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Boardroom - User Manual

1. BENEFITS EFFACTS Total control access rights Sending data by email or post no longer required Very structured and objective registration data No custom software Available as web service and installation Corporate Governance in control FEATURES EFFACTS State of the art security settings 100 configurable factsheets Clear org charts and overviews Flexible Reporting Automatic notifications Statistics on both usage and data Registration of historic data Structured search function PRICING EFFACTS Total contracts per Department mae mProcrement KT Bed Develooment re a Exclude risk of multiple versions No upfront investment direct result Best Price Quality Universal compatible Flexible customization of data room Cost reduction and better risk management Standard index for documents PDF viewer with watermark Audit trail of use edit view create remove Workflow for approvals and audits Generation of template documents Sending of email and notifications Export to Word Excel and PDF And much more L L aa Figure 2 4 Boardroom App meetings screen 2 2 1 Agenda items and documents annexes Meetings include Agenda items and related documents annexes When selecting certain documents they will appear in the right hand section of your screen You can also visualise documents in full screen mode by using the HIDE SHOW buttons to display and hide them both buttons are at the bot
2. 3 6 General functions Effacts This paragraph covers those functions found in all of our products as illustrated in Figure 3 12 e Language setting you have the option to switch between English and Dutch e Font sizing You can reduce font size on screen or leave it as standard e Home Use this button to return to the Homescreen or use your organisation s logo e Favourites You can add the page you want to your favourites by clicking on the star icon it will light up yellow Use favourites in the black bar so you can go back to this page quickly e Clipboard You can place documents on the clipboard By clicking on the icon it will light up You can then via the black bar mail or transfer your clipboard content to another page to which you have just moved e Switch database If you have more than one Effacts products you can switch between these databases by clicking on them and choosing the one you need e Logging out When you want to end your session you need to log out so that no unwanted changes can be made by unauthorised persons e Search function By using selected search categories and words you can search the Effacts Database ENNL Home TIAN amp 2 Switch database Logout Johnson John EFFACTS Boardroom 01 04 2014 7 oe LA Home Report Bestuur Boardroom Boardroom Meeting W BQH ABA NEW AGENDA ITEM CHANGE AGENDA INDEX SEND INVITATION More Figure 3 12 Gener
3. ENNL E Home 0 7 amp 0 Switch database Logout Johnson John EFFACTS Boardroom 01 04 2014 ZA effacts ps ET Create Committee Committee Name Figure 3 6 Committee set up screen ENNL E Home w 0 amp 0 Switch database Logout Johnson John EFFACTS Boardroom 01 04 2014 ZA effacts Home Bestuur Boardroom bestuur x Remuneration Committe Management Team Ed BEE OB NEW MEETING ADD MEMBER EDIT More ADD SECRETARY NEW LIBRARY OTHER FUNCTIONS Figure 3 7 Committee screen and menu options 26 A effacts Effacts Boardroom User Manual 3 4 Creating a new meeting NEW MEETING New meetings can be created in two ways e From an existing committee by navigating from the Homescreen to Committee overview list and select the required committee for which the meeting will be created From this committee location select gt NEW MEETING The committee details will be entered automatically for you in the text input area e Directly from the Homepage under the heading NEW select gt MEETING The difference in this way of creating a new meeting is that you yourself need to select the related committee for this new meeting If you choose option 2 to create a meeting You need to self select the committee for which a meeting is being created Figure 3 8 El Home w 0 amp 0 Switch database Logout Johnson John EFFACTS Boardroom 01 0
4. Meeting Board 20 mei 2014 12 00 14 30 ETTA Scroll 00 What is the BoardRoom J FACTSHEET EFFACTS CORPORATE DATA ROOM Companies need a corporate data room for a structured registration and efficient disclosure of their most valuable business information EFFACTS is used for the management of contracts registration of minutes amp resolutions filing of annual accounts maintenance of shareholders registers due diligence surveys management of valuable knowledge reporting of claims and many other matters B Effact Boardroom Bus 01 Examples of features EE Total contracts per Department mSae mProcvement KT whee mOeveiopment mn V B Example of a Meeting pdf C Example of an Agenda 02 Other important information V Terms and conditions pdf D Security policy pdf 03 Key features ii Figure 2 9 Underlining text BENEFITS EFFACTS Total control access rights Sending data by email or post no longer required Very structured and objective registration data No custom software Available as web service and installation Corporate Governance in control FEATURES EFFACTS State of the art security settings 100 configurable factsheets Clear org charts and overviews Flexible Reporting Automatic notifications Statistics on both usage and data Registration of historic data Structured search function PRICING EFFACTS Exclude risk of multiple versions No upfront investment
