✨ Document Versioning

When preparing a board meeting agenda, documents are often updated multiple times — sometimes right up until the day before the meeting. The Document Versioning feature ensures that all participants always access the latest version, while keeping visibility on changes and preserving annotations ✍.

☝ What Is Document Versioning?

Document Versioning allows meeting organizers to update documents without breaking links or creating confusion. Each update creates a new version of the same document, ensuring:

• ✅ The agenda always points to the latest version
• ? Participants can see when a document has changed
• ✍ Annotations are preserved across versions
• ⚖️ A clear audit trail for governance

✍ For Meeting Organizers

As a meeting organizer, document versioning allows you to manage last-minute changes smoothly.

• Upload a new version of a document at any time during agenda preparation
• The document remains attached to the same agenda item
• Participants automatically see the latest version
• Previous versions remain accessible if needed

✅ No need to reattach documents or resend agendas.

☝For Board Members & Participants

As a participant reviewing the agenda, document versioning helps you stay informed.

• Keep your annotations and highlights
  • The Post-it  are reported from the latest version to the new one (they still stay on the first version where they have been created)
  • If the number of pages are smaller than the old version, put all the post-it on the last page

    Post it can be moved

⭐ Best Practices

• ⭐ Use versioning instead of uploading duplicate documents.
• ✍ Make structural changes early and use versioning for final updates.
• ? Participants should check version indicators before meetings.

❓ Things to Know

• Only users with edit rights can upload new versions.
• Previous versions remain available for reference.
• Annotations are preserved when supported by the document format.

✨ Conclusion

Document Versioning in the Board Portal ensures smooth agenda preparation, informed participants, and strong governance — even when documents evolve at the last minute ⚡.