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Legistar 5 User Manual (In Part)

1. 142 records were Found Do you want to display them Records Found Message If your search returns multiple files scroll through them using the arrows on the bottom right hand corner or the Go To button To print the results run the File Summary report with the All Legislative Files option selected If you want to run another report click Clear and the menu at the top will once again revert to Search Mode Tip Asterisks can be used as wildcards to better define your search For example searching on the file ID 1003 will return all files that have an ID Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 67 starting with 1003 regardless of the next 2 numbers While a search for 1003 without a wildcard will return all files that contain 1003 in their number which would include files like 091003 Question marks can also be used in a similar way The difference being that when question marks will only require matching search results to have a character where the question mark is located So to use our sample from before searching on file I Ds with 1003 would return all files starting with 1003 as well as 010030 010039 but would not return 091003 because there is no character where the question mark is Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 68 How To Browse Legislative Files You can browse all of the recent legislative files by clicking on the Brows
2. Legistar 5 User Manual LEGISTAR 06 Secure Automated Open Government Generic Edition With ATS Daystar Computer Systems Inc Copyright 2010 Chapter 1 Welcome to Legistar 5 1 WA SCIE TESE PN 1 KE 0 unos aba shen E takin O NE ei teins enon ae seerieees 1 ea ea SR E T E te 1 Chapter 2 Getting Started 2 HOW TO LogIn Lo Legistal Seios OT a E rnk ones 2 Bele l TET EEE EE E 4 Personal SCUUINGS ssa er Seb 5 How To Change Your Personal SettingS cccceeeeeeeeeeeeeeees 6 Personal Settings General cccceee cece cess ee eeeeeeeeeesteneeeeeees 7 Personal Settings Legislative Fil S ccceee cece eeeeeeeeeeeeenees 8 Personal Settings AGQGNdAS ccccceee cece eee eee eeeeeeeeeeeeeneeeeeeas 9 Personal Settings MInutes aaarrnnannnnnssnnnnrrnnnnnnssnnnnnrnnunsuser 10 Personal Settings File LOCAtIONS c cece cess cece eee eeeeeeeneeees 11 Personal Settings Color SettingS cccce eee cceesee sees eeeeeeeees 12 How To Change Your PaSSWOMd ccccceesseeeeeeeeeeeeeeessaeeneees 13 How To Lock and Unlock Records cece cece ee eeeeeeeeeeeeeneees 14 Chapter 3 Working with Legistar Overview 15 Screen Layout Overview cece ccccce cece eee eeeeeeeeeeeeseeeseeageenenees 15 Main Navigation Bar cccccccec scene 15 Common Steen LAV OUT uia sas cada ie inda eee 16 Common Fields and Buttons cccccccceee eee eee
3. Regular Me 090770 Appointment Commiss ma 7 31 2009 Board of Supervisors 981038 Excavation in the Pu Text Search 7 21 2009 Board of S Regular Me 090734 Amending Ordinance 1 6 2 2009 Board of S Regular Me 090606 Charter Amendment vw Ka I IDI SINANG Danav anaf Orm averi eave 090605 Charter Amendment ae 992348 Use of Board of Supe Recent Minutes 992346 Traffic Regulations 7 31 2009 Board of Supervisors 991870 Approving a license 6 29 2009 Land Use a Regular Me 992338 Potential Litigation 7 2 2009 Rules Committee 992343 Closing and reversin 6 22 2009 Budget and Special Me 992344 Stop Intersections 6 18 2009 Rules Comm Regular Me 992345 Parking Regulations 5 5 2009 Board of S Regular Me 992349 Petitions and Comun 3121 2NNQ Danav af O Naas 1 av Wa 992352 Petitions and Commun Home Screen showing recently visited records Legistar 5 0 User Manual Generic Edition Chapter 4 Home Screen e 28 Item Description Tools The tools button allows access to Legistar Administration and Personal Settings Any changes made to Administration may require the use of the Refresh Administration Data tool for the changes to be immediately available in Legistar Reports This will take the user to the system reports These reports are not tied to a particular section of Legistar because they do not require a set of search results or a particular record Some reports found here ar
4. Action Date ACTDATE x Save Settings Signature Block Preview I do hereby certify that the foregoing FILETYPE is a full true and correct copy of the original thereof on file in this office m IN WITNESS WHEREOF have hereunto set my hand and a x Preview 1 Use Signature Texti Clerk of the Board Signer1 v Digital Signature Item Description Available This is a listing of different variables that can be Variables added to the Signature Block by clicking the right Signature Block Preview Use Signature Text n Legistar 5 0 User Manual Generic Edition arrow button that will contain information about the File that the report is being printed for This is pre loaded with text that prints at the bottom of the report before the signature line This is a display only field that allows users to view what the Signature Block will look like when it is printed on the report When checked this signature line will be included at the end of the report This is the text that will appear next to the name of the person who is going to be signing the Chapter 5 Legislative Files e 75 report This should be the desired title for the signer Signer n Users can select the signatory name that will appear for this signature line of the report If left blank the report will select the first name from the drop down list as the signer Digital Signature Will print the signature image that is loaded in Ad
5. File Text EF History f attachments G gt Details Quick Info Sup Info1 sup Info2 Approvals 5 E z Approver Name Due Days s O Tom Primozic 2 Approver Body A aporover Name Kevin Gil 1 Ron Cichon 3 2 Matt Cichon 3 3 Bob Benham 3 Due Days o Approval Required FYI g s Requester Cindy Keck P Go manage EF Add Sequence Initiate Save As II Pause Cancel 5 Of S Save new EfDelete E Pending Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 59 How To Create Legislative File Text You can create text files using Legistar s text editor but you also have the ability to use templates or individual sections To create a legislative file text NOTE 1 Press the Edit Current button on the right hand side of the File Text tab In order to edit a previous version use E file Text BF History Attachments Associations Details Info 1 Info 2 the drop down list to select the version you wish to edit and click the Set as Current button Then click the Edit Current button IR Delete Current 1 Current Set as Current Edit Current File 2 Click New and add the Title and body section by either typing it in or copy and pasting the text save new E File Sections 7 Clear gt Br GoBack IDGS d EGG 82 W we A Font Matter Version 1 Current v File Text 3 Wh
6. agenda generated with the file The Enactment Number field shows an automatically generated ID assigned based on the order that the legislation was enacted The Enactment Date field stores the date the file was enacted The Next Meeting Body field shows the next body that is scheduled to have the item on its agenda The Effective Date field is the date the legislation becomes effective as law The Last Edit field identifies the last person to edit the file what was done and when the change occurred Clicking on the Last Edit button allows you to see a log of all changes made The Info 1 and Info 2 Tabs The Info 1 and Info 2 tabs are two tabs that can be optionally hidden and contain five free text fields and five date fields each for any additional custom metadata The labels can be changed to more informative captions through administration so the labels on these tabs may be different If and how these fields will be used has not yet been officially decided Erie Text EF History Attachments Associations G3 Details Info 1 Info 2 Generic Texti Generic Text Generic Texts Generic Text4 Generic Texts Info 1 Tab Legistar 5 0 User Manual Generic Edition Generic Datel Generic Date Generic Date3 Generic Date4 Generic Dates Chapter 5 Legislative Files e 52 The Approvals Tab Some agenda items require a sequence of review and approvals prior to being on an agenda We will re
7. be added Defaults to the Legistar custom dictionary on the Legistar server Disregards this instance of the possible misspelling Disregards all instances of the possible misspelling Chapter 3 Working with Legistar Overview e 23 Add Adds this spelling as a valid word to the custom dictionary Change Changes this instance of the possible misspelling to the newly selected or altered spelling This button becomes enabled when the possible misspelling in the Not in Dictionary field has changed Change All Changes all instances of the possible misspelling to the newly selected or altered spelling This button becomes enabled when the possible misspelling in the Not in Dictionary field has changed Cancel Cancels the current spell check process gt To use Spell Check 1 Open the Spell Check utility to begin spell checking There are How To s in the Legislative Files Agendas and Minutes sections of this manual 2 Ignore or Add the possible misspelling if there is nothing to correct otherwise manually correct the spelling or choose a spelling suggestion and click Change Legistar 5 0 User Manual Generic Edition Chapter 3 Working with Legistar Overview e 24 How To Use Standard Paragraphs Standard paragraph allows you to store commonly used sentences and paragraphs in one location Then you can copy the text to the clipboard and paste it into an area of Legistar To use standard paragraphs 1 Click Tools
8. Files you can choose to run the report on either the current file you have open or on all files returned in your search by selecting This Legislative File File Number or All Legislative Files Search Results Count respectively This Legislative File 000067 _ All Legislative Files 216 In Agendas and Minutes you can choose to run the report on the entire meeting contents or on selected lines Select multiple lines for the report on the Agenda or Minutes tab using Windows standard CTRL CIick or SHI FT Click functionality Selected History Lines All History Lines Legistar 5 0 User Manual Generic Edition Chapter 3 Working with Legistar Overview e 26 To run a report 1 Click on the Reports button which always appears in the top right hand corner El Reports eg Help I USER Administrator 6 Min 51 Sec Reports Button 2 Select the report you wish to run from the provided drop down list E Reports EE Reports e Run Edit E Open Saved Report SF Spell Matter Summary MATTER SUMMA Matters Introduced Bi 19 Lil Meeting Attendance EE Meeting Calendar Destination Legislative Files Subject Matter Index Te il voting Record E Agendas Mailing Labels EE ae tar title status and introduced dat Minutes r Hearing Notices Pending Items List Generic SFE IFtrcduted tate T fn FR E Reports List 3 Choose
9. Name headings organizes the results in either numerical or alphabetical order Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 70 li Motion Motion Motion Hearing Hearing Resolution Record Sorting By Name Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 71 How To Create a Saved Search In cases where you run the same search on a regular basis you may find it easier to save your search criteria so that you can use it when needed To search for legislative files NOTE 1 Enter the criteria for your search as you normally would Make sure you are in Search Mode The top 2 Instead of clicking Search choose the Save Search option located under of the screen should the Tools menu read Search Mode If it doesn t then press Browse the Clear button to get to Search Mode Security Log Spell Error Log Lock Create Resolution From Refresh Standard Paragraph Fe Assign File Id s Undo File Id Assignment Refresh Administration r wlll EE t i Save Search Save Search 3 Enter a name for the search to be saved under and click OK Search Name Ea Fleaze enter the name for pour search Search Name 4 To run your search click on the down arrow next to the Search button and you can choose from any of your saved searches Each search you save only shows up on your account and won t be available