5. ZA effactS Boardroom User Manual 13 05 2014 A effacts Effacts Boardroom User Manual THE SPECIFICATIONS AND INFORMATION REGARDING THE PRODUCTS IN THIS MANUAL ARE SUBJECT TO CHANGE WITHOUT NOTICE ALL STATEMENTS INFORMATION AND RECOMMENDATIONS IN THIS MANUAL ARE BELIEVED TO BE ACCURATE BUT ARE PRESENTED WITHOUT WARRANTY OF ANY KIND EXPRESS OR IMPLIED USERS MUST TAKE FULL RESPONSIBILITY FOR THEIR APPLICATION OF ANY PRODUCTS THE SOFTWARE LICENSE AND LIMITED WARRANTY FOR THE ACCOMPANYING PRODUCT ARE SET FORTH IN THE INFORMATION THAT WAS HANDED WITH THE LICENSE AGREEMENT OF THIS PRODUCT AND ARE INCORPORATED HEREIN BY THIS REFERENCE IF YOU ARE UNABLE TO LOCATE THE SOFTWARE LICENSE OR LIMITED WARRANTY CONTACT YOUR EFFACTS REPRESENTATIVE FOR A COPY IN NO EVENT SHALL EFFACTS OR ITS SUPPLIERS BE LIABLE FOR ANY INDIRECT SPECIAL CONSEQUENTIAL OR INCIDENTAL DAMAGES INCLUDING WITHOUT LIMITATION LOST PROFITS OR LOSS OR DAMAGE TO DATA ARISING OUT OF THE USE OR INABILITY TO USE THIS MANUAL EVEN IF EFFACTS OR ITS SUPPLIERS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES A effacts Effacts Boardroom User Manual Contents OS RS EE OO a a 5 2 B ardroomAp PP iPad a ed ae a Ee GE 6 2 1 Eend EE EE OE EE OE N 6 2 2 BVI di EE yeeaurtinn cadens boqaeseneuesamcunsedatentaaneuntseneesuneauseeetios 8 2 2 1 Agenda items and documents annexes 9 2 2 2 FUMIO CAO ING NOUS se Ee dane Ee GE EG Ee ord nn 10 2 3 General Settings Boardro
6. direct result Best Price Quality Universal compatible Flexible customization of data room Cost reduction and better risk management Standard index for documents PDF viewer with watermark Audit trail of use edit view create remove Workflow for approvals and audits Generation of template documents Sending of email and notifications Export to Word Excel and PDF And much more L L a Fa 14 A effacts Effacts Boardroom User Manual The change menu for the Underline function has four buttons Figure 2 10 e Note to add a popup text balloon to notes e Color to change the colour visibility and thickness of the lines e Delete to remove the note annotation e Cancel Done cancel the annotation before you begin or confirm the entry iPad Meetings Introduction Meeting Board O 20 mei 2014 12 00 14 30 00 What is the BoardRoom V4 B Effact Boardroom Bus 01 Examples of features V B Example of a Meeting pdf C Example of an Agenda 02 Other important information B Factsheet Effacts B V odf gt Terms and conditions pdf D Security policy pdf 03 Key features Figure 2 10 Underlining text changes 100 m B Factsheet Effacts B V pdf To oi tie VAEFFACIS le corporate data room FACTSHEET EFFACTS CORPORATE DATA ROOM Companies need a corporate data room for a structured registration and efficient disclosure of t
7. steps you will see the following screen every consequent time when you log in Figure 2 2 Now you only need to enter your Password and then click on Login Databases Login to Demo Boardroom Demo Boardroom Please select a database from the left to login to User demo effacts com Password A effacts Figure 2 2 Login screen Boardroom App iPad A effacts Effacts Boardroom User Manual 2 2 Meeting Once you have logged in successfully you can commence meeting using the Boardroom App The home screen for Boardroom is split into two halves Figure 2 3Fout Verwijzingsbron niet gevonden Left Here you will find past and future meetings plus the archive You can switch between these two lists by clicking on Meetings or Archive selected label will turn blue Right This side of the screen displays meeting documents after you have selected the meeting from the left side of the screen along with its documents It is also possible to bring up the Online backoffice via the right screen by clicking on switch to your online backoffice blue text 100 EE Meetings Settings Switch to your online backoffice Introduction Meeting BoardRoom 20 mei 2014 12 00 14 30 Regular meeting 22 mei 2014 10 00 14 00 Quarterly Audit Review A 28 mei 2014 09 00 11 00 Budget Review Meeting 30 mei 2014 16 30 17 30 Monthly Review Meeting 9 juni 2014 10 00 12 00 Please select a meeting fr
8. upfront investment direct result Best Price Quality Universal compatible Flexible customization of data room Cost reduction and better risk management Standard index for documents PDF viewer with watermark Audit trail of use edit view create remove Workflow for approvals and audits Generation of template documents Sending of email and notifications Export to Word Excel and PDF And much more il L L a Pa Figuur 2 12 Notitie toevoegen wijzig By clicking on the text balloon an orange coloured balloon will appear with a textbox for you to type in your text using the iPad keyboard You also have the option of temporarily moving the text balloon to another location in the document to continue working To do this use the thumbtack pin it to the balloon and hold it to drag the balloon Use the screen fold up function to the right of the thumbtack to see the balloon only You can make the note appear again by clicking on the balloon 17 A effacts Effacts Boardroom User Manual al Adding text Figure 2 13 Tap on a location in the text where you wish to enter text The notes changes menu for the Typing function has six buttons e Edit to alter text boxes e Color to change the colour visibility and thickness of lines e Font to change font font size outline and font colours e Resize to resize the annotation e Delete to remove the annotation iPad lt Meetings Introd
