Board_Papers_v2.2_Release_Notes

Board Papers v2.2 Release NotesPervasent, Inc. 55 Santa Clara Ave, Suite 180, Oakland, CA 94610VotingVoting allows you to enter a question and several answer alternatives in SharePoint for an agenda item. In the iPad app, the users will see the question and can select their answer. All votes are recorded in SharePoint.Adding a question to an agenda itemPreviously, when you created a new agenda item, you could enter a prefix and the subject of the agenda item. With the new SharePoint update there is a checkbox to enable voting.When you check the “Enable Voting” box, two new fields for the question and the answers will be available. Enter one answer alternative per line.Important You should avoid changing the available answers for a question in SharePoint after voting has begun. If a user chooses an answer and votes and that answer is then removed, the originally recorded answer for the user will remain, but will not be in the set of answers. In that case, the site administrator can delete the response, allowing the user to vote again and choose from among the new set of valid answers.You can set the default question and default answers shown in the dialog above in Site Actions > Site Settings > Board Papers Settings.Voting in the iPad appIn the Board Papers iPad app, when a user views a document related to an agenda item that has a question associated with it, a vote icon is shown at the top of the screen.Note The vote icon is only shown when the top and bottom toolbars are shown. A single tap on the screen will display the toolbars if they are not currently displayed.Tap on the vote icon to see the question and the answer alternatives.To cast a vote, tap on the preferred answer. A checkmark will appear next to it. Then tap on the “Record Your Vote” button. This will immediately send the vote to the SharePoint server.Once a voted has been sent, it cannot be changed from the iPad. To change a vote, a user will need to contact a system administrator. The system administrator can delete the incorrect vote, allowing you to vote again.Viewing vote results in the iPad appTapping on the “Just View Results” button will show the current votes without casting a vote.The results show the current tallies for the answers. If you are voting while the meeting is taking place, you can tap on the refresh button in the top right corner of the Vote Results box to get the latest results from the SharePoint server.To go back to vote, tap outside the Vote Results box to close it, and then tap on the vote icon at the top of the screen again. Once you have voted, the vote icon at the top of the screen will change to a pie chart icon. When you tap on this icon you will directly see the Vote Results screen.Note Since you can only vote once, once you have voted, you will no longer see the view that allows you to vote.Important Voting is only possible when the iPad is online and can connect to the SharePoint server. To maintain integrity of the votes and disallow multiple votes by the same person, it is not possible to vote while the iPad is offline.Important A user must be a “site member” in SharePoint to vote. “Site visitors” cannot vote.SharePoint Server Code UpgradeTo create agenda items with voting on the SharePoint server, the SharePoint installation needs to be updated to the latest release.Important Voting is currently only available for SharePoint 2010. Support for SharePoint 2013 will be provided in the near future. This feature is not available for SharePoint 2007 sites.Signing DocumentsUsers can now sign a document on the iPad and then email one or more signed pages to administrative personnel for record keeping.Document signing starts with creating a PDF document that will contain one or more pages requiring a signature. Once the document has been created, the next step is to add the “PV:SignaturePages” custom property to the PDF using Adobe Acrobat or other PDF tool.The screen image below from Adobe Acrobat shows the custom property dialog specifying that page 2 of the document is a signature page.If the document has more than one signature page, the property can contain a list of page numbers separated by commas, e.g. 2,5,7.When a document containing the custom property is open in Board Papers, the document-signing tool appears to the left of the standard pen tool. When tapped, and the current page is not a signature page, a popover appears with a listing of the signature pages.Tap on a page to jump to that page. Once on a signature page, tap on the signature tool and sign the page. When the annotation is complete, the user is prompted to email the page.Users can email or print the current page now or wait until later. If email is selected, an email page will appear with the current page attached.To send the page later, tap the sharing button in the lower left corner of the screen.PortfoliosSometimes you have documents that are not tied to a single meeting, but still want to use Board Papers to distribute them to meeting attendees. Portfolios let you do this.Creating a new site for portfoliosIn SharePoint, you create a new Board Papers Portfolios Team Site in the same way you create a new Board Papers Team Site for meetings.1.Go to the root site collection (the Home tab) on your Board Papers website.2.Select Site Actions > New Site3.Give the new site a title that reflects the type of documents you’re planning to store here, e.g. “Company Policies”.4.Enter a short URL.5.Select the te mplate “Board Papers Portfolios Team Site” from the Pervasent tab.6.The other options are the same as when you’re creating a new meeting team site.There is also a template for a combination of meetings and portfolios. Select “Board Papers Meetings & Portfolios Team Site” from the list of templates to combine the list of meetings with the list of portfolios on the same SharePoint screen. This is useful when the portfolios are directly related to a single meeting group.Note There is no way to upgrade an existing meeting site to also include portfolios.Adding portfoliosOnce the new site has been created using the steps above, you can add one or more portfolios to the site.1.Click on the “Add new portfolio” link.2.Fill in the mandatory fields marked with *. The fields displayed here are a subset of the fields that you fill out when creating a new meeting.Adding documents to a portfolioAfter creating a portfolio, you will be taken to the next screen where you can add documents to the portfolio in the same manner as you add agenda items and documents to a meeting.1.Click on the