Meeting Documents Depository Users Guide-Jul2021

USER’S GUIDE
ON
WMA OFFICIAL MEETING
DOCUMENTS DEPOSITORY
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.
To meet the compliance requirement by the EU General Data Protection Regulation (GDPR),
it is decided to close the WMA meeting documents depository in “box.com” and the
documents are transferred to the “SharePoint-WMA Working Documents”. This is effective
from 19 July 2021 and the box.com will be closed by the end of July 2021. Invitation will be
sent to each member by email and the “SharePoint” link is available 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:
By email invitation:
1. All members (Constituent Members and Associate Members) and partners will receive
the invitation email from WMA Secretariat as below:
2. To access to it, you need to own microsoft account. If you don’t have it, you may create a
free account at https://signup.live.com/. Then please click “WMA Working Documents”
and you will end up the page as below:
Click “Documents” or
directly language folder
which you want to access.
User’s Guide – WMA Meeting Documents Depository
3. The members are invited as “Visitors” with “Read” permission as below:
Through WMA website:
4. Log in to the members’ area (https://www.wma.net/members-area/)
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?”
You may also synchronize
the folder(s) or documents
into your own “OneDrive”.
The synced documents will
be in read-only.
You may download the
selected folder(s) into your
desktop or copy to your own
“OneDrive”.
You can share the document
via link within the invited
group only.
Please disregard these two
functions which would not
work with “Read”
permission.
User’s Guide – WMA Meeting Documents Depository
5. Click “Working documents”
6. The “SharePoint” link is available. Bookmark this link in your browser would be the best
way for future access. If you do not have your own Microsoft account, please see the
instruction no. 2 above. Please use the same email address which you used for the
WMA members’ area!
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 has been
implemented from the Council Session, April 2019. Index, agendas and other documents will
be available one month prior to the meetings.
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 Forwarded
by Committees
To be produced during
the meeting
Documents Revised by
Council
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
User’s Guide – WMA Meeting Documents Depository
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 Associate Members Agenda and Reports Agenda for upcoming
meeting and Report
from previous meeting
Business in Progress
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
Documents Forwarded
for Information
Documents forwarded
by Council to GA for
information
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 or requests of invitation to the “SharePoint”, please contact the WMA
Secretariat at secretariat@wma.net.
Updated on
15.07.2021