9. valuable knowledge reporting of claims and many other matters Total contracts per Department eun wement SKT mbeed mOeveogment mm BENEFITS EFFACTS Total control access rights Exclude risk of multiple versions Sending data by email or post no longer required No upfront investment direct result Very structured and objective registration data Best Price Ouality No custom software Universal compatible Available as web service and installation Flexible customization of data room Corporate Governance in control Cost reduction and better risk management FEATURES EFFACTS State of the art security settings 100 configurable factsheets PDF viewer with watermark Clear org charts and overviews Audit trail of use edit view create remove Flexible Reporting Workflow for approvals and audits Automatic notifications Generation of template documents Dose li Sending of email and notifications 9 Statistics on both usage and data Registration of historic data Export to Word Excel and PDF Structured search function And much more PRICING EFFACTS Wal Standard index for documents The marked or highlighted text area can be adjusted by changing the position of the blue pin FACTSHEET EFFACTS CORPORATE DATA ROOM Con nies need a corporate data room for a structured registration and efficient disclosure of their most valuable business information EFFACTS is used for the management of contracts registration diligence sur
10. 00 B Factsheet Effacts B V pdf CD Q 7 Drag your finger over text to ad highlight O cance Color Scroll MT corporate data room FACTSHEET EFFACTS CORPORATE DATA ROOM Companies need a corporate data room for a structured registration and efficient disclosure of their most valuable business information EFFACTS is used for the management of contracts registration of minutes amp resolutions filing of annual accounts maintenance of shareholders registers due diligence surveys management of valuable knowledge reporting of claims and many other matters bowen id 3 i z z z M l Il os Total control access rights Sending data by email or post no longer required Very structured and objective registration data No custom software Available as web service and installation Corporate Governance in control State of the art security settings 100 configurable factsheets Clear org charts and overviews Flexible Reporting Automatic notifications Statistics on both usage and data Registration of historic data Structured search function PRICING EFFACTS Total contracts per Department mises mProcvement HET head mODeveogment nm BENEFITS EFFACTS Exclude risk of multiple versions No upfront investment direct result Best Price Quality Universal compatible Flexible customization of data room Cost reduction and better risk management FEA
11. 01 04 2014 AA effacts sea ooe Create Person ET EET soe First name s Initials Prefix Lastname Email Gender EET EET soe Support support effacts com T 31 20 330 16 82 About EFFACTS dd Figuur 3 4 Create person scherm ZA NOTE Any entries made annotations are stored locally on your iPad and are linked to your own Boardroom users account The deletion of a users account means that all notes data linked to that account are also deleted 25 A effacts Effacts Boardroom User Manual ENNL E Home w 0 amp 0 Switch database Logout Johnson John EFFACTS Boardroom 01 04 2014 A effacts ot oor EE Home Report Amsterdam Willem Em DEL em MAIL NEW PASSWORD EDIT LOGIN ACCOUNT EDIT PERSON More CHANGE PASSWORD Initials Ww OTHER FUNCTIONS Email W Amsterdam effacts com Gender Male Figure 3 5 Personal details screen and menu options The gt Other functions section is reserved for advanced users only If you have questions about this please contact Effacts support effacts com or call the Effacts Support Phone desk 3 3 Registering new committees NEW COMMITTEE A new committee is set up using the Effacts Homepage You need to enter a name for the commitee Figure 3 6 after which you can add a few or several committee members Using the gt More button allows you to nominate a Secretary or to add a library Figure 3 7
12. 4 2014 J f t Default v 1 CITACIS Create Meeting EET EU soe Committee Subject Date Start End Location Remarks CANCEL TA Support support effacts com T 31 20 330 16 82 About EFFACTS Figure 3 8 Meeting creation screen 27 A effacts Effacts Boardroom User Manual 3 4 1 1 Agenda items Agenda items ensure structure in your meetings As soon as you have created a meeting You can set up a New Agenda To do this click on the Nieuw Agenda Item Figure 3 11 button on the newly created meeting page FE Home wW 2 amp amp 2 Switch database Logout Johnson John EFFACTS Boardroom 01 04 2014 ZA effacts pen Home Report Bestuur Boardroom Boardroom Meeting D Dea SEND INVITATION More Status Inactive ADD INVITEE Committee Bestuur Boardroom Subject Boardroom Meeting MAIL AGENDA Date 03 25 2014 NEW MINUTES Start 12 30 NEW RESOLUTION End 13 00 NEW TASK i Kantoor Location COPY MEETING Remarks test OTHER FUNCTIONS Agenda Minutes Resolutions Agenda item v More info Responsible Annex File 01 Introductie Presentation of Boardroom George Boardroom g Download Effacts a Download Meeting g Download 02 Testen 03 Toekomst Toekomst1 Toekomst2 A Support support effacts com T 31 20 330 16 82 About EFFACTS Figure 3 9 Meeting screen with menu options Agenda items Already entered agenda ite
13. Governance in control FEATURES EFFACTS State of the art security settings 100 configurable factsheets Clear org charts and overviews Flexible Reporting Automatic notifications Statistics on both usage and data Registration of historic data Structured search function PRICING EFFACTS Total contracts per Department mie nfrocrement ET Steed Oeveeeret nm Exclude risk of multiple versions No upfront investment direct result Best Price Quality Universal compatible Flexible customization of data room Cost reduction and better risk management Standard index for documents PDF viewer with watermark Audit trail of use edit view create remove Workflow for approvals and audits Generation of template documents Sending of email and notifications Export to Word Excel and PDF And much more SAX Fa 13 A effacts Effacts Boardroom User Manual abc Underlining text Figure 2 9 Drag your finger across the screen to underline text Various line thicknesses and colours can be chosen The menu for the Underline function has three buttons e Color to change line colour visibility and thickness e Scroll to activate the scroll sleep function e Cancel Done to cancel the note before you start or to confirm the entry iPad gt 100 B Factsheet Effacts B V pdf Gi Aa nl abc Drag your finger over text to En Cancel underline iwi corporate data Toom lt Meetings Introduction