Add Content item link.2.Give the content item a name and optionally a prefix. This is the equivalent of an agenda item fora meeting.3.Save.4.Click on the Upload new document link.5.Choose the file and click OK.6.Associate the file with a content item. This is the same as associating an uploaded document to a meeting agenda item.You can return to the portfolio workspace screen from the list of portfolios by clicking on the small [P] icon next to the portfolio name.Portfolios in the iPad appPortfolios and their documents are automatically synced to the iPad in the same manner as meeting documents. No additional steps are required of meeting attendees.A filter function on the main screen of the Board Papers app let users show or hide portfolios. Items with checkmarks are currently shown. If no portfolios are available, the Portfolios option is grayed out.SharePoint Server Code UpgradeTo create portfolios on the SharePoint server, the SharePoint installation needs to be updated to the latest release.Important Portfolios are currently only available for SharePoint 2010. Support for SharePoint 2013 will be provided in the near future. This feature is not available for SharePoint 2007 sites.LicensingEach new Board Papers Portfolio Site that you create counts as a new site from a licensing perspective, just as a new site created using the Board Papers Team Site template does.You can create any combination of the sites as long as the total number does not exceed the number in your license agreement. Please contact Pervasent if you need to purchase additional site licenses.Improved Annotation EditingIn previous versions of Board Papers, users could delete an annotation or edit the text of a text note. Users now have new editing options and new ways to interact with annotations.Tap to selectWhen a user taps on an existing annotation, a popup menu is shown that lets the user change the color of the annotation or tap on the trash can to delete it.Tap and dragUsers can now move an annotation by tapping on the annotation, keeping their finger down on the screen (“press-hold”) and then drag ging the annotation to the desired location. While dragging the annotation a small drop-shadow is added to visually indicate “dragging mode.”Edit textPreviously, tapping on an orange text note icon opened a popover window for editing the text. With the new annotation editing system, an additional tap is required to edit the text.1)Tap on the text note icon to reveal the editing menu.2)Tap on Edit in the menu to open the popover window for editing the text.Inline TextInline text is a new type of annotation. As a user enters text, it is printed directly on the page of the document. Unlike text notes, users don’t have to tap on anything to read an inline text annotation. This type of annotation is typically intended for short comments and notes, e.g. “Check on t his now.”There is no button in the annotation toolbar for adding inline text. Users tap and hold on the location of the page where they want to enter text. A small popup menu appears with the choice of placing inline text or a text note there.Note To display the inline text menu, a user has to tap and hold on an area of the document where there are no prior annotations. If the user taps and hold on an area where there is an annotation, that annotation will be selected. See the section above regarding annotation editing.Select Inline Text from the menu, and then start typing.The inline text uses the currently selected pen color. A user can change the text color entered the text by tapping on the annotation and selecting a new color from the popup menu.To edit the text, you select Edit from the same context menu.As with the other annotation types, users can tap and drag an inline text annotation to a new location on the page.In the list of annotations, inline text annotations have a “T” icon to distinguish them from the text notes (talk bubble icon).Note T ext notes are now represented by a small talk bubble instead of the “slanted document” icon. The talk bubble is used both in the annotations list and as an icon displayed on a page.Improved Annotation PerformanceA few customers with very large numbers of saved annotations experienced increasing delays in the app as new annotations were added. The underlying architecture for how annotations are saved has been improved in this release, resulting in much better performance.Should users continue to see issues with performance, please contact Pervasent at.Additional Meeting Pack Sorting OptionsThe ability to sort the meeting packs on the main screen of the app was introduced in v2.1 of the iPad app. New sort options have been added in this release.Date (oldest first)This is equivalent to the Date sort order from Board Papers v2.1 where meetings are ordered chronologically from left to right.Date (newest first)This is the reverse of the above option. The newest meeting is shown to the left and meetings get older as you scroll to the right.NameThis option is unchanged from v2.1. Meetings are ordered alphabetically by title from left to right. Volume, NameMeetings are first sorted by the name of the meeting group, e.g. “Board of Directors.” W ithin a group, meetings are sorted alphabetically by name. This sort option is useful for users who belong to many committees or meeting groups. For example:1.Board of Directors - July Meeting2.Board of Directors - June Meeting3.IT Committee - Disaster Recovery Planning4.IT Committee - Project X ReviewNote“Volume” is used here as a generic term for the name of a meeting group or committee. The term can also apply to a collection of portfolios.New Advanced Configuration SettingsWhen configuring the Board Papers app for the first time (or after selecting Reset Application in the app), a user sees a screen for entering the name of the SharePoint server.A new “Advanced” button has been added to the bottom left corner of the screen.When you tap on this button, switches for SharePoint 2013 and Integrated Web Authentication are revealed.SharePoint 2013Due to changes to default URL paths in SharePoint 2013, this switch must be set to ON for the app to properly connect to a SharePoint 2013 server.Board Papers v2.2 Release Notes08/14/2013Integrated Web AuthenticationSetting this switch to ON enables the app to show a web view inside the app during the authentication process. This is useful for configurations that use Microsoft ADFS, where a user needs to authenticate to ADFS using a web form before the app can connect to the SharePoint server.©2013 Pervasent P a g e| 20。