Meeting Templates - Bulk Edit

Modified on Thu, 16 Jun 2022 at 06:57 PM

Templates are a great way to standardise structures and processes for your key meetings, allowing you to incorporate your information (agenda) into one single space that can be used across multiple meetings. 


In this article we will cover how you can use the bulk edit function to create your own meeting templates.



To access the bulk edit function, click on the Meetings tab on the navigation panel and select My Meeting Templates.




Meeting agenda templates are grouped into two categories:


  • My Public Templates - this category represents the meeting templates that you have created and set to be available to all users.
  • My Private Templates - this category represents the meeting templates that can only be used by you.


You can view, download or delete any templates by clicking on the icons at the end of the row.


You can access the Bulk Edit function by clicking on the Bulk Edit button to download all templates, create a new template or update existing templates. 


Please refer to the next section for a detailed description of the Bulk Edit functionality.




Using Bulk Edit 


As mentioned above, bulk edit can be used to download/create/update existing templates. 


Once you click on the Bulk Edit option, you will be presented with the following dialogue.



Click on the Download option to download all existing templates. Then make the required changes to add, update or delete a template. Once the extract has been updated with the meeting templates, save the file and select the Upload option to upload the saved file.



NOTE: The fields in the excel file are explained below




Data field description (as displayed in the extract file)


In the meeting template excel file, the data is represented by two tabs which are Templates & Actions. Both have their own data fields in the extract and are described below.


NOTE: it is important to remember that when creating meeting templates there has to be entries on both tabs in the file, mainly: TemplateName, Type & Title. See descriptions below


Meeting Templates (Templates Tab) :


Column & Title

Description

What happens if the field is left blank when uploading the file?
A. TemplateNameThe name of the meeting templateThis is a mandatory field. If the field is left blank the entry will be skipped in the upload & the meeting template will not be created.
B. DescriptionThe description that explains what the template is aboutThe field will be left blank.
C. TemplatePlaybookThe name of the template playbook being used to explain how to run the meeting using the chosen templateThe field will be left blank.
D. SharingThe privacy setting of the template being used. Indicates how the meeting template will be shared. If the entry is left blank, then the Sharing value will be classified as a private template set to "My Meetings" by Fluid.
E. TemplateGuidFluid global unique identifier for the template.If the entry is left blank, the Guid will be generated by default by Fluid after the upload is complete.
F. DeleteThis option is used to identify whether the meeting template that is being selected should not be included in the meeting template library. It essentially removes the entry from the templates list.  The field will be left blank.



Meeting Template (Actions Tab):


Column & Title

Description

What happens if the field is left blank when uploading the file?
A. TemplateNameThe name of the meeting templateThis is a mandatory field. If the field is left blank the entry will be skipped in the upload & the meeting template will not be created.
B. TemplateGuidFluid global unique identifier for the template.If the entry is left blank, the Guid will be generated by default by Fluid after the upload is complete.
C. ItemOrder The order in which the items are displayedIf the entry is left blank, a default value of "1" will be generated by Fluid after the upload is complete.
D. TypeThe type of item it is (Agenda, Action or Decision)This is a mandatory field. If the field is left blank the entry will be skipped in the upload & the meeting template will not be created. 

There has to be a type entered, either Agenda, Action or Decision
E. TitleThe title of the agenda/action/decision itemThis is a mandatory field. If the field is left blank the entry will be skipped in the upload & the meeting template will not be created.

There has to be a titled entered for the item, either Agenda, Action or Decision
F. DescriptionThe description that explains what the template is aboutThe field will be left blank.
G. ThemeThe name of the themeThe field will be left blank.
H. AssignedToThe name of the owner/meeting that the action/decision is assigned toThe field will be left blank.
I. AssignedToIdThe unique ID of the owner/meeting that the action/decision is assigned toThe field will be left blank.
J. PriorityThe level of priority that is assigned to the item (either High, Medium or Low)If the entry is left blank, there will be a default value of "Medium" assigned to it once the file is uploaded. 
K. DueInDaysThe number of days that the item is due byThe field will be left blank.
L. ActionGuidFluid global unique identifier for the actionIf the entry is left blank, the Guid will be generated by default by Fluid after the upload is complete.
M. DeleteThis option is used to identify whether the meeting template that is being selected should not be included in the meeting template library. It essentially removes the entry from the templates list.  The field will be left blank.




Using Templates (New Meeting)


After the templates have been created, you can begin to use them when creating a new meetings. For more on creating and updating existing meetings with templates, refer to the Meeting Templates article. 


To create a new meeting, click on the "Create" button on the navigation panel or select the "Create A Meeting" from the meetings page.


 

The templates dialogue will be presented where you can select which template you will use for your meeting.



The two categories of meeting templates will be, namely:


  • Your instance's templates (this will have the name of your instance) that are regarded as the Public templates.
  • Your templates that are saved as your Private templates.

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