14. OM Companies need alcorporate data room for a structured registration and efficient disclosure of their 15 rs A effacts Effacts Boardroom User Manual Adding notes Figure 2 11 Tap on the location in the document to which you want to add a popup note in the form of a text balloon iPad gt Meetings Introduction Meeting Board 20 mei 2014 12 00 14 30 00 What is the BoardRoom vV B Effact Boardroom Bus 01 Examples of features V B Example of a Meeting pdf C Example of an Agenda 02 Other important information V C Terms and conditions pdf D Security policy pdf 03 Key features A Figure 2 11 Adding notes 100 B Factsheet Effacts B V pdf mass v C Tap on the page to create a Note om Cancel Color Corporate data room FACTSHEET EFFACTS CORPORATE DATA ROOM Companies need a corporate data room for a structured registration and efficient disclosure of their most valuable business information EFFACTS is used for the management of contracts registration of minutes amp resolutions filing of annual accounts maintenance of shareholders registers due diligence surveys management of valuable knowledge reporting of claims and many other matters BENEFITS EFFACTS Total control access rights Sending data by email or post no longer required Very structured and objective registration data No custom software Available as
15. TURES EFFACTS Standard index for documents PDF viewer with watermark Audit trail of use edit view create remove Workflow for approvals and audits Generation of template documents Sending of email and notifications Export to Word Excel and PDF And much more L L a Fa 10 A effacts Effacts Boardroom User Manual The notes annotations change menu for the marking text function has four buttons Figure 2 6 e Note to add a popup text balloon to your notes e Colour to change the colour visibility and line thickness e Delete to remove the annotation note e Cancel Done to cancel the note before you start or to keep the entry iPad Meetings Introduction Meeting Board OD 20 mei 2014 12 00 14 30 00 What is the BoardRoom V B Effact Boardroom Bus 01 Examples of features V B Example of a Meeting pdf C Example of an Agenda 02 Other important information Effacts B V pdf gt C Terms and conditions pdf D Security policy pdf 03 Key features ii Figure 2 6 Marking text alterations 100 B Factsheet Effacts B V pdf Gi Aa AEFFGCIS m a a corporate data room FACTSHEET EFFACTS CORPORATE DATA ROOM dk iss need a corporate data room for a structured registration and efficient disclosur of minutes amp resolutions fling o of annual accounts maintenance of aie registers due diligence surveys management of
16. al Effacts functions 30 A effacts Effacts Boardroom User Manual 4 Effacts Support 4 1 Weblinks 4 2 Effacts Support contact information Effacts Support Website Phone 31 20 330 16 82 http www effacts com en support Email support effacts com Effacts instruction videos htto vimeo com effacts videos 31
17. ber 3 1 1 1 Secretary User Secretaries of a committee or meeting can add and remove information They are the allocated person to chair meetings of the committee s which they attend The Scretary is initially appointed by the Administrator The Secretary once added can make changes to the committee and to meetings 3 1 1 2 Committee member User A committee member user only has access to view records of committees and meetings of which they are a formal part The appointment of committee members is done by the Administrator or Secretary of a specific committee Before a user can be classified as a Committee member they must apply for a user account from the Admistrator 23 A effacts Effacts Boardroom User Manual The table below represents the access rights associated with a login role for various committee roles in the system the User role always applies in combination with the committee role Access to User committee User Secretary Administrator member Meetings in Effacts Boardroom App Annotations on the meeting documents In Effacts Boardroom App Create Edit committees Create Edit meetings User Management System Configuration Management ZA NOTE With both a User as well as an Administrator account you can be registered as a Committee member and or Secretary However with an Administrator account you maintain unlimited rights regardless of your committee role A User account in combination wit
18. change menu for the Drawing function has five buttons Figuur 2 8 e Note to add a popup textballoon to your notes e Color to change the colour visibilty and line thickness e Resize to change the size or to rotate a note e Delete to remove the note annotation iPad gt 100 NEE B Factsheet Effacts B V pdf Comes Wiad ie Done J Fa Note mp Resize Delete corporate data room Meetings Introduction Meeting Board OD 20 mei 2014 12 00 14 30 00 What is the BoardRoom J FACTSHEET EFFACTS CORPORATE DATA ROOM Companies need a corporate data room for a structured registration and efficient disclosure of their most valuable business information EFFACTS is used for the management of contracts registration of minutes amp resolutions filing of annual accounts maintenance of shareholders registers due diligence surveys management of valuable knowledge reporting of claims and many other matters B Effact Boardroom Bus 01 Examples of features vV B Example of a Meeting pdf C Example of an Agenda 02 Other important information C Terms and conditions pdf D Security policy pdf 03 Key features ii Figuur 2 8 Drawing changes BENEFITS EFFACTS Total control access rights Sending data by email or post no longer required Very structured and objective registration data No custom software Available as web service and installation Corporate
