Working with Motion & Minute Templates

Geeta Nagpal
Geeta Nagpal
  • Updated

Templates are sets of pre-defined text, which can be used for Motions or Minutes within an eScribe meeting site as an efficiency tool or to further customize the output of minutes using free form text and smart tags. Configuring these templates with any commonly used snippets of text will allow you to take faster minutes and create faster motions during the meeting.

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Creating a Minutes or Motion Template

  1. Navigate to Administration and open the area for Minutes/Motion Templates.
  2. Select the option to create a new template.
  3. Choose the type of template you want to create:
    • Minutes Template for standard minute-taking text.
    • Motion Template for frequently used motions or resolutions.
  4. Enter a clear template name so administrators can easily identify it later.
  5. In the template editor, enter the standard wording you want users to reuse.
  6. Where information needs to change from meeting to meeting, insert the appropriate variables rather than hard-coding the information.
  7. Review the content and formatting.
  8. Save the template.
  9. When preparing or conducting a meeting, the saved template can then be selected and its predefined content inserted rather than typed manually. 
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Inserting Variables

When creating motion or minute templates, there may be some values that will change depending on the agenda item, or motion details. For example, you may need to refer to the agenda item title within the motion text, as in: “That “BYLAW 1234” be read a first time”.

These types of “variables” can be added to your motion text which are located underneath each textbox where they can apply. Simply click on a variable from the drop down and it will be entered into your text at the current position of the cursor.

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Field Explanations

Field

Explanation

Motion Template NameType in the name of the template. (E.g.. Consent Vote template) 
Motion TextFill in the content that should appear for this kind of template.
SettingsYou can restrict where this template should appear across meeting types.
Vote SettingsVote Type: Select what type of vote is being held, i.e. Majority, 2/3, Unanimous, etc.
Recorded: Choose whether to use the Meeting Type default setting or to set this vote to be a recorded vote. For example, if your default motions in the meeting are 2/3 votes that are always recorded, then using the Meeting Default will set this vote to be recorded automatically.
Secret Ballot: Choose whether or not to make this vote a Secret Ballot or use the Meeting Type Default settings.
Weighted: Choose whether or not to make this vote a Weighted vote or use the Meeting Type Default settings.
 
Result 

Select the default vote result when applying this template. Note that the options are standard options but the language in your meetings will apply to the minutes i.e. if you choose Pass, but your language is Carried, then Carried will be the result.

Choose between the following options:

  • None - the motion result will be left blank. This should be used if using Vote Manager.
  • Pass - The Motion will automatically be listed as Pass
  • Tied - The Motion will automatically be listed as Tied
  • Other - Choose the first motion from the list of others that have been entered into the Meeting Type.

Editing and Deleting Minutes and Motions Templates

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Applying  Minutes and Motion Templates within a Meeting

This new template will now appear in drop down list of the  Select Template field in the item details and Minutes box of a meeting. Meeting Admins can simply select the template to auto populate it in the new Minutes screen.

  1. Navigate to your meeting in eScribe
  2. Enter Meeting (In-Session) mode if the meeting is live
  3. Click on the agenda item you are currently discussing
  4. Open the Minutes tab for that item
  5. In the same Minutes tab, place your cursor in the minutes text area Insert a Minutes Template 
  6. Review and adjust the wording as needed Add any additional notes or context required
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Applying Motion Templates in a Meeting

  1. Navigate to your meeting in eScribe
  2. Enter Meeting (In-Session) mode if the meeting is live
  3. Click on the agenda item you are currently discussing
  4. Open the Minutes tab for that item
  5. Click the Add dropdown in the Minutes tab
  6. Select Add Motion
  7. Choose a Motion Template. The template text will populate automatically
  8. Update the details as needed
  9. Add:
    • Mover
    • Seconder
    • Result (vote outcome)
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