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Notifications and Revisions

Use revisions to preserve a change record and explain updates after publication.

Revise a published agenda

  1. Open the current published agenda for editing.
  2. Make the approved changes.
  3. Select Create new revision.
  4. Enter meaningful Revision Text.
  5. Confirm visibility, notification audience, publication, and Group.
  6. Save.
  7. If Notifications was selected, immediately reopen the agenda, clear Notifications, and save again.
  8. Reopen and verify the newest revision.

Good Revision Text is brief and specific:

  • Section 5: Minutes updated
  • Section 11: Administrative Reports added
  • Building Committee attachment replaced

Avoid vague entries such as updated or changes.

Group-member revision notification showing Revision Text.

Figure SB-AAC-007. Revision Text tells Group members what changed.

The numbered callout identifies the Revision Text included in the Group-member notification.

Use the newest revision

When several entries share a title, use the Updated date and time to select the most recent revision. Do not delete older entries until the current published version is confirmed.

Notifications require a deliberate send

Select Notifications only for the save that should send a notice. After sending, immediately clear Notifications and save so a later edit does not accidentally send another notice.

Notify Group members without notifying the public

  1. Edit the agenda and make the approved change.
  2. Create a new revision and enter meaningful Revision Text.
  3. Set Visibility to Private.
  4. Select Notifications and save to notify Group members.
  5. Reopen the agenda.
  6. Restore Visibility to Public.
  7. Leave Notifications unchecked and save again.
  8. Sign out and verify that the agenda is public.

Do not leave the agenda Private

Complete the second save that restores Public visibility, then verify the signed-out view.

Revision checklist

  • [ ] The newest revision was edited and reviewed.
  • [ ] Revision Text explains the change.
  • [ ] Notifications were selected only for the intended audience and save.
  • [ ] Notifications were cleared and saved immediately after the intended notice was sent.
  • [ ] Final Visibility is Public when the agenda should be public.
  • [ ] Published remains selected.
  • [ ] The signed-out agenda works correctly.