10. This will switch from Read Only Mode to Edit Mode Underline selected text Ctrl C Copies selected text to the clip board Ctrl X Cuts selected text and places it in the clip board Ctrl V Pastes text on the clip board to the current cursor location Ctrl Z This is the Undo key it will remove the last text typed or entry selected A user entering text can press the key multiple times to Undo multiple changes Legistar 5 0 User Manual Generic Edition Chapter 3 Working with Legistar Overview e 22 Spell Check Legistar s Spell Check tool is a standard design that should be familiar to anyone with familiar with a word processer The Spell Check form is common to all screens spelling Check Add Words To Legistarlust DCT Item Not in Dictionary Suggestions NOTE If you add a word than it will not be picked up by spell check for ANY Legistar user Please make sure the word is correct before adding it Ignore Add Words To Ignore All Legistar 5 0 User Manual Generic Edition Description This is the possible misspelling that has been found This field will also contain the new value that the word shall be changed to after clicking the Change button These are possible corrections to the misspelled word Uncheck the box to hide the suggestions Click on a suggestion in the list to change the possible misspelling to the selected word Specifies the dictionary to which new words will
11. Today To enter today s date into the field enter t for today Add Days Weeks To add days weeks months years enter Months Years desired number d w m or y Examples 10d to enter the date ten days from today 2w to enter the date two weeks from today Subtract Days To subtract days weeks months years enter Weeks Months minus sign desired number d w m or y Years Examples 6m to enter the date six months ago 2y to enter the date two years ago After you enter one of these shortcut values into a date field and move to another field the date field automatically updates with the computed date Data Range Searching Data ranges can be entered as search criteria The range operators gt lt and to can be used in conjunction with all of the Data Entry Shortcuts described above Legistar 5 0 User Manual Generic Edition Chapter 3 Working with Legistar Overview e 18 Entry Description Greater Than and To add greater than or less than criteria enter gt Less Than or lt greater or less than symbol and data or data entry shortcut Examples gt 1 1 2008 to find all records with a date greater than 1 1 2008 lt t to find all records with a date prior to today s date Specified Date To specify date range enter start date to end Range date Examples 1 1 2008 to 12 31 2008 to find all records with a date within the year 2008 1 1 2005 to t to find
12. action taken on them in that range This allows users to limit the report to files that are currently assigned a specific status This allows users to limit the report to files that are of a desired file type Chapter 4 Home Screen e 30 Matters Introduced The Matters Introduced report is a list of files that were introduced in user defined date ranges MATTERS INTRODUCED Destination Acrobat Format PDF F Save the Report Displays the matter reference number and title for each matter sponsored by a legislator AvailableSponsor s Selected Sponsor s 33 Item s 0 Item s Selected Index es Begin Date End Date File Type 22 Item s 0 Item s Item Description Selected Moving sponsors from the Available Sponsors to Sponsors the Selected Sponsors field will limit the report to Files where those Board Members are assigned as Sponsors Selected Indexes This allows users to have only files that have the selected index terms appear on the report Begin End Date This will limit the files on the report to show files that were Introduced only during the specified date range File Type This allows users to limit the report to files that are of a desired file type Legistar 5 0 User Manual Generic Edition Chapter 4 Home Screen e 31 Chapter 5 Legislative Files The Legislative Files screen is where new files are created and edited and it provides file searching capabilities This chapter
13. all records with a date from January 1 2005 up to today Drop Down List Boxes A drop down list box is used to make a selection from established available choices Such fields identified by the down arrow only accept predefined entries The choices displayed reflect specific data entered in administration tables Click the down arrow to view a list of available choices Click desired list item Adding More Choices Some drop down list boxes can be edited on screen Security restrictions determine which users may edit these fields If a field name appears white when the cursor moves over it you can add choices to the list Double click on the field name to add new values in the screen that appears List to List Boxes List to list boxes allow one or more choices from a list to be added as part of a Legislative File The left side of the box lists available options which are controlled in the Administration tables by your System administrator The right side lists your selections Legistar 5 0 User Manual Generic Edition Chapter 3 Working with Legistar Overview e 19 Ge Legislative Files Sponsors E save 3 Tools Help Close Selected Sponsors A lioto Pier Michela Avalos John Board of Supervisors Prin Mayor 12 Itemis 1 Itemis File version 2 current List to List Box You move the choices by selecting an item and then clicking the arrow key to move it to the other side Multiple items may be
14. and Standard Paragraphs or press F8 to access the Standard Paragraphs dialog box amp Standard Paragraphs EE Copy To Legistar Clipboard Type here to search Standard Paragraph Name a Bd After Closed Session BD SPECIAL ORDER 3 30 P M 30 Day Boiler 30 Day Boiler 1 31 2002 Action Adjourn Adjourn Old After Closed Boiler AGE Closed Session Declaration AGE Litigation Cont with CA AGE Unable to Attend Boiler Agenda Changes Agenda Changes Boiler Agenda Changes Boiler2 ALG Closed Session Declaration ALG Litigation Conf with CA ALG Unable to Attend Boiler Appeal Rule 5 40 provides that when an ordinance or resolution is introduced which would CREATE a OR REVISE MAJOR CITY POLICY the committee to which the legislation is assigned shall not consider the legislation until at least thirty days after the date of introduction The provisions of this rule shall not apply to the routine operations of the departments of the City or when a legal time limit controls the hearing timing In general the rule shall not apply to hearings to consider subject matter when no legislation has been presented nor shall the rule apply to vi e gt w 3 OF 253 File Text 2 Select the stored standard paragraph name from the list or search for a specific standard paragraph using the search box 3 Click Copy To Legistar Clipboard to copy the text to the clipboard Standard Paragraphs ES Copy To Legistar Clipboard Type here to se
15. reordered by clicking on the document you wish to move and selecting the up and down arrows to the right of the list E Fie Text EF History Attachments Associations Details info 1 nfo 2 Sort Attach ments Name Description Expiration Date ME Print This Attachment With Reports Attached On EE Time ER Show This Attachment On Internet Reports File Type ES File Size Ds RR S Attachments Tab Item Description Import Import allows a user to browse for a file to add as a supporting document By clicking on the down arrow users are also able to import a hyperlink or scan a document directly into Legistar Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 48 Item Launch Remove Update Attachment Details Name Description Expiration Date Print This Attachment With Reports Show This Attachment On Internet Reports Description Launch allows a user to open the attachment in its native windows application Remove allows the user to delete the supporting document from the file Update Attachment Details allows the user to make changes to a supporting document Name is the name of the file that appears on the InSite page By default the file name will be added Description allows the user to enter information about what is contained in any of the attachments Expiration Date is the date the attachment will become obsolete this will
16. that is selected NOTE For more information on how to use the Spell Check please see the section in Chapter 3 on Page 23 The following fields can be spell checked NOTE e Workspace Title Every zoom box that e History Tab Action Note Action Text opens has spell check e Attachments Tab Name Description built in for immediate e Details Tab File Name Contact Comment Reference Drafter spell checking on just e Info 1 Tab Generic Text 1 5 that field e Info 2 Tab Generic Text 1 5 To spell check the Text File use the spell check in the Text File form Save mm New File Sections E 7 Clear Cc ZA eB Z U A Font To Fully Spell Check a Legislative File 1 On the desired file ensure that you are in Edit mode and that the file is unlocked 2 Open the text file Edit Current button and click on the Spell button Make corrections as needed Save and Close the text file editor 3 Run Spell Check from the Legislative Files screen to check the fields in the History Attachments Details and Extra Info Tabs Make corrections as needed Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 66 How To Search for Legislative Files You can use any number of criteria in any of the fields in the Legislative File form To search for legislative files NOTE L Make sure you are in Search Mode The top of t
17. the Destination to which you want the report to go Report AF Spell Help Close MATTER SUMMARY Destination cul Format FOF Destination Drop Down 4 Fillin any additional criteria 5 Click Run to generate the report Legistar 5 0 User Manual Generic Edition Chapter 3 Working with Legistar Overview e 27 Chapter 4 Home Screen Upon successful login your personal home screen opens Your navigation menu appears in the left vertical pane your personal login information displays on the top right pane and groups of recently visited records show in the main center right pane The bar at the top will have three buttons Tools Reports and Help Recently Visited The Recent Agendas Recent Minutes and Recent Legislative Files lists displayed on the Home screen are auto populated based on the records you have most recently edited or visited for more than 20 seconds The number of files that appear on these lists can be adjusted in Personal Settings under the Tools menu on the Home screen ae Tools EllReports Help LEGISTAR User daystar Legislative Management Software Security Group SuperUser Login Time 8 4 2009 09 05 AM Loghiative Version 5 0 107 iles Fil here Se ee SEEN Elapsed Time O Hrs 24 Min 50 Sec Recent Agendas Recent Legislative Files 6 4 2009 Rules Comm Regular Me 090587 Appropriating 714 15 Minates 7 2 2009 Rules Committee 090543 Revising Board of Ap 6 18 2009 Rules Comm
