Meeting Documents Depository Users Guide-Jan2019

User’s Guide – WMA Meeting Documents Depository
USER’S GUIDE
ON
WMA OFFICIAL MEETING
DOCUMENTS DEPOSITORY
BOX.COM
INTRODUCTION
At its 188th
meeting in April 2011, the WMA Council expressed its desire to reduce its
environmental impact by going paperless. Since the 189th
Council meeting, documents posted
on the website before the meeting have no longer been provided at the venue in print.
Since 2014, the Secretariat introduced box.com at the 197th Council meeting as a parallel
sharing and synchronizing tool for official WMA documents. And in October 2016, the WMA
General Assembly in Taipei decided to introduce entirely paperless meetings provided a
suitable WiFi connection is available.
The WMA meeting documents are stored and shared in box.com platform through the
members area of the WMA website.
User’s Guide – WMA Meeting Documents Depository
STEPS TO ACCESS TO THE WMA MEETING DOCUMENTS
To access to this document depository, following steps are needed:
• Log in to the members’ area (https://www.wma.net/members-area/)
• Click “Working documents”
Username is your email
address. if you do not have
an account, please contact
the WMA Secretariat at
secretariat@wma.net.
you need your own
password. If you don’t
remember the password, you
may retrieve one via “Forgot
Your Password?”
User’s Guide – WMA Meeting Documents Depository
• If you do not have your own box.com account, please sign up first. Please use the same
email address which you used for the WMA members’ area!
• Sign in to box.com and once you drag the white cloud into the dark cloud, you will see
the “English (French or Spanish following your language preference)” folder. – Please
note that you need the second access to box.com after login to the members’ area. If
you don’t see those folders in your box.com, you need to contact secretariat@wma.net
to get an invitation.
User’s Guide – WMA Meeting Documents Depository
WMA MEETING DOCUMENTS FOLDER STRUCTURE
For users to find the documents in an easier way, the following new folder structure will be
implemented from the Council Session, April 2019. Index, agendas and other documents will
be available by the middle of March 2019 at the latest.
Council sessions:
Main folders Sub-folders (1st
level) Sub-folders (2nd
level) Note
00 Index Index provides the
direct links to the
individual folders and
documents.
01 Schedule and
Information
02 Participants
03 Council Activity Reports Former Secretary
General Report
Agenda and Minutes Agenda for upcoming
meeting and Minutes
from previous meetings
Committee Reports To be produced during
the meeting
Documents Revised by
Committees
To be produced during
the meeting
Urgent Items
04 Committees FPL Agenda and Report Agenda for upcoming
meeting and Report
from previous meeting
Finance
Governance
Outreach
Planning
MEC Agenda and Report Agenda for upcoming
meeting and Report
from previous meeting
Business in Progress
New Business
SMAC Agenda and Report Agenda for upcoming
meeting and Report
from previous meeting
Business in Progress
New Business
05 Reports and Minutes
to be approved at the
next meetings
Documents to be
available after the
meeting
General Assemblies:
Main folders Sub-folders (1st
level) Sub-folders (2nd
level) Note
00 Index Index provides the
direct links to the
individual folders and
documents.
01 Schedule and
Information
02 Official Delegates
03 Council Activity Reports Former Council Report
Agenda and Minutes Agenda for upcoming
meeting and Minutes
from previous meetings
Committee Reports To be produced during
the meeting
Documents Revised by
Committees
To be produced during
the meeting
Urgent Items
04 Committees FPL Agenda and Report Agenda for upcoming
meeting and Report
User’s Guide – WMA Meeting Documents Depository
from previous meeting
Finance
Governance
Outreach
Planning
MEC Agenda and Report Agenda for upcoming
meeting and Report
from previous meeting
Business in Progress
New Business
SMAC Agenda and Report Agenda for upcoming
meeting and Report
from previous meeting
Business in Progress
New Business
05 Associate Members Agenda and Reports Agenda for upcoming
meeting and Report
from previous meeting
New Business
06 General Assembly Agendas-Minutes-
Reports
Agenda for upcoming
meeting, Minutes from
previous meeting and
other Reports
Associate Members Documents forwarded to
GA by Associate
Members Meeting
Documents to be
Adopted by GA
Documents forwarded
by Council to GA and to
be voted on for adoption
at GA
Policies Adopted by GA Policy Documents to be
available after adoption
Presentations and
Speeches
07 Reports and Minutes
to be approved at the
next meetings
Documents to be
available after the
meeting
08 Scientific Session
For any questions, please contact the WMA Secretariat at secretariat@wma.net.
Updated on
28.01.2019