19. droom settings O Timeout automatic log out afetr a set time minutes O Sync docs download documents to iPad O Backup with backup left on Boardroom data Database files and annotation information but NOT documents are transferred during backups See http support apple com kb HT1766 viewlocalesnl NL e PDF settings O PDF flattening sending PDF exports with annotations occur in a format that can be read by most applications without any problems but can cause loss of quality and once exported can not be adjusted 20 A effacts Effacts Boardroom User Manual 3 Web application The web application Effacts Boardroom is used mostly by its Administrators to arrange meetings The web application can be accessed by every webbrowser Google Chrome Internet Explorer Mozilla Firefox Safari etc You log in via the webbrowser by going to https login effacts com login Via this web address you will find the log in screen where you can enter your Username and Password Figure 3 1 Should you be asked to change your password you will see the Change password screen Figure 3 2 Sign in with Google 1 effacts Save user name Support US 1 800 950 3045 EU 31 20 330 1682 Email support effacts com Figure 3 1 Login screen web application ENNL E Home 0 amp 0 Logout Johnson John A effacts Change password Current password New password You have to enter your password twice
20. generated email from Effacts Boardroom which provides you with a temporary password By clicking on the link in the email you will go to a new screen Figure 1 1 where you can change this password to your preferred version b A message from your Boardroom Administrator with your login details ENNL Home LAN 0 Logout Johnson John ZA effacts ve Change password Current password New password You have to enter your password twice to minimize the chance of typing mistakes CHANGE PASSWORD CANCEL Support support effacts com T 31 20 330 16 82 About EFFACTS Figure 1 1 Change password screen A effacts Effacts Boardroom User Manual 2 Boardroom App iPad The Boardroom App can be downloaded via the App Store After installation on your iPad you can start To start a meeting you need to log into the Boardroom App using your Username and Password 2 1 Logging in When you use the Boardroom App for the first time use will need to register a new Database on your iPad once only This is done by clicking on the plus sign on the start screen once only Figuur 2 1 Databases Add a database User Password URL https login effacts com Figuur 2 1 Login screen Boardroom App iPad first time access As soon as you have entered the correct login details select your own Boardroom title and click on GO A effacts Effacts Boardroom User Manual After completing the above
21. h the committee role is most commonly used for users limiting to allocated committees and meetings A effacts Effacts Boardroom User Manual 3 2 Registering new users NEW LOGIN New users only and simply need to be set up on the Homepage When setting up new users you need to take care that their email address corresponds to the Username for logging in Figuur 3 4 A username can only be entered once it is not possible to make chages to this Should a change need to be made to an email address a new account will need to be set up for this user ATTENTION Remember that when deleting an account all of the notes annotations related to this user are also deleted A new user automatically gets the login status of USER If a user needs Administrator rights then you need to navigate to the person s account and make the required changes via gt Edit login account To provide access to Boardroom functions you just need to send password To do this choose gt Mail new password Figure 3 5 This will result in the user receiving an email which will contain an automatically generated password The user can then login using their already known username and the automatically generated password Once logged in the user will be asked to set a new password To change personal details click on gt Edit person ENNL E Home w 0 amp amp 0 Switch database Logout Tam Vo Service Desk EFFACTS 01 Template Boardroom
22. heir most valuable business information EFFACTS is used for the management of contracts registration of minutes amp resolutions filing of annual accounts maintenance of shareholders registers due diligence surveys management of valuable knowledge reporting of claims and many other matters BENEFITS EFFACTS Total control access rights Sending data by email or post no longer required Very structured and objective registration data No custom software Available as web service and installation Corporate Governance in control FEATURES EFFACTS State of the art security settings 100 configurable f Clear org charts and overviews Flexible Reporting Automatic notifications Statistics on both usage and data Registration of historic data Structured search function PRICING EFFACTS Total contracts per Department Ses Shrecwement KT Bed mOeveogment n Exclude risk of multiple versions No upfront investment direct result Best Price Quality Universal compatible Flexible customization of data room Cost reduction and better risk management Standard index for documents PDF viewer with watermark Audit trail of use edit view create remove Workflow for approvals and audits Generation of template documents Sending of email and notifications Export to Word Excel and PDF And much more L L a Ma The underlined text area can be adjusted by moving the blue pins FACTSHEET EFFAG P CORPORATE DATA RO