18. you select a sequence the names will populate the Legistar form The approval sequence is in sequential order and Legistar automatically moves the item on to the next approver The sequence zero 0 indicates a individual who ts an FYI The approver name field displays the names of the individual who can approve or disapprove a file on the line where their name appears The number of days an approver has to review and approve the legislative file If it is not completed by that time the file will be escalated to their alternate approver Chapter 5 Legislative Files e 53 Item Sequence Type NOTE d Once the Initiate Requester button has been selected the status of the file will change to ATS Review and the Initiate file will not be editable by any users other than the approval requester and the approvers until the process has been completed An Email will be sent to notify approvers of pending items Legistar 5 0 User Manual Generic Edition Description This can be set to Approval Review Request or FYI This field displays the name of the Legistar user who started the approvals process by clicking on the initiate button After the sequence has been added the initiate button should be clicked to start the process Chapter 5 Legislative Files e 54 How To Create a Legislative File To create a file NOTE To delete a legislative file contact the system administrator NOTE If you a
19. 17 Date Fields and Calendar ButtOns ccccceeceeeeeeeeeeeeeeeeees 17 Data Range Searching ccc essere rare 18 Drop Down LISE BOXCS aS 19 LISHTO LISE BOXES denied Sa a aaa 19 Record Set Navigation aenea oa A A T 21 DISGDIER BUON S rieker en Sd A a 22 Legistar Shortcut KEYS irera teia a GS aaa E 22 Spell Check NPR aa a e 23 How To Use Standard Paragraphs ccccceceeseeeeeeeeeeeneees 25 HOW To RUNA REPOT sesuais a eaa eara rE E a Net 26 Chapter 4 Home Screen 28 Recentiyo VIS EE ae a aE A EE mada 28 General Reports from the Home Screen c cece eeeeeeeeeeeeeeeeeees 29 Chapter 5 Legislative Files 40 Fe DEN ONS re 40 TOOLS MEN erdiren e aaa e 42 FETT NN 44 FETE FEN Vase 45 Using Word as your EAKON assis cri perl ad need ants 46 THe HISTORY TN apa IS 46 TE Attachments Tabus gaia a a ideas A ai 48 THE ASSOGIALIONS Lad ar a eras 49 THE Details VAD e Ne 51 FRENG LENA nto TaD EN 52 TAS Approvals TaD arver 53 How To Create a Legislative File rranaannnnrrannnnnssnnnnnrnnnnennr 55 Legistar 5 0 User Manual Generic Edition How To Create Legislative File Text ccccccseeeeeeeeeeeeeneeees 60 How To Add AttacnMentS cccccccee cece cesta 61 How To Change Versions ccc ccc ccceeee ee eeeeeeeeeeeeeneeeesseeaaenes 62 How To Add History Lines ccc ccece cece eee 64 How To Change a File s StatuS aanannannannnnnnnnssnnnrnnnssnnnrnnsnr 65 How To Spe
20. Mote Action Text Result Eisave New Fibelete Ea Agenda Sj Minutes El votes Ex History Criteria New History Button 2 Fillin the required information on the right hand side of the screen This includes the Action Date Acting Body Action Due Date and Target Body Acting Body Board of Supervisor AMENDED Action Note Action Text Result Pass O Fail None Esave E new Bbelete jagenda Eminutes Efvotes EF History criteria O OF 1 History Lines New History 3 Click Save when finished Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 64 How To Change a File s Status To change a file s status 1 While in Edit Record Mode click on the Status drop down menu Ordinance Status pes o Bus EINES Mayors Office Passed duties of the Office of Labor dentorce the Minimum Wage ee pon ittee Action New History Click Save to save the new status The next time an agenda is created the item will appear automatically in the section for the selected status Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 65 How To Spell Check a Legislative File Using the Tools gt Spell from the Legislative Files toolbar will spell check all text fields in the work space and the current tab
21. The In Control field will determine which legislative body is currently scheduled to meet and act on the file This field also determines agenda item order and works with security restrictions Date Introduced The Date Introduced field is the date on which the file was created The default date can be set to the next meeting date of the PLB This date can also be manually changed Agenda Date The Agenda Date directs a legislative file to appear on a specific agenda The agenda date can be left blank and the legislative file goes to the controlling body it is assigned Final Action The Final Action field displays the date of final action taken on this item During file creation data is not entered in this field If the final action date is present the file will not go to an agenda because Legistar assumes the file is completed The Final Action date is automatically entered by the system based on settings controlled by your system administrator Title The Title field is the title of the legislative file s text It is automatically populated with the text that you input in the Title section of the text file Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 41 Tools Menu 4 Browse Attachment Utility Security Log Spell Error Log Lock Create Resolution From Refresh Standard Paragraph Fe Assign File Id s Undo File Id Assignment Refresh Administration Save Search Delete Saved Searches Tool
22. This will override the sections specified in the Sections portion of the criteria and print the entire text of the file Chapter 5 Legislative Files e 77 Tails The Tails report provides a place for the required signatures and is preceded by the title and body of the ordinance or resolution Note there must be a final action date for the legislative matter in order to print a Tails report Run E7 Edit Settings Print Open Saved Report E Help S Close TS Destination Acrobat Format PDF This Legislative File 992309 All Legislative Files 2661 Save the report Provides a place for the required signature and is preceded by the title and body of the ordinance or resolution Note There must be a final action date for the legislative matter in order to print a signature report AvailableVariables Signature Block Preview Clerk Name CLERK A hereby certify that the Matter Type FILETYPE q foregoing FILETYPE was File Number FILENUMBER IACTION on ACTDATE by the Matter Status FILESTATUS JACTINGBODY of the City and Acting Body ACTINGBODY County of San Francisco Vote Result RESULT Action ACTION Action Date ACTDATE z A v 1 Use Signature Textil Clerk of the Board Signer1 hd F Digital Signature 2 Use Signature Text2 Mayor Signer2 Er C Digital Signature 3 C Use Signature Text3 siGNATURE3 Signer3 v C Digital Signature 4 C Use Signature Text4 SIGNATURE4 Signer4 v C Di
23. Unlock Legistar 5 0 User Manual Generic Edition Chapter 2 Getting Started e 14 Chapter 3 Working with Legistar Overview Screen Layout Overview The Legistar window consists of two components the main navigation bar and the program area screen Main Navigation Bar Regardless of which screen you are on in Legistar the Main Navigation Bar on the LEFT side of the screen always remains the same Item Home Legislative Files Agendas Minutes Text Search Legistar 5 0 User Manual Generic Edition Description The Home section provides easy access to items recently worked on or viewed as well as system reports and Legistar Administration The Legislative Files form allows users to create edit research and generally manage Legislative Files sometimes called matters or items independently of any meeting In Legistar the process of requesting drafting approving and attaching supporting documents starts here long before the file is ever included in any meeting agenda The Agendas form allows users to create and edit meeting agendas for each of the meeting bodies Based on set up information referred to as agenda definitions Legistar automatically generates meeting agendas for selected meeting bodies There is also the option to manually create a meeting agenda if desired The Minutes form allows users to record and publish actions taken on the agenda items either during or after the mee
24. any questions about which passwords are acceptable you Should contact your system administrator or IT staff Not all Legistar users have permission to change their own passwords If you don t have permission you need to contact your system administrator to change your password for you E save Tools Help x Personal Settings di Password Change Password For User CANRIGHT USER Old Password New Password Confirm New Yy Description This Screen allows the user to change his password To change your password 1 2 3 4 Change Password Screen Legistar 5 0 User Manual Generic Edition Enter your Old Password Click on the Save button On the Home screen Tools menu click the Password tab Enter your New Password and Confirm it Chapter 2 Getting Started e 13 How To Lock and Unlock Records Locking a file disallows any changes until it is unlocked This can also be done by clicking on the pink pad lock icon on the legislative file screen form or the Lock Unlock toggle command on the Tools Menu If the file is already locked this option reads Unlock There may also be certain actions recorded in the history tab or ata meeting which according to the rules set by your system administrator automatically lock a file To lock and unlock records 1 On the Tools menu click Lock to lock the file from editing 2 If the file is locked and you wish the edit it click
25. arch L Standard Paragraph Mame Ba After Closed Session BD SPECIAL ORDER 3 30 P M 30 Day Boiler File Text 4 Click Edit and Paste to paste the text Legistar 5 0 User Manual Generic Edition Chapter 3 Working with Legistar Overview e 25 How To Run a Report Reports in Legistar are used to retrieve and format almost any sort of information from the system You can run reports for specific files meeting minutes agendas or general reports on information that meets your criteria Common Report Settings Many reports have common settings All reports have a destination setting and the option to save the report Item Description Destination This can be a report format such as a PDF or Word document You can also choose to send the report as an attachment to your email send it straight to the printer or publish it to directly to the Web if you are running an Agenda or Minutes Include Many reports provide the option to print Attachments attachments associated with any legislative files in the report This option will only print the attachments that have been marked to be printed with reports Save the Report Reports with a file format destination such as PDF enable the option to save the report for future use When the report is run a save dialog box is opened providing the user with the opportunity to save the report to a familiar location on the user s workstation Printing Records In Legislative
26. ations Details Info 1 Info 2 He Code Section 0 Sponsors 0 Related Files 0 Associations Tab Item Code Section Indexes Sponsors Related Files Legistar 5 0 User Manual Generic Edition Description The Code Section allows the user to attach related code sections to a file An Index is used to reference a Legislative File to a certain topic Sponsors are the Councilors who are backing the file Legistar also allows a user to designate one or more Primary Sponsors and one or more Secondary Sponsors Related Files allows the user to link related Legislative Files together Chapter 5 Legislative Files e 50 The Details Tab The Details tab is a collection of additional information fields about each file jfile Text Be History Attachments Associations GB Details B info 1 EB Info 2 File Name Requester Contact Notes Agenda Number Next Meeting Body Details Tab Item File Name Requester Contact Comment Not Viewable Via Web Reference Drafter Cost Legistar 5 0 User Manual Generic Edition F Not Viewable Via Web Reference Drafter Coast Hearing Date a Enactment Number iJ Enactment Date Effective Date Description The File Name field is a text box intended to hold a Short summary description of the legislative file This is used to help easily identify items on minutes and agenda forms It can optiona
