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How to create reusable invitation for local government meeting

Local governments of all sizes play an important role in every country’s life. They act as a man-in-the-middle between national government and citizens, bringing government power closer to citizens. While doing so, local governments also need to follow rules about what data to store and publish. Wherever some data occur, there is almost always a space for improvement in efficiency and today we will show you how to use Lumeer’s Smart document view to easily create an invitation for local government meeting that will prevent data copying and duplication, thus saving members’ time spent on administration. However, Smart document concept is very general and so can be useful for a wide variety of tasks from many fields.

Let’s start with creating a collection named Meetings, as we want to store data about meetings there. In Lumeer, collection is a set of records with the same structure - similar as file or table.

After clicking on collection icon, we see it as a table and we add all columns that are required to be stored. Each row in a table represents one meeting.

The next meeting is going to be held on January 3th and we are now going to prepare an invitation for it. We choose a row with the meeting - we could of course choose multiple rows and work with them at once, but right now, we want only that one row. Then we switch to Smart document view.

We see the basis for our document: information from the row is displayed in finer detail. By hovering over the document, we display controls that allow us to edit existing text or add more sections before and after the block with row detail.

Let’s add a document header - this is done in a way we are used to from any other text editor.

When we move away the cursor, the editor toolbar disappears and we have just the plain and clean document.

Now, we would like to edit the text with invitation details. Again, we hover over that part of document and click on editor icon so that the editor is displayed. The values from the original table are highlighted in green, the rest is just ordinary text that we can edit.

Let’s modify the detail to a more “human friendly” form. We can see that there is still the date of the meeting from the original table row, however, we have accidentally deleted the time field. Nevermind, we can easily add it back with a single click.

We also need to add meeting agenda. As the information about meetings needs to be archived, we won’t just write it into the document. Instead, we will create a new linked collection with meetings agenda and immediately use in our document. This is Lumeer’s power - it allows you to create new data while working with them at the same time.

Every table starts from one cell, so Lumeer displays one cell as a starting point for our new empty collection.

We set name, color, icon and column headers for the new collection and add some rows.

We would like to see it a more natural form than in the table, so we choose detail view from context menu.

Now we would like to edit the formatting of agenda items. Because all agenda items are in the same collection (they are rows in the same table), the same style is applied to all of them at once automatically. Again, data from the table rows are highlighted in green.

Everything looks good and we can add a footer the same way as we added header before. Our meeting invitation is now ready and includes all information required by law. We will also save this perspective as “Meeting 3.1.2018 - Invitation”, so we can reuse it in future.

That was it! With Lumeer’s help, we have created nice document with invitation (that can be of course exported and printed) and inserted new data into appropriate table at the same time, so there is no need to copy and duplicate them between multiple sources. Lumeer is one place to store and use your data, because no matter if you are from private or public sector, we want you to work with your data effortlessly and efficiently. Don't forget to checkout more posts about how to add resolutions and discussion to the invitation document, effectively search and publish resolutions or reuse the document for the next meeting.



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