Allows you to set the version of the legislative file
Version Lists
Displays the available versions of the file available for editing and review
Set as Current
Allows you to view and set an old version of the legislative file as the current file
History Tab
The History tab displays all actions (history lines) that have occurred for a legislative file, including Approval Tracking history. Any actions taken during a meeting will display here but cannot be edited; meeting actions must be edited within the minutes.
The following features describe the buttons along the History tab’s bottom pane.
History Tab in the Files Module
Item
Description
Save
Allows you to save any changes made to a history line
New
Allows you to add a new history line and the actions for new files
Delete
Allows you to delete selected files
Agenda
Allows you to display the agendas associated with the selected history line
Minutes
Allows you to display the minutes associated with the selected history line
Votes
Allows you to view the votes taken on the selected history line
History Criteria
Allows you to change the criteria for the lines displayed. Options include the following:
Past Actions- Displays only history records on which actions have been recorded
Scheduled Meetings- Displays only history records on which no action has been recorded. This can include 30-Day rule items, items introduced at Roll Call, and items on agendas that have not had minutes recorded
Show All- Displays all history records
Version
Allows you to view the version of the file associated with the selected history line
Action Date
The date the action in the selected history line occurred.
Time
The time the action occurred. The time is important as history lines are sorted by the timestamp
Acting Body
The body that took the action
Action Taken
Motion made on the action
Sent To
The meeting body to which the associated legislative file was referred
Due Date
The date by which a response to a referral is required
Return
The date the legislative file was returned to the referring body
Action Note
Any text on the discussion of the legislative file
Action Text
The motion string of the action, generated by Legistar
Result
The result of the vote taken on the motion
Attachments Tab
The Attachments tab allows you to manage all supporting documents associated with a particular legislative file. Supporting documents can be of any file type or file size; these documents can also be added, deleted, annotated, and ordered within the Attachments tab. Attachments can include virtually any file format as well as on-the-fly scanned documents and links to outside sources of material, video, or other third party information and URLs.
Attachments Tab in the Files Module
Item
Description
Reordering Arrows
Use these arrows to reorder multiple attachments associated with a legislative file. Select the attachment > click the up or down arrows to rearrange the list of attachments
Name
The name of the file that appears on the InSite page and agenda (if enabled). By default, the file name entered into the name field
Description
Allows the user to enter information about the contents of an attachment
Expiration Date
The date the attachment becomes void. Entering a date in this field will not trigger automatic deletion
Attached On
The date the attachment was added to the legislative file
Time
The time the attachment was added to the legislative file
File Size
The size of the attachment
File Type
The file type of the attachment
Print This Attachment With Reports
Select this to print the attachment when creating an agenda packet or generating a report
Show This Attachment With Reports
Select this to print the attachment when creating an agenda packet or generating a report
The following features describe the buttons along the Attachments tab’s bottom pane:
Item
Description
Import
Allows you to browse and upload a supporting document to add to a legislative file. Select Import to upload a file, hyperlink, or scan a document
Launch
Allows you to open an attachment in its original Windows application
Remove
Allows you to delete the attachment from the legislative file. Click the dropdown arrow for the option to delete all of the attachments associated with a legislative file
Update Attachment Details
After you rename or update the description and other attributes for an attachment, clicking the Update Attachment Details button changes the display on the left
Associations Tab
The Associations tab allows you to index and reference your legislative files by selecting features from a list of predetermined choices.
Associations Tab in the Files Module
Item
Description
Code Sections
Allows you to attach related code sections to a legislative file. You can create new, import, and edit existing code sections by clicking the Code Sections Edit button
Indexes
Assign indexes to a legislative file to relate the file to a specific topic. You can also create new and import indexes by clicking the Index Edit button
Sponsors
Assign sponsors (council members) for the legislative file. Click the Sponsors Edit button to assign sponsors and mark them as primary or secondary. To create a new sponsor, you must go to Tools > Administration > Government Bodies > Bodies or Office Members to create and set new sponsors for your legislative files
Related Files
Allows you to link related legislative files together to assemble a packet of legislative files. Click the Related Files Edit button to assign the files
Details Tab
The Details tab lists additional information about the selected legislative file. This information includes the file’s contact, notes, cost, hearing date, etc.
Details Tab in the Files Module
Item
Description
File Name
Name of the legislative file (Optionally, this may appear on the "Workspace" area)
Requester
The name of the department that requested the item
Drafter
The email address of the user who created the file
Notes
You can enter additional information about the legislative file in this field
Agenda Number
Displays the agenda number assigned during the agenda process. There can only be one agenda number and it must be the most recent number
Enactment Number
Assigned when an item is adopted. The EN is set up in Admin and assigned during minutes processing. There can only be one EN per file and typically the item is final when the EN is present
Not Viewable Via InSite
Determines if the legislative file is viewable on Legistar InSite. Selecting this checkbox overrides any status that typically determines if the file appears on InSite
Contact
Allows you to assign a primary contact person for the legislative file
Cost
Allows you to list any cost associated with the legislative file
Hearing Date
Displays the date on which the legislative file is to be heard in a meeting. The legislative file is not automatically added to the agenda until the hearing date. The hearing date is for reference only; it provides NO function
Enactment Date
Displays an automatically generated ID based on the enacted legislation
Last Edit
Identifies the last person who edited the file, the changes made, and when the change occurred
Info Tabs
The Info 1 tab (and the hidden Info 2 tab) display custom metadata for your solution. Both of these tabs can be hidden and contain customizable fields. You must customize the fields within Administration.
Warning! The fields in the Info tabs will not print on any reports.
Approval Tracking Tab
Within the Approval Tracking module you can set up numerous Approval Tracking sequences for each Legislative File. These sequences allow you to follow the drafting, editing, and approval of your Legislative File. This section of the program allows you to add sequences, start the approval process, and take approval actions.
Approval Tab in the Files Module
Item
Description
Approver Body
The body typically assigned for a certain type review or action
Approver Name
This is the name of the approver for a specific legislative file, required of each approval sequence
Due Days
The established number of days the approver has to review the legislative file. If the legislative file has not been approved within the set number of days, the file will be escalated to another individual
Email Template
Selects the type of approval requested, whether the person has to actually approve the file or if it is just an FYI file
Requester
This is the individual who is requesting the approval; this is different than the requestor listed under the Details tab
Manage
From the Manage tab (located at the bottom right-hand corner of the screen) you can add the ATS sequence and make changes in the order of the approvers
Approve
From the Approve tab (located at the bottom right-hand corner of the screen) you can enter notes, the file action, and delegate approvers
Reordering Arrows
Use these arrows to reorder multiple approvals associated with a legislative file. Select the approval > click the up or down arrows to rearrange the list of approvals
The following features describe the buttons along the Approval Tracking tab’s bottom pane:
Item
Description
Add Sequence
Creates the chain of approvals an item has to go through in order to be approved
Save As
Saves and adds a personal sequence
Start
Begins the Approval Tracking Sequence; when clicked, the first reviewer in the sequence is immediately notified
Cancel
Ends the Approval Tracking Sequence before it is complete. Anyone that has been notified to review the file will receive another notification that the sequence has been cancelled
Escalate
Causes the file to be sent to an alternate approver; this can happen manually or when the due date occurs
1 of 2
Displays the pending approval out of the total for review
Save
Saves the progress of the sequence
New
Starts a new sequence
Delete
Removes the approver from the sequence
Pending
Lists all the approvals you have waiting for review