27. ave button Users responsible for creating new legislative files should visit their Personal Settings to make sure the files they create are pre populated with the desired default values in File Type File Status Controlling Body Contact and Text Editor Font Legistar 5 0 User Manual Generic Edition Chapter 2 Getting Started e 6 Personal Settings General Auto Save CalendarDisplay Recent Files Limit Search Results Threshold Work Style conser Personal Settings General Screen Setting Description Auto Save If Auto Save is set to YES all changes made to a record are automatically saved each time the user exits a record Calendar Display If Calendar Display is set to YES the Calendar tab on the Agenda and Minutes forms automatically retrieves and displays the meetings within the date ranges determined by the user s date range settings accessed under Personal Settings Agendas and Personal Settings Minutes If Calendar Display is set to NO records are not automatically retrieved NOTE Recent Files Limit Recent Files Limit determines how many files Setting the Search between 1 and 25 appear under the Recently Results Threshold Visited records lists on the Home screen value to 999 makes it unlimited A large Search Results Search Results Threshold is the maximum number number may affect Threshold of records retrieved in a user search Search your retrieval speed results that exceed the thresho
28. contains guides for creating a file drafting file text adding supporting documentation changing a file s version and file searching Field Definitions The following fields are found in the workspace area of the Legislative Files screen Search New 7 Clear ET Edit es Toolsv 4 Browse EZ Text Search In Control X Drafted Title Agenda Date Final Action Legislative Screen Item Description File ID The File ID is a unique number assigned to the file Automatic assignment of the number can be selected with the button next to the field Typically users start with a permanent number in the format of the year followed by a four digit number YYNNNN For example 094321 File Type The File Type field identifies what kind of legislative file this is such as an ordinance or a resolution It is used to help place the file in the appropriate location on the agenda In addition File Type is used in agenda grouping searching and reporting Specific File Types can be set to not appear on Insite Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 40 Item Description Status The Status field is used to identify where the file is in the legislative process When clicking on NEW the default status is Draft The default status for new files is based on the user s personal settings The Status is also used to group items on the agenda and for searching and reporting In Control
29. d at that time Legistar 5 0 User Manual Generic Edition Chapter 2 Getting Started e 11 Personal Settings Color Settings Date Text Color Future Date Text Color Past Date Text Color Today Field Focus Color Frozen Locked Fields Grid Row Selection Color AVS Activated Agenda GENERAL LEGISLATIVE FILES AGENDAS MINUTES FILE LOCATIONS COLOR SETTINGS Personal Settings Color Settings Screen Setting Date Text Color Future Date Text Color Past Date Text Color Today Field Focus Color Frozen Locked Fields Grid Row Selection Color AVS Activated Agenda Legistar 5 0 User Manual Generic Edition Description Date Text Color Future is the color for any dates beyond today s date Date Text Color Past is the color for any dates older than today s date Date Text Color Today is the color for today s date Field Focus Color is the color of the field on which your cursor is positioned Frozen Locked Fields color is the color of any fields that are locked from entry Grid Row Selection Color is the color of the selected line s on any grid AVS Active Voting System Activated Agenda color is the color of the active agenda item The AVS is an additional module that may not be activated on your system Chapter 2 Getting Started e 12 How To Change Your Password NOTE Your new password will be case sensitive and can contain special characters If you have
30. default value of the Controlling Body when a new file is created Default File Default File Status determines the default value of Status the Status when a new file is created Chapter 2 Getting Started e 8 Setting Description Default File Type Default File Type determines the default Type when a new file is created Text Editor Text Editor Default Font determines the default Default Font font used in the legislative file text editor Assign File ID as Assign File ID determines how the system by default assigns a file ID for newly created files Personal Settings Agendas HGISLATNEFLS 2 AGENDAS x Beginning Date Range For Calendar af f Default Meeting Body Board of Supervisors 4 MINUTES gt FILE LOCATIONS gt IN COLOR SETTINGS Personal Settings Agendas Screen Setting Description Beginning Date Beginning Date Range For Calendar determines Range For how many days back from today s date the Calendar calendar will display For example the value 90 Shows all agendas in Legistar from the past 90 days Default Meeting Default Meeting Body determines the default Body Meeting Body to be automatically inserted when a new Agenda record is created The Meeting Body can be changed after creation Ending Date Ending Date Range For Calendar determines how Range For many days forward the calendar will display For Legistar 5 0 User Manual Generic Edition Chapter 2 Getting Sta
31. detailed information of a record For Minutes and Agendas you have a Calendar tab and other tabs that allow you to build and edit agendas and minutes records The Legislative File tabs contain the text file the complete history and various associations such as sponsors and code sections attachments and various other data related to that file Legistar 5 0 User Manual Generic Edition Chapter 3 Working with Legistar Overview e 16 Common Fields and Buttons Throughout Legistar many of the same buttons can be found on almost every screen These buttons allow you to perform the same functions wherever they are found E Save search iNew 7 Clear ET Edit JR Tools A Browse Menu Buttons These buttons are found consistently throughout Legistar Button Description Save Save allows the user to save any changes made since entering that screen Search Search allows the user to search the Legistar database available only in Search Mode You can enter data or select the appropriate values and click Search This prompts Legistar to retrieve all the matching corresponding data New New allows the user to create a new file in the Legistar database Clear Clear displays information and returns to Search Mode Edit Edit allows the user to edit text fields with tools such as cut copy and paste Tools Tools gives the user access to a variety of different options and functions depending on the screen Browse Brows
32. e Voting Record General Certification and Meeting Calendar Help Help launches the Legistar Help file which contains information on specific fields as well as many of the process steps found in this manual Each screen has a Help button that opens the Help file to the page which covers the relevant screen General Reports from the Home Screen The following reports are available from the Reports button on the Home screen Matter Summary The Matter Summary report is a summary for a file or group of files The same Summary report is available here and in the Legislative Files screen Legistar 5 0 User Manual Generic Edition Chapter 4 Home Screen e 29 x Settings File Introduced Date El Reports Se Run ET Edit Open Saved Report F Spell Ed Help 3 Close E EEG 9 MATTER SUMMARY Destination Acrobat Format PDF X Save the Report Displays the file ID number type title status and introduced date of a legislative matter or matters File Final Action Date Begin Date ME Begin Date ME End Date ME End Date ME File Type Item Description File Introduced Date Final Action Date File Status File Type Legistar 5 0 User Manual Generic Edition Users can enter an exact date or a date ranged so that the report will only contain files introduced in that range Users can enter an exact date or start and end date so that the report will only contain Files that had a final
33. e allows the user to look through the screen records or the records most recently accessed Reports Reports allows the user to select a report to run based on the displayed Legistar data Help Help launches the Legistar Help file which contains information on specific fields as well as many of the process steps found in this manual Each screen has a Help button that opens the Help file to the page which covers the relevant screen Date Fields and Calendar Buttons Date fields store and display dates in the American standard mm dd yyyy format by default A calendar button is located next to each date field for easy date selection The selected date appears in various colors to symbolize the past present and future The default settings for date colors are Legistar 5 0 User Manual Generic Edition Chapter 3 Working with Legistar Overview e 17 Black Past dates Red Today s date Green Future dates These colors can be changed in Personal Settings When the calendar date selection tool is opened the date within the red circle is the current date The left and right directional buttons scroll the months Alternatively you may click on the name of the month and receive a list of months from which to select Clicking on the year provides an editable text box with up and down scroll buttons for year entry or selection Data Entry Shortcuts Each data field has keystroke shortcut functionality built into it Entry Description
34. e button NOTE Clicking on the arrow next to the Browse button brings down a list of recently accessed legislative files gt To browse for legislative files 1 2 Click the Browse button Click on the calendar button and select the Matter Introduced Date range you wish to browse Matter troduced Date From mr ma 999 records found 999 records displayed File ID 4 File Type File Status File Title Matter Introduced Date Click Go to browse If your set of search criteria does not narrow down the results you will receive a message asking you if you want to see all the results Choose Yes to see them or No if you want to add more criteria to narrow down the results so LD 142 records were Found Do you want to display them Records Found Message Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 69 5 The list of files appears displaying the Total Records Found and the number of records displaying Matter Introduced Date 93 records found 93 records displayed File ID m 10 0141 10 0142 14000443 1140 0144 100145 100145 400147 49 0148 1410 0149 100150 14040452 10 0153 10 0154 10 0155 10 0156 10 0157 10 0158 File Type Resolution Resolution Resolution Resolution Resolution Resolution Proclamation Motion Resolution Resolution Resolution Resolution Resolution Resolution Motion Resolution Motion Resolution Res
