Welcome to DewanDigital Enterprise

DewanDigital is a comprehensive governance platform designed to streamline committee management, meeting orchestration, and collaborative decision-making.

First Time Login

1. Navigate to the login page
2. Enter your email address and password
3. Click "Sign In" to access your dashboard
4. Optional: Check "Remember me" to stay logged in

System Requirements

• Modern web browser (Chrome, Firefox, Safari, Edge)
• Internet connection
• Screen resolution: 1280x720 or higher recommended

The Dashboard is your central hub for all governance activities.

Dashboard Components

• Welcome Card: Displays your name and role
• Statistics Grid: Shows key metrics (committees, meetings, pending approvals)
• Upcoming Meetings: Lists your next scheduled meetings
• Quick Actions: Fast access to common tasks

Navigation

Use the top navigation bar to access:

• Dashboard: Return to main overview
• Meetings: View and manage all meetings
• Committees: Manage committee structures
• Resolutions: Digital voting and approvals
• Agenda Builder: Create meeting agendas

Quickly find meetings, documents, users, or minutes from anywhere in the application.

How to Use

• Access: Click the search bar at the top or use the keyboard shortcut Cmd/Ctrl + K.
• Wildcard Search: Type any part of a word. For example, "Board" will match "Board Meeting", "Board Resolution", etc.
• Categorized Results: Results are grouped by type (Meetings, Documents, Users, etc.) for easy scanning.

Creating a Committee

1. Navigate to Committees from the main menu
2. Click "+ New Committee" button
3. Fill in the committee details:
   • Name: Committee name (e.g., "Board of Directors")
   • Description: Purpose and scope
   • Secretary: Select the committee secretary
   • Status: Active or Inactive
4. Click "Save" to create the committee

Managing Members

1. Click on a committee to view details
2. Navigate to the "Members" tab
3. Click "Add Member"
4. Select user and assign role (Chairman, Member, Observer)
5. Click "Save" to add the member

Editing a Committee

1. Find the committee in the list
2. Click "Edit" button
3. Update the necessary fields
4. Click "Save" to apply changes

Deactivating a Committee

1. Click "Deactivate" next to the committee
2. Confirm the action
3. The committee will be soft-deleted (can be restored)

Creating a Meeting

1. Go to Meetings page
2. Click "+ New Meeting"
3. Fill in meeting details:
   • Committee: Select the committee
   • Title: Meeting title (e.g., "Bil 4/2024")
   • Date & Time: When the meeting will occur
   • Location: Physical venue or online link
4. Click "Create Meeting"

Meeting Lifecycle

Viewing Meeting Details

1. Click on any meeting from the list
2. View comprehensive details including:
   • Meeting information
   • Agenda items
   • Attendees
   • Documents
   • Minutes status

The