Upload Documents to Tasks and Link Documents to Meetings

We're excited to announce new functionality that allows you to Upload Documents to Tasks and Link Documents to Meetings in the Governance section. This enhancement provides greater flexibility for managing and collaborating on documents within Athennian.

Upload Documents to Tasks

You can now Upload external Documents directly to a Task, allowing you to centralize all relevant materials for a specific workflow. This is particularly useful for collaborative efforts, ensuring that all information is readily accessible.

How to Upload Documents to a Task

1. Navigate to the Tasks section in your entity
2. Select the Task you wish to add documents to
3. Click on the new 5. Additional Documents tab

4. Click + Upload and select the document from your computer

   Note: You can upload both PDF and Word document types.

Managing Uploaded Documents in Tasks

Once a document is uploaded to a Task, you can perform several actions:

• Send for Signature: Integrate with DocuSign to send documents for e-signature (click Send to Docusign). We will be extending this functionality to Adobe Sign in the future.
• Move to Minute Book: After a document is completed or signed, you can directly Move it to the entity's Minute Book.
  1. Click on the Move folder icon
  2. Select the desired folder within the Minute Book structure. You can choose an existing folder (click on Move here) or create a new one (click on New Folder).
  3. Confirm the Effective Date of the document (you can adjust this if needed)
  4. Click Confirm

Document Visibility and Redirection

When you Upload a Document to a Task, it will also be accessible in the main Documents section of the entity.

• The Documents section will indicate which Task the document is currently associated with, providing quick redirection.
• If you attempt to Delete a document from the Documents section that is linked to a Task, you will receive a notification that deleting it will also remove it from the Task.

Link Documents to Meetings

This new functionality allows you to connect relevant Documents directly to Meetings within the Governance section, which is invaluable for Annual General Meetings and other critical board and shareholder interactions.

How to Link Documents to Meetings

1. Navigate to the Governance section and then select Meetings
2. Select the Meeting you wish to link a document to
3. In the Meeting details, you will find a Documents tab
4. Click + Add Documents and select the appropriate document from your Minute Book, then click on the Link to Meeting button

This ensures that all pertinent documents are readily accessible within the context of the Meeting, maintaining a clear and accurate record while preserving the document's source of truth in the Minute Book.

Video Instructions

We hope these updates provide significant value and streamline your workflows within Athennian!