35. egistar maintains the file integrity as it captures specific file information attributes and events used by the system to create agendas minutes reports certified copies attendance and voting records calendars and many other standard reports and Internet displays Reports Legistar allows users to define and generate various reports in several formats There are options available from each Legistar screen that allow users to generate reports specific to that area InSite InSite is the public access module of the program that makes Legistar data available on the Internet Any legislative item is available in its entirety on the web page as soon as the Status is changed from Draft unless it is specifically flagged to be held off the Web on the Legislative Files Details tab Minutes or Agenda reports must be published to be available via InSite Legistar 5 0 User Manual Generic Edition Chapter 1 Welcome to Legistar 5 e 1 Chapter 2 Getting Started How To Log in to Legistar 5 In order to log in you must have a user account already created by your system administrator If you do not know your User Name or Password contact your system administrator who will provide you with your user name and reset your password This tutorial assumes the application is already installed on your PC To log in to Legistar 5 NOTE If a Legistar icon isn t present on your desktop look in your Start menu and under All Programs 1 D
36. elp Cancel RTF Zoom Box The OK button closes the box and saves any changes The save button saves changes and leaves the box open Record Set Navigation A set of files returned in a search a record set can be navigated using the arrows at the bottom right corner of the screen Description Navigates to the first file Navigates to the previous file Navigates to the next file Navigates to the last file Clicking the Go To button brings up a list of all records matching the search criteria You can filter the results by right clicking on the results and selecting which columns you want to have displayed and the order in which the records appear Ge le ie Legistar 5 0 User Manual Generic Edition Chapter 3 Working with Legistar Overview e 21 Disabled Buttons Buttons that appear dim or gray are disabled and cannot be used Buttons can be disabled for various reasons Record locking screen mode and user permissions are the most common reasons you may see a disabled button If you notice that many fields are disabled make sure you are not in Read Only Mode EX Legislative Files Read Only Mode Save ith Search Read Only Mode Legistar Shortcut Keys There are several keys board keys that are used for various functions in Legistar 5 Entry Description F8 This will open the Standard Paragraph screen NOTE Ctrl B and U will not Bold Italicize or Ctrl E
37. en finished click Save and click Go Back in the top right corner Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 60 How To Add Attachments NOTE The default file name will be the original name of the file you imported Your organization may have Standard naming conventions that you Should follow Expiration dates might apply depending on the Attachment Legistar s Attachment archiving tool on the Tools menu can be used to manage attachments that have expired dates There is no automatic deletion or archiving of files based on this date Legistar 5 0 User Manual Generic Edition Attachments often called supporting documents can be any type and of any size Many sites have standards for what kind of files attachments need to be gt To add attachments On the Attachments tab click on the Import button on the bottom left corner ot attachments 1 Mame Description Expiration Date Print This Attachment With Reports Attached On Show This Attachment On Internet Reports File Type Ri E EJtaunch i Pe Remove Update Attachment Details amp Import File al oe Import Hyperlink x E Scan Importing a File Browse to find the file you wish to attach and double click on it Add a description or expiration date if you wish File Text EF History 1 Attachments 1 Associations G gt Details Info 1 Info 2 Sort Attachmen
38. ersion 1 Current M Edit Current Text 5 Go to the Associations tab to add Sponsors Edit Sponsors 0 i Related Files Edit Sponsors If necessary you will also need to add the companion files 6 Add any sponsors You can select a sponsor by clicking on the name in the Available Sponsors list and use the arrows to move and rearrange the sponsor into the Selected Sponsors list Identify primary and secondary sponsors by using Tools gt Mark as Primary and Tools gt Mark as Secondary When finished click Save and Close Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 56 se Legislative Files Sponsors x E save 4 Tools Ed Help Close Available Sponsors Selected Sponsors Alioto Pier Michela Board of Supervisors Chu Carmen Daly Chris Duty Bevan Maxwell Sophie Neweom Gavin Mo Body efe FE FR 8 Items O Itemis NOTE File Wersion eurrent From the Attachment tab you can import any type of file Make 7 Add related files as needed Type the beginning part of the file ID in the sure to follow naming search box at the bottom and click the Go button Move the related files conventions set by from the left list to the right your system administrator Sponsors List Selected Files 9 Item s 0 Item s Related Files Tab 8 Add any supporting documentation on the Attachments tab Click Import to import a file hyperlink or sca
39. fer to these as pre agenda approvals entered in Legistar as Approval Sequences Each sequence defines the individuals that must review and approve prior to an item being on an agenda Legislative Files New Record Mode Esave asearch New 7 Clear BY Edit 3 Tools Q Browse 5 x Reports Help P EZ Text Search File ID 95 0402 Title Transportation Department recommending Resolution summarily vacating af E AQE 2005 005 one fifteen foot wide public utility easement and terminating and abandoning a rejected offer for two fifteen foot wide drainage easements located on APN 067 601 18 100 as requested by vi Agendas as D Text Search EK Reports Administrator EF Add Sequence Initiate Save As New J gt Start Cancel 0 of 0 Approvals Tab Item Add Sequence Approver Name Due Days Legistar 5 0 User Manual Generic Edition 3 a Advanced Search Hints ID Type Resolution Status Draft In Control Board Of Supervisors Files v E Created 9 22105 Agenda Date Final Action Attachments 2 Quick Info G Approvals Approver Name Due C Approver Body pr Approver Name e 8 Approval Required Due Days Requestor gt Manage Fai Save New delete 4 amp gt d OE 11 Of 11 Files Description The Add Sequence button displays a list of available approvals sequences After
40. for other users Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 72 How To Run all Master Reports for a Meeting If a user needs to they can run a batch of Master report for all files in a meeting gt To Run a batch Master report for a Meeting 1 Goto the Legislative File screen 2 Goto the History tab 3 Enter the meeting date into the Action Date field 4 Enter the meeting body into the Acting Body Time 04 30PM Action Taken Sent To Due Date MH Return Action Note Action Text Result Pass O Fail None Fsave ElNew BJbelete ES agenda S minutes Ehvotes History Criteria O OF 1 History Lines 5 Click Search 6 Click on Reports and select the Master report 7 Click on the option for All Legislative Files This Legislative File 000067 All Legislative Files 216 8 Click on Run Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 73 How To Approve Files With Legistar s main menu displayed select a file from the Approval Requests section on your home screen by clicking on the ID number Bottom Right Hand Corner How to Approve a File 1 Click on the File you wish to approve from the Home Sceen 2 Review the Text in the File Text tab 3 Review the Attachments under the Attachments tab make sure they are named correctly 4 Review the Sponsors and Related Files under t
41. gital Signature 5 Use Signature TextS SIGNATURES Signer5 v Digital Signature Item Description Available This is a listing of different variables that can be Variables added to the Signature Block by clicking the right Signature Block Preview Use Signature Text n Legistar 5 0 User Manual Generic Edition arrow button that will contain information about the file that the report is being printed for This is pre loaded with text that prints at the bottom of the report before the signature line This is a display only field that allows users to view what the Signature Block will look like when it is printed on the report Toggles the use of this signature Un checking this box will remove the title and name from the signature line This is the text that will appear next to the name of the person who IS going to be signing the report This should be the desired title for the signer Chapter 5 Legislative Files e 78 Signer n Users can select the signatory name that will appear for this signature line of the report If left blank the report will select the first name from the drop down list as the signer Digital Signature Will print the signature that is loaded in Administration for the selected signer Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 79 Text File The Text File report prints the text of an item with very little other information The user can select the specific
42. he Detail tab 5 Return to the Approvals tab and enter the appropriate action under the Approve sub tab 6 Click Save on the bottom of the screen Approvals 3 Debra Simon Di Escalated for Ina Tim Fruit Escalated Review Janice Pena Pending Reques Faction LE Delegate Approvers Manage s Approve Add Sequence 8 Initiate ES Save As Il Pause O Cancel 2 Of 3 E Save new El Delete Pending Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 74 Legislative File Reports From the Legislative File Reports screen you ll be able to create Certified Copy Master Tails Text File and Matter Summary reports Certified Copy The Certified Copy provides file text and file information for distribution to the public Reports Run E7 Edit Open Saved Report 4 spell x Settings Print E Help G Close TT 7 CERTIFIED COPY Destination Acrobat Format PDF This Legislative File 992309 All Legislative Files 2661 F Save the report Displays a certification preceded by the full text of the ordinance resolution or other matter that is being certified Note There must be a final action date for the legislative matter in order to print a certified copy AvailableVariables Clerk Name CLERK Matter Type FILETYPE File Number FILENUMBER Matter Status FILESTATUS Acting Body ACTINGBODY Vote Result RESULT Action ACTION
43. he screen should read Search Mode If it doesn t press the Clear button to get to Search Mode NOTE Some inactive controlling bodies file types and statuses will be available to select while in search mode NOTE If you need to edit a file and the menu bar says Read Only Mode you need to click on the Edit menu and then select Edit Record Once in Edit Record Mode you will be able to edit records until you switch back to Read Only mode Enter any criteria in one or more data fields If you are searching for a particular word or phrase and are not sure what field it might be in enter it into the EZ Text Search which searches through all text fields for legislative files this does not include drop down or date fields The EZ Text Search will only pull up files that contain the exact phrase searched for not any file that contains each word For this example we will use Resolution as the File Type and Mayor s Office for Status save ith Search new Ez Text Search F Clear ET Edit S Tools Q Browse El Reports f l Help File Number Status GEPA Office In Control Date Introduce Title Agenda Date Final Action Search Criteria Press the Search button If your set of search criteria does not narrow down the results you will receive a message asking you if you want to see all the results Choose Yes to see them or No if you want to add more criteria to narrow down the results