23. ion PRICING EFFACTS Total contracts per Department Ss sPooeeen KT bed Development Pay ee w Exclude risk of multiple versions No upfront investment direct result Best Price Quality Universal compatible Flexible customization of data room Cost reduction and better risk management Standard index for documents PDF viewer with watermark Audit trail of use edit view create remove Workflow for approvals and audits Generation of template documents Sending of email and notifications Export to Word Excel and PDF And much more L L a Fa You can adjust the size of text boxes by dragging the edges corners together or further apart ertrouwelijk document intern gebruik I 18 A effacts Effacts Boardroom User Manual 19 A effacts Effacts Boardroom User Manual 2 3 General Settings Boardroom App Figure 2 14 MEETING ORDERING Ascending Sorting Field BOARDROOM SETTINGS Timeout Immediately downloads all documents after Sync docs synchronizing Allow backup to include Boardroom data excluding documents Backup PDF SETTINGS in oth lications Flatten PDF Guarantees PDF to show in other app ications may cause loss of quality and stability Cancel Submit Figure 2 14 General Settings Boardroom App e Sorting appointments O Ascending Descending order sorted by sorting term O Sorting field Index numerical Time meeting times e Boar
24. le of an Agenda 02 Other important information V B Factsheet Effacts B V pdf gt C Terms and conditions pdf D Security policy pdf 03 Key features S B Factsheet Effacts B V pdf 100 NEE V p OL OES AEFFA Ne nr corporate data room FACTSHEET EFFACTS CORPORATE DATA ROOM Companies need a corporate data room for a structured registration and efficient disclosure of their most valuable business information EFFACTS is used for the management of contracts registration of minutes amp resolutions filing of annual accounts maintenance of shareholders registers due diligence surveys management of valuable knowledge reporting of claims and many other matters Von ia ese y Helden Mi meer Meme me Pe PA St an Carmes Cut ne re mee EP eS eee AR BENEFITS EFFACTS Total control access rights Sending data by email or post no longer required Very structured and objective registration data No custom software Available as web service and installation Corporate Governance in control FEATURES EFFACTS te of the art security settings configurable factsheets r org charts and overviews tible Reporting fOMAatic notifications Statistics on both usage and data Registration of historic data Structured search function Pas PRICING EFFACTS mm Total contracts per Department mae Prec KT Sheed mDeveopment n os EL Exclude risk of multiple versions No
25. ms can be sorted by the using Related subjects reorder which allows sorting of the items by dragging using the cursor Figure 3 10 ENNL Home 2 7 G 2 Switch database Logout Johnson John EFFACTS Boardroom 01 04 2014 AA effacts ven Home Boardroom Meeting 03 Toekomst Boardroom Meeting RelatedSubjectsReorder Drag to change the order SAVE CANCEL Figure 3 10 Agenda index function 28 A effacts Effacts Boardroom User Manual 3 4 1 2 Meeting reports labelled Annex in the web application Meeting documentation refrred to as Annexes in the web application are the documents PDF MS WORD MS EXCEL etc or attachments which you add to an Agenda item You can add more than one attachement to an agenda item Annexes can also be restructured as descibed in paragraph 2 4 1 1 and as per Figure 3 10 3 4 1 3 Additional Boardroom meeting functions Apart from creating a meeting agenda there are also a number of important items that you can run or add to the meeting files dossier Figure 3 11 e Send invite Outlook Agenda request e Add invitee to invite an existing user not on this committee to this meeting e Mail agenda To send out the agenda to committee members or others using the CC or BCC lists without attachments e New minutes to enter the new meeting minutes e New resolution to enter new decisions resolutions e New task to register one or more new task
26. oardroom Bus 01 Examples of features dl EG Total contracts per Department del Sates wement SKT sbort Development gt m roon n Ce ee SS aces m re EER es an mue lee nos me a n nee aas mm RTE e B Example of a Meeting pdf mes BENEFITS EFFACTS C Example of an Agenda Total control access rights Exclude risk of multiple versions Sending data by email or post no longer required No upfront investment direct result 02 Other important information Very structured and objective registration data Best Price Quality No custom software Universal compatible Available as web service and installation Flexible customization of data room JV Corporate Governance in control Cost reduction and better risk management B Factsheet Effacts B V pdf gt Bo State of the art security settings Standard index for documents 100 configurable factsheets PDF viewer with watermark Clear org charts and overviews Audit trail of use edit view create remove C Terms and conditions pdf Flexible Reporting Workflow for approvals and audits Automatic notifications Generation of template documents Statistics on both usage and data Sending of email and notifications D Secu rity policy pdf Registration of historic data Export to Word Excel and PDF Structured search function And much more 03 Key features PRICING EFFACTS L L a Pa Figure 2 7 Drawing 12 A effacts Effacts Boardroom User Manual The
