Creating and Managing Private copies

Create a private copy

The concept of a private copy allows all users to create their own personal duplicate of any Board Connect meeting document, which is stored in that user’s OneDrive for Business account, while the original version is preserved in Board Connect.

Creating a private copy helps users to better prepare for and actively participate in meetings by enabling them to not only review published documents, but freely add any annotations, highlights, or comments in their copy for their own reference.

To create a private copy of a document, follow these steps:

  1. Browse to the Board Connect meeting page that contains the document you would like to create a private copy of. This could be a general meeting document or an agenda item document.
  2. Click to open the ellipsis menu () next to the document name.
  3. From the menu select Create Private Copy.
  4. You may see a loading icon for a few moments while your private copy is prepared. Once your private copy is ready you will see a success notification pop up.

    Select the ‘Click here’ hyperlink if you would like to open your document right away.

Opening your private copy via Board Connect

After you have created your own private copy of a document, you can access that copy at any time via Board Connect. To access your private copy of a document from Board Connect, follow these steps:

  1. Browse to the Board Connect meeting page that contains the document you have previously created a private copy of.
  2. Click to open the ellipsis menu () next to the document name.
  3. From the menu select Open Private Copy, which will launch your private copy of the document in a web browser.

Accessing your private copy via your OneDrive

When a private copy has been created of a Board Connect document, the copy is saved to a ‘Board Connect’ folder automatically created in your OneDrive for Business account. To access your private copy of a document from your OneDrive for Business account, follow these steps:

  1. Open your OneDrive. Browse to https://onedrive.live.com and login with your organisation account (the same account you have used to login into Board Connect). Alternatively, if you are using the OneDrive for Business sync client to sync your OneDrive to your Windows PC you can view your OneDrive files directly using File Explorer. You can also use the OneDrive app on mobile devices.
  2. After the first time you create a private copy of a Board Connect document, you will see a new folder called Board Connect has been created under My Files in your OneDrive.

  3. Open the Board Connect folder and you will see a sub-folder for each meeting from which you have created a private copy of a document (the folder name will be the title of the meeting)
  4. Open the meeting folder that correlates with the private copy you would like to open
  5. Click the name of the document to open it.

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