44. into a Lease Agreementwith Meals on Wheels of Northeastern 6 By right clicking on the results you can select which criteria to view your results by and how much detail you want to show You can save your layout for future use or restore the default layout File ID File Type File Status File Name Resolution Ordinance Ordinance Hearing Hearing Resolution Resolution Resolution Resolution Resolution Resolution Ordinance Resolution Resolution Resolution Communication ordinance Unfinished Business To be Introduced To be Introduced Spec Pending Cc Pending Ce Pending cc Pending Oc Pending cc Pending Committee Action Save Layout Restore Default Layout Select Columns Go To First Go To Last Pending Committee Action Pending Committee Action Pending Committee Action Mayors Office Killed Killed Filed 30 Day Rule Record Sorting By Type Celebrating Approval of SF xjxisuikimtd kdjekinalemtkiizdred lent v kimy sdymed xcvm Cm 533 Sutter Street w File ID nation Ordinance for Fiscal Ye w File Type w File Status w File Title w File Name ner Controlled Insurance Prac oppin Street vest of Valencia General Plan amendments Tunnel Construction Managem the 20th anniversary of San Francisco Animal Care amp Petitions and Communications Zoning Planning Code amendments in connection with the 2003 7 Clicking on the File ID File Type File Status File
45. k Local or through the Internet Remote 6 Click on the Login button or press Enter Legistar 5 0 User Manual Generic Edition Chapter 2 Getting Started e 3 Login Fields Item Description User Name The User Name is assigned by a system administrator when a user account is created through Legistar Administration Password The Password is a masked text entry box to establish user credentials with Legistar Passwords are initially established by a system administrator when creating an account through Legistar Administration Database The user connects to a Database in Legistar Typically the user can connect to two or more databases These generally include the production database in which all real work is done and one or more training or staging databases Training and production databases Should be distinguishable by their names Ifthey are not contact a system administrator Connect The Connect option determines how the Legistar user application connects to the Legistar server When working on a local network select Local When working from outside the office select Remote Legistar 5 0 User Manual Generic Edition Chapter 2 Getting Started e 4 Personal Settings The local settings and password settings are for each individual user This allows individuals to have more control in determining how the program is set up so they can use it more efficiently Personal Settings qEjPassword 9 Description E The se
46. ld results in a and display a useless message to the user asking if all records should number of files The recommended setting be retrieved A large number of records retrieved is 100 can affect system performance EXAMPLE If the Threshold is set to 50 and 45 Legistar 5 0 User Manual Generic Edition Chapter 2 Getting Started e 7 Legistar 5 0 User Manual Generic Edition Setting Description files match the desired criteria then they will show on the screen without a message If 55 records match the search criteria than the program will notify the user that the search threshold has been crossed and ask if he still wishes to see the results Work Style Work Style determines how the individual lines on the Agenda and Minutes grids are displayed If Work Style is set to YES the display uses a rich text format to imitate the look and feel of a printed Agenda If Work Style is set to NO the display uses a simple plain text format Personal Settings Legislative Files LEGISLATIVE FILES ne J Default File Controlling Body Board of Supervisors Default File Status To be Introduced Default File Type Resolution gt Text Editor Default Font Arial Assign File ID As Permanent File ID AGENDAS gt MINUTES gt FILE LOCATIONS gt COLOR SETTINGS gt Personal Settings Legislative Files Screen Setting Description Default File Default File Controlling Body determines the Controlling Body
47. ll Check a Legislative File cece ceceee cece eeeeeeees 66 How To Search for Legislative FileS cccecee sisters 67 How To Browse Legislative FileS c ccc ccee cece see 69 How To Create a Saved SearchN aaaannnnnnnnunnnnnnsnnnnnnnnsnnnnnnsne 72 How To Run all Master Reports for a Meeting 73 How To Approve FIl S ccccceee essere erre 74 Legislative File Reports c cece cc cessar 75 Chapter 8 Text Search 145 How To Text Search with Advanced Search ccceee eee eee ees 145 How To Text Search in Simple Search c ccc ccc cece ee eeeeeeees 147 Legistar 5 0 User Manual Generic Edition User Manual Index 148 Legistar 5 0 User Manual Generic Edition Chapter 1 Welcome to Legistar 5 What is Legistar Legistar is a proprietary software system developed and provided for you by Daystar Computer Systems Inc The system organizes and tracks legislative files maintains all supporting documents generates agendas manages meetings controls and supports workflow indexes meeting video and publishes all data reports files and media to the web In short it does everything needed to manage the information documents workflow and Internet accessibility for the city This is all done in three screens Legislative Files Agendas and Minutes As you create Legislative Files and send them through your internal workflow process L
48. lly be used in some reports The Requester field is a drop down selection box that contains a list of all legislative bodies from which a request for a legislative item can originate The Contact field allows the user to assign a particular primary contact person for this item and enter his or her information The Comment text box is for any sort of notes or comments that need to be entered The Not Viewable Via Web checkbox determines if the legislative item is not viewable through Legistar InSite A check here overrides any status that typically allows the file to be found through InSite The Reference text field allows a free text storage of a file reference such as a department or committee number The Drafter field allows the user to list the name or initials of the individual who drafted the file The Cost field allows the user to list any cost associated with this legislation Chapter 5 Legislative Files e 51 Item Must Be Heard By Agenda Number Enactment Number Enactment Date Next Meeting Body Effective Date Last Edit Description The Must Be Heard By date shows the next date on which this legislative file is to be heard in a meeting The file will not be automatically added to a board agenda until this date or after this date The user should use this field if an item is continued until a specific date The Agenda Number field shows any particular agenda number that should be used on the next
49. ministration for the selected signer Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 76 Master The Master report contains all the information on the file x Settings Print O all Legislative Files 2661 Legislative Text File with Page Break O Without Page Break Do Not Show Click on the Sections button to Sections Reports Je Run E7 Edit p Open Saved Report S Spell E Help 3 Close Displays all the information available on the legislative matter including its sponsors indexes and history This report prints all the data available in the Legislative Matter screen Show All Text select the File Sections to be displayed in the report MASTER REPORT Destination Acrobat Format PDF p This Legislative File 992309 Include Attachments Save the report x Save Settings Item With Page Break Without Page Break Do Not Show Sections Show All Text Legistar 5 0 User Manual Generic Edition Description Selecting this will print a copy of the report with the text printed on a second page after the Legislative File information Selecting this will print a copy of the report with the text immediately following the History of the file This option will print a copy of the report without the text of the file This allows users to pick specific sections of the file text they want to show on the report
50. n Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 57 Sot attachments Sd Mame Description Print This Attachment With Reports Attached On Show This Attachment On Internet Reports File Type RESP ENE EEE 2 Launch BE Remove Fi Update Attachment Details fee Import File Import Hyperlink Sponsors List 9 Goto the Details tab and fill in a File Name and Requester File Name F Not viewable Via Web Requester Reference Contact Drafter Notes Cost Hearing Date a q Agenda Number Q Enactment Number a Enactment Date Next Meeting Body Effective Date Detail Tab For some files you may also need to add information into the Note field 10 On the History tab add the Acting Body and Action Taken Version 1 Action Date Mi time oz46pm MM Acting Body Action Taken Sent To Due Date Action Note Action Text Result Pass Fail None Esave E new Pijpelete ESjagenda minutes Ehvotes EF History criteria O OF O History Lines History Tab Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 58 11 On the Approval tab select the appropriate approval sequence add any additional members often your department head to the sequence 12 When finished click Initiate
51. not cause automatic deletion Expired attachments will not be available on reports or through InSite Print This Attachment With Reports allows the user to print the attachment when creating an agenda packet Show This Attachment On Internet Reports allows the user to access the attachment through InSite View only fields are also present including the Attached On date and Time File Type Size and the Original Path of the File The Associations Tab This tab provides users with an easy way to index and reference their files by selecting options from a list of predetermined choices These fields allow you to categorize or group the files together There are four ways to associate and categorize files code sections sponsors indexes and related files Each of these can have unlimited selections which are added through a list to list box Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 49 NOTE The Primary Sponsor Is listed first and the sponsor list order can be changed using the up and down arrows The user designates a sponsor as Primary or Secondary by highlighting one of the selected sponsors and using either the Mark as Primary or Mark as Secondary commands from the Tools menu Different versions of a file may have different sponsors The user can view the sponsors for past versions with the drop down box in the bottom left corner Ei Text 7 History Attachments amp Associ