27. om App Figure 2 15 eise ee see ee ee RR ee RR ee ee ee 20 VVC OCTO ae ER RE Ee ER EE E ER Ge Ee OG RE EE GE n Ee ED ee 21 3 1 MS UES ccc ete EN RE OE EE EE eto vee eeatee tees 23 3 2 Registering new users NEW LOGIN inner 25 3 3 Registering new committees NEW COMMITTEE 26 3 4 Creating a new meeting NEW MEETING 27 3 5 RDS EE AE TE OE N N EE one ei nn 30 36 General TONCHOMS VE aC US GR EE Ke EE en GE EE ee ee EE Ee 30 4 TAGES SUD DO is ee A ee ee ee oe Ge ni 31 4 1 WOI RR ER EE RE OE EE E N 31 4 2 Effacts Support contact information ee RE ee ER ee ee ee ee RR ee ee Ee ee 31 A effacts Effacts Boardroom User Manual Dear Boardroom user Your organisation has chosen Effacts Boardroom the digital and paperless meeting application This document aims to familiarise the user with the functionalities of this meeting solution The meetings that will be visible to you in the Boardroom App iPad and the Boardroom Web application depends on e Your user rights for Effacts Boardroom e The Board s Committee s of which you are a member and their related meetings e Meetings to which you apart from your own committee are invited to parttake We wish you much productivity and we are convinced that you have made a good decision towards flexible useful and secure meetings by using Effacts Boardroom A effacts Effacts Boardroom User Manual 1 Login details You will receive your password via a An automatically
28. om the left side or Teleconference switch to your online backoffice 16 juni 2014 16 30 17 00 Quarterly budget review 30 juni 2014 13 30 17 00 Need support Contact our service desk US 1 800 950 3045 EU 31 20 330 1682 support effacts com Figure 2 3 Home screen Boardroom App A effacts Effacts Boardroom User Manual Your meeting commences and you want to refer to meeting documents After selecting the relevant meeting you can see its agenda items and related documents in the meetings screen Figure 2 4 iPad Meetings Introduction Meeting Board OD 20 mei 2014 12 00 14 30 00 What is the BoardRoom V B Effact Boardroom Bus 01 Examples of features V B Example of a Meeting pdf C Example of an Agenda 02 Other important information B Factsheet Effacts B V pdf gt C Terms and conditions pdf D Security policy pdf 03 Key features gt 100 B Factsheet Effacts B V pdf GQ VIEFFACTS corporate data room FACTSHEET EFFACTS CORPORATE DATA ROOM Companies need a corporate data room for a structured registration and efficient disclosure of their most valuable business information EFFACTS is used for the management of contracts registration of minutes amp resolutions filing of annual accounts maintenance of shareholders registers due diligence surveys management of valuable knowledge reporting of claims and many other matters
29. s actions for one or more users with associated deadlines Based on the dates an automatic email Alert will be sent out from the system one week prior to the deadline e Copy meeting use this function to create a copy of the meeting to relevant committee members advance this to a new date ENNL E Home LAE amp amp 2 Switch database Logout Johnson John EFFACTS Boardroom 01 04 2014 AA effacts ce Home Report Bestuur Boardroom Boardroom Meeting NEW AGENDA ITEM CHANGE AGENDA INDEX SEND INVITATION EDIT Status Inactive ADD INVITEE Committee Bestuur Boardroom Subject Boardroom Meeting MAIL AGENDA Date 03 25 2014 NEW MINUTES Start 12 30 NEW RESOLUTION End 13 00 NEW TASK i Kantoor Location COPY MEETING Remarks test OTHER FUNCTIONS Figure 3 11Meeting screen with menu options 29 A effacts Effacts Boardroom User Manual 3 5 Reports Under the header Reports on the Homepage you will see standard and custom overviews of e Current issues tasks carried over that still need to be actioned e Libraries Libraries of various committees which store documents and which can only be accessed by those committee members concerned e Create report use this to work from custom template reports from the database e Other functions reserved for advanced Boardroom systems users For questions about this please contact Effacts support effacts com or phone Effacts Support
30. sks actions all current actions per person per meeting O libraries listing of libraries O custom reports create a summary of specific information O other functions system settings for advanced users only 22 A effacts Effacts Boardroom User Manual 3 1 Users Before being able to have meetings users have to be created Once created these users will be able to access Boardroom for meetings by using their log in Before we expalin how to create a user we will cover the different types of users and their access rights Your organisation s appointed Administrator controls access to this application by providing users with a Useraccount consisting of a Username and Password The Administrators also determines which system access rights you will have in Boardroom Administrators Your organisation will need to allocate Administrators with the authority to be able to provide Usernames and Passwords for the use of Effacts Boardroom Users with an Administrator account also have access to all functions of the system including committees meetings and documentation Regardless of their role within a committee committee member Secretary the Administrator retains unlimited user rights in the system User Secretary amp Committee member A user only has access to Boardroom related to the committees and meetings of which they are a formal part Their participation is determined by the role they play on the committee Secretary or mem
31. to minimize the chance of typing mistakes CHANGE PASSWORD CANCEL TA Support support effacts com T 31 20 330 16 82 About EFFACTS Figure 3 2 Change password screen 21 A effacts Effacts Boardroom User Manual Before you can use Effacts Boardroom for meetings you need to create users committees and meetings Persons appointed by your organisation who have been granted the required access rights to the system can by means of a simple process set up meetings to enable these by using Effacts Boardroom Entering new meetings is usually done using the webapplication therefore this chapter covers the web application approach The Homepage format Figuur 3 3 should simplify the setting up of a meeting Use the header NEW to create new users committees and meetings ENNL E Home w 0 amp amp 0 Switch database Logout Johnson John EFFACTS Boardroom 01 04 2014 AA effacts pe Welcome to the EFFACTS Boardroom for more information please contact your administrator NEW OVERVIEWS REPORTS MEETING COMMITTEES PENDING TASKS COMMITTEE LOGIN ACCOUNTS LIBRARIES LOGIN PAST MEETINGS CUSTOM REPORTS OTHER FUNCTIONS A Support support effacts com T 31 20 330 16 82 About EFFACTS Figuur 3 3 Homepage Boardroom webapplicatie The header OVERVIEWS allows you to find overviews of committees login accounts and past meetings You also have the following functions under REPORTS O current ta
32. tom of the screen Documents that have already been referred to can be marked as read To do this place a green tick in the tickbox next to the selected document As soon as a new document replaces the old one the green tick will disappear A effacts 2 2 2 Annotations Notes Effacts Boardroom User Manual Annotations can be added to documents After selecting the document notes functionalities appear at the bottom of the screen document annotation to be entered Marking text Figure 2 5 There are five ways of adding annotations to a Selection of a functionality results in a Pop up menu to allow the notes Drag your finger across the text to highlight it Select the desired colour and select Done to apply The annotations menu for the Marking function has three buttons e Colour to change a colour appearance or line thickness e Scroll to activate the scroll sleep function e Cancel Done to cancel an annotation before you start or to save the entry iPad gt lt Meetings Introduction Meeting Board O 20 mei 2014 12 00 14 30 00 What is the BoardRoom V B Effact Boardroom Bus 01 Examples of features V B Example of a Meeting pdf C Example of an Agenda 02 Other important information B Factsheet Effacts B V pdf gt C Terms and conditions pdf D Security policy pdf 03 Key features Figure 2 5 Marking text 1
33. uction Meeting Board O 20 mei 2014 12 00 14 30 00 What is the BoardRoom V B Effact Boardroom Bus 01 Examples of features V B Example of a Meeting pdf C Example of an Agenda 02 Other important information V B Factsheet Effacts B pdf gt C Terms and conditions pdf D Security policy pdf 03 Key features u Figure 2 13 Adding text 100 B Factsheet Effacts B V pdf GQ es Tap on page to start typing ne A Cancel Color Font Vd T corporate data TOOM FACTSHEET EFFACTS CORPORATE DATA ROOM Companies need a corporate data room for a structured registration and efficient disclosure of their most valuable business information EFFACTS is used for the management of contracts registration of minutes amp resolutions filing of annual accounts maintenance of shareholders registers due diligence surveys management of valuable knowledge reporting of claims and many other matters BENEFITS EFFACTS Total control access rights Sending data by email or post no longer required Very structured and objective registration data No custom software Available as web service and installation Corporate Governance in control FEATURES EFFACTS State of the art security settings 100 configurable factsheets Clear org charts and overviews Flexible Reporting Automatic notifications Statistics on both usage and data Registration of historic data Structured search funct
34. veys management of valuable knowledge reporting of claims and many other md rs 11 A effacts Effacts Boardroom User Manual L Drawing on meeting documents Figure 2 7 Drag you finger across the screen to draw a freehand line Various line thicknesses and colours can be selected The menu for the Drawing function has six buttons e Color to change colour visibility or line thickness e Undo to undo the most recent entry e Redo to retrieve the most recent undone entry e Erase Draw to swith between the draw and erase functions The erase function allows you to rub out an entry as per pencil eraser e Cancel Done to remove a note before you commence or to confirm the entry iPad gt 100 lt Meetings B Factsheet Effacts B V pdf i eg Introduction Meeting Board Z Write or draw with your finger jy x Ga GF D Cancel 20 mei 2014 12 00 14 30 Color Undo Redo Erase Scroll EE mr 00 What is the BoardRoom ix 1 corporate data room J FACTSHEET EFFACTS CORPORATE DATA ROOM Companies need a corporate data room for a structured registration and efficient disclosure of their most valuable business information EFFACTS is used for the management of contracts registration of minutes amp resolutions filing of annual accounts maintenance of shareholders registers due diligence surveys management of valuable knowledge reporting of claims and many other matters B Effact B
35. web service and installation Corporate Governance in control State of the art security settings 100 configurable factsheets Clear org charts and overviews Flexible Reporting Automatic notifications Statistics on both usage and data Registration of historic data Structured search function PRICING EFFACTS Total contracts per Department eles nfrocrement ET head mOvveogment n Exclude risk of multiple versions No upfront investment direct result Best Price Quality Universal compatible Flexible customization of data room Cost reduction and better risk management FEATURES EFFACTS Standard index for documents PDF viewer with watermark Audit trail of use edit view create remove Workflow for approvals and audits Generation of template documents Sending of email and notifications Export to Word Excel and PDF And much more L L aa 16 A effacts Effacts Boardroom User Manual The annotations changing menu for the notes function has four buttons Figuur 2 12 e Note to add a pop up note e Color to change the colour visibility and thickness of lines e Delete to remove the annotation e Cancel Done cancel the annotation before you start or confirm the entry iPad lt Meetings Introduction Meeting Board O 20 mei 2014 12 00 14 30 00 What is the BoardRoom V4 B Effact Boardroom Bus 01 Examples of features V B Example of a Meeting pdf C Examp

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