52. olution Resolution Resolution Resolution Resolution Records Found From 6 17 2010 A ve sismo File Status File Title To Be Introduced To Be Introduced To Be Introduced To Be Introduced To Be Introduced To Be Introduced Agenda Ready Passed Passed Passed Passed Passed Passed Passed Passed Passed Passed Passed Passed Passed Passed Agenda Ready Agenda Ready Proclamation declaring June 23 2010 as Ashley Blasi Day in Lackawar Motion to advertise a Requestfor Qualifications for a Status Offense Cour Authorizing the execution ofa memorandum of agreement between the E Designating Lackawanna County as a Recovery Zone under the Americi Approving the submission of aPCCD Grant Application Approving Professional Services Contracts between Lackawanna Sus qui Approving Current Payables Approving a Pennsylvania Redevelopment Assistance Capital Grant Agr Motion to bid forthe Indexing oflmaged Marriage Licenses forthe Regis Approving a Grantfrom the Lackawanna County District Attorney s Office Motion to extend the existing provider agreement with GeographIT for GI Approving Current Payables Authorizing a Grant Application for a Community Traffic Safety Project Entering into an agreement with the University of Scranton and authorizir Entering into a Letter of Agreement with Telespond Senior Services Inc Entering into a Lease Agreement with Meals on Wheels of Northeastern Entering
53. on 2 Click the Draft New button to create a new version 3 You are then asked if you wish to base your new version s text on the old file You will also be asked if you want to copy sponsors from the previous version to the new one In most cases unless you are completely rewriting the title you will choose Yes 4 Make changes to the Title Matter Version 2 Current M Amendment Section 5 Click Save and press the Go Back button on the top right corner Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 62 You are then asked if you wish to replace the old title with the new title Click Yes 6 Go to the Attachment tab and update the file text with a new file You are automatically prompted to change the version any time you change the file s Type Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 63 How To Add History Lines History Lines are automatically added when a file is acted on ina meeting but at certain points you will have to add a line manually Usually this happens when you want to record an action taken outside of a meeting such as the Received and Assigned action or any action taken by the Clerk or the Executive To add history lines 1 On the History tab click New at the bottom of the screen E tstory 1 aner Acting Body Board of Supervisor AMENDED gagga Action Date Acting Body Action Taken Sent To Due Date Action
54. or NOTE If users are required to add line numbers to your Resolutions and Ordinances they can do so using the Standard Word controls The location of this control may vary with the version of Word used It will typically be located under the Lay Out section under Page Setup Please see your Word Help for specifics Legistar 5 0 User Manual Generic Edition Using Word as your Editor If you are using word to edit your file text then clicking on the Edit Current button will open Microsoft Word Word will look the same with the same buttons and options that you are used to seeing but with an additional tool bar added identified by Legistar icons These buttons have options that will be very similar to those used by the Legistar text editor Using Word allows for users to work in a familiar environment import word documents and have access to Word features like spacing and line numbering Item Description New New allows the user to fill a default template into the Text file Import By clicking on the down arrow next to the new button the user has the option to Import a file The Import option allows a user to browse for a file and import the text from it Templates By clicking on the down arrow next to the New button the user can choose a Template set up by the system administrator File Selections A user can type in the desired dot dot section or choose it from this drop down list Save This Legistar Sa
55. ouble click on the Legistar icon on your desktop Desktop Legistar Icon The Legistar login screen appears 2 Enter your User Name Password Database SFRMIS56 T LEGIS T AR Legislative Management Software version 5 0 106 www legistar com NOTE User Name Field Connect Local Remote Your password is case sensitive and must contain a minimum of six characters 3 Enter your Password This information is already filled in if you were the last one to use Legistar on this computer Legistar 5 0 User Manual Generic Edition Chapter 2 Getting Started e 2 ae Login Database SFR 586 Tht LE GIS TAR Legislative Management Software Connect O Local Remote version 5 0 106 wwii Jegistar com Password Field 4 Choose the database you wish to access Login Password Database San Francisco TRE LEGIS T AR Legislative Management Software connect Local Remote version 5 0 106 www eagistar com 5 Ensure the Local connection type is selected if you run Legistar off your own server Remote if you use a Hosted system te Login Password Database SFRN1566 TRA LEG IS T AR i Legislative Management Software Connect Local Remote 1 version o 0 106 www legistar com Connection Type Selection This option allows a user to connect to Legistar either over your local networ
56. r to change the criteria for the lines that are displayed Options include e Past Actions Shows only history records on which actions have been recorded e Scheduled Meetings Shows 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 e Show All Shows all history records Version allows the user to view the version of the file associated with that line Action Date is the date the action occurred Time is the time the action was taken Acting Body is the body that took the action Chapter 5 Legislative Files e 47 Item Description Action Taken Action Taken is the motion that was made Sent To Sent To is the body the file was referred to Due Date Due Date is the date by which a response to a referral is required Return Return is the date the file was returned to the referring body Action Note Action Note is any text on the discussion of the file Action Text Action Text is the motion string of the action generated by Legistar Result Result is the result of the vote taken on the motion The Attachments Tab The attachments tab allows the management of all supporting documents for a legislative file Supporting documents can be of any file type and any file size They can be added deleted annotated and ordered on this tab If there are multiple attachments on a file they can be
57. ragraph Assign File I Ds Refresh Administration Save Search Delete Saved Searches Legistar 5 0 User Manual Generic Edition can also be done by clicking on the pink padlock If the file is already locked this option reads Unlock This tool will create a legislative file from a line added in an agenda The Refresh tool allows the user to update the screen with any changes that may have been made by another user while it was open The Standard Paragraph tool allows the user to open the Standard Paragraph screen which stores commonly used sentences and paragraphs in one location This enables the user to copy text to the clipboard and paste into any area of Legistar The screen can also be reached by pressing F8 This feature allows for the automatic assignment of File IDs to items that have not yet been assigned File IDs The Refresh Administration tool allows the user to update the local session with any basic changes that may have been made by the system administrator This happens automatically each time the user logs in Option to save the search criteria entered for frequently used searches Option to delete existing saved searches Chapter 5 Legislative Files e 43 NOTE In order to edit a previous version use the drop down list to select the version you wish to edit and click the Set as Current button Then click the Edit Current button File Text Tab The File Text tab contains a text previe
58. re drafting a file that is a copy of an existing file go to that file and choose the Copy File option under the Tools menu NOTE To edit legislative files switch to Edit Record Mode Ctrl E make any required changes to one or more fields and click Save Unless you are granted edit privileges by the system administrator you may not be able to edit files Legistar 5 0 User Manual Generic Edition 1 Under Legislative Files in the main navigation bar click on New to start the process er Legislative Files Search Mode Fa cave gh 5earch new 7 Clear EBT 6 EZ Text Search reo lel Legislative In Control Files New File Select a File Type from the drop down list E save disearch New Clear ET Edit 4 Tools Q Browse Ez Text Search File ID 080022 w In Control Board of Supervisors Title Fi RE File Type Selection Add File Text by choosing Edit Current E File text EF History Attachments associations Details info 1 info 2 4 Current Set as Current Edit Current Text A Chapter 5 Legislative Files e 55 You can Import a file if the text already exists or choose a template to start from scratch 4 Once file text is added click Save and Go Back Eisave New El File Sections 7 Clear Dre GoBack os Dee Slp BB eh B w we A Font Matter V
59. rted e 9 Setting Description Calendar example the value 90 shows all agendas in Legistar for the next 90 days Personal Settings Minutes Beginning Date Range For Minutes Calendar View Ending Date Range For Minutes Calendar Do View FILE LOCATIONS COLOR SETTINGS Personal Settings Minutes Screen Setting Description Beginning Date Beginning Date Range For Minutes Calendar View Range For determines how many days back the calendar will Minutes Calendar display For example the value 90 shows all View meeting minutes in Legistar from the past 90 days Ending Date Ending Date Range For Minutes Calendar View Range For determines how many days forward the calendar Minutes Calendar will display For example the value 90 shows all View meeting minutes in Legistar for the next 90 days Legistar 5 0 User Manual Generic Edition Chapter 2 Getting Started e 10 Personal Settings File Locations Export Directory rq Import Directory C Legistar 5 Sfrn import i COLOR SETTINGS Personal Settings File Locations Screen Setting Description Export Directory Export Directory is the default location that opens when selecting the location to export a file An alternate location can be selected at that time Import Directory Import Directory is the default location that opens when importing a file This is most frequently used when importing Attachments An alternate location can be selecte
60. s Menu Item Attachment Utility Security Log Spell Error Log Lock Legistar 5 0 User Manual Generic Edition Description The Attachment Utility tool allows the user to manage the attachments that have expired according to the expiration date for each attachment To preview all the attachments that have met the expiration date enter the desired expiry date it is most effective to use the greater than sign e g gt 8 12 04 and click on Search The files will be listed in order in the top portion of the screen After retrieving the desired attachments they can be saved to a different directory for archiving to CD and or batch printing Attachments that are expired can then be deleted or left for later if they are still needed To print the attachments in a batch move them to the print job section by selecting them and clicking on the down arrow or the add all button The Security Log tool allows the user to view a list of all changes made to the file as well as the date and time on which they were made The Spell tool allows the user to spell check the text fields of the file The error log is strictly for support purposes and will only be used under the guidance of a Legistar technical support representative The Lock tool allows the user to lock a file which disallows any changes until it is unlocked This Chapter 5 Legislative Files e 42 Create Resolution From Refresh Standard Pa
61. sections they would like displayed on the criteria screen J Run ET Edit Open Saved Report Spell x Settings Print E Help S Close 2 TEXT FILE Destination Acrobat Format PDF v This Legislative File 992309 O All Legislative Files 2661 Prints out the text that has been imported into a legislative matter Legislative Text File O With Page Break Without Page Break Click on the Sections button to selectthe File Sections to be displayedinthe report Sections Show All Text F Include Attachments F Save the report Item With Page Break Without Page Break Sections Show All Text Legistar 5 0 User Manual Generic Edition Description Selecting this will print a copy of the report with the text printed on a second page after the Legislative File information Selecting this will print a copy of the report with the text immediately following the History of the file This allows users to pick specific sections of the file text they want to show on the report This will override the sections specified in the Sections portion of the criteria and print the entire text of the file Chapter 5 Legislative Files e 80 Matter Summary The Matter Summary only contains the basic data about a file which is useful if the user wants a report on all the files a search returns Users can do this by clicking All Files under Print on the top right corner of
62. selected and moved by pressing and holding down the Ctrl key while selecting each one and then using the right arrow or by double clicking on each item The double arrow moves all the items in the box The up and down arrows arrange the listing of the selected choices only This is used to designate the relative importance of various Sponsors When searching in a list to list box you can only search on items that have been previously used Zoom Boxes Some Legistar fields are expandable to make it easier to enter and read extended text These are called Zoom Boxes You can type into the text field right on the form or you can open the Zoom Box by clicking on the button F Zoom de Go F Save Print CB Paste AF spell Bjadd Help Cancel Plain Text Zoom Box Legistar 5 0 User Manual Generic Edition Chapter 3 Working with Legistar Overview e 20 There are two types of Zoom Boxes in Legistar 5 RTF Rich Text Format Zoom Boxes and Plain Text Zoom Boxes The RTF Zoom Boxes have buttons that allow you to bold and underline text while the Plain Text Zoom Boxes do not allow text formatting You can tell the difference before opening the Zoom Boxes by looking at the Zoom Box button If it has an A on it like this a then it Supports RTF if it has a on it then it is a Plain Text Zoom Box Zoom I 0 or H Save amp Print SF spell dt Cut Ef Copy raste d Find B Z U aseStrike Color Font H
63. the criteria screen MATTER SUMMARY Settings Print Destination Acrobat Format PDF p This Legislative File 992309 All Legislative Files 2661 Save the report Displays the file ID number type title status and introduced date of a legislative matter or matters Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 81
64. ting When an agenda is generated Legistar automatically creates the template for the meeting minutes Users record the meeting attendance votes and other actions to create a formal legal record of a meeting Text Search allows users to search within the legislative matter text file for a specific word or phrase Using either simple or advanced search techniques Legistar quickly locates the Chapter 3 Working with Legistar Overview e 15 Legislative Files containing text that matches the search criteria Exit Exit closes Legistar Note that if the standard Windows application close Red box with a white X in the upper right corner is used the system prompts the user to confirm the command to exit the program Common Screen Layout The three major functional areas of Legistar Legislative Files Agendas and Minutes all have consistent screen layouts They are divided into two major areas each Workspace The workspace found at the top of the record display is the primary information area for each record It holds the data that summarizes the record and makes it easily identifiable to the viewer The workspace for Minutes or Agendas holds general information about the selected meeting such as the name of the meeting body the location and date of the meeting The workspace for a Legislative File displays information such as the File ID the Title of the file its Status and Controlling Body Tabs Tabs contain all the
65. tons you have the ability to add NOTE section and templates Some clients are set up to use word as ESSave New E File Sections Clear ED Help G Go Back their editor If this is D amp S AlS amp GA Bz U e A Font the case please proceed to the next section Matter Version 1 Current 7 File Text Tab Item Description New New allows the user to fill a default template into the Text file Import By clicking on the down arrow next to the new button the user has the option to Import a file The Import option allows a user to browse for a file and import the text from it NOTE Copy and Paste from a Word document may introduce extraneous hidden characters which cause the text to be displayed erratically in reports If this happens copy and paste into a simple text editor like Windows Notepad and then copy and paste into the Legislative Text editor Templates By clicking on the down arrow next to the New button the user can choose a Template set up by the system administrator File Selections A user can type in the desired section or choose it from this manual Undo Undo allows the user to Undo the last edit to the file Press Ctrl Z to undo Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 45 NOTE Not all clients use Word as their text editor In those cases use the proceeding section which describes the functionality of the Legistar Text Edit
66. ts 1 feedback Name feedback Attached On 8 3 2009 Time 3 48 PM Show This Attachment On Internet Reports E i File Type File Size 21 KB Orginal Path COLLIN C Documents and Settings Collin Canright My Documents feedback xls 1 Print This Attachment With Reports ES Import E Launch I Remove Update Attachment Details Attachment Description and Expiration Date If you add a file by mistake and wish to remove it highlight the file and click the Remove button Click Save when finished Chapter 5 Legislative Files e 61 How To Change Versions Legistar keeps track of different versions of the text files The designated current version will be used when the file is added to an agenda gt To change versions 1 Open the file for which you wish to add a new version Title E Es i Version Emergency ordinance 1 finding that an emergency exists for purposes of Charter Section 2 107 and 2 waiving certain City contracting provisions that are not allowed by the State under the State s standard form of purchase and sale agreement with the California Statewide Communities Development Authority and thus allowing the City to EF Edit Current meet the deadline to participate in the State program to issue bonds to offset the adverse effects of the State s Proposition 14 borrowing of local property taxes Draft New x Delete Current Current v j ig Set as Current Draft New Butt
67. ttings to the left will determine how Legistar works CalendarDisplay YES and looks for you These settings will work for you Pere temaer workstation you use to log Search Results Threshold on to your Legistar system Auto Save YES Work Style i m gt DO mo gt Personal Settings Screen Before establishing a comfortable work pattern with Legistar Daystar recommends that you personalize the application to fit your needs Several personal settings are available to tailor the user experience to your personal taste and work process Settings such as Auto Save and Grid Double Click control how you interact with the application while others such as Default File Type or Default File Status streamline the work process to make it as efficient as possible Legistar 5 0 User Manual Generic Edition Chapter 2 Getting Started e 5 How To Change Your Personal Settings The greatest benefit of Personal Settings is the ability to set default values for new files that you create You can also set a location from which the program looks for attachments and imports text files gt To change your personal settings 1 From the Home screen Tools menu choose Personal Settings E save Tools E Help GENERAL Auto Save WES CalendarDisplay Recent Files Limit Search Results Threshold Work Style Personal Settings Screen 2 Click on the sections you want and set the options under each heading 3 Click on the S
68. ve button IS NOT the same as clicking on the Microsoft Word Save button It must be used to load any changes into the system Once the user clicks on Save Word will close and the updated new file text will populate into the Text tab of the Legislative File screen The History Tab The history of a file shows all actions that have been taken on the file These actions are usually taken during a meeting but can also be added from this screen Actions that were taken from a meeting cannot be edited here but rather must be changed in the minutes Chapter 5 Legislative Files e 46 History Tab Item Save New Delete Agenda Minutes Votes History Criteria Version Action Date Time Acting Body Legistar 5 0 User Manual Generic Edition Version 1 Action Date 7731 2008 fue Time 02 58 Phil Qui acingBody Action Taken Sent To Due Date ME return ME Action Note a Action Text A Result Pass Fail None Description Save allows the user to save any changes made to a History line New allows the user to add a new history line and the President s actions for new files Delete allows the user to delete selected lines Agenda allows the user to display the agenda associated with the selected line Minutes allows the user to display the minutes record for the selected line Votes allows the user to view the votes taken on the selected line History Criteria allows the use
69. w box and controls for editing the text No editing can be done directly in this preview box file Text F History f Attachments SP Associations Gp Details Info 1 Info 2 version ET Edit Current Draft New x Delete Current Set as Current File Text Tab Item Description Edit Current Edit Current opens up the text editor or Microsoft Word and allows the user to make changes to the current version Draft New Draft New allows the user to create a new version of the file The system asks the user if he wishes to keep the current file text on which to base the new version and if he wishes to keep the same sponsors The majority of the time the answer to both questions will be Yes Delete Current Delete Current allows the user to delete the current version of the file text and revert to the old version Viewing Past The versions drop down listViewing Past Versions Versions List allows the user to select and view or edit past versions The version number followed by Current is listed in a drop box Set as Current Set as Current allows the user to view an old version and set that as the current version This also allows the user to edit the selected version or runprint reports using it that version Legistar 5 0 User Manual Generic Edition Chapter 5 Legislative Files e 44 File Text Editor This is the screen used to edit or add new file text In addition to Standard Legistar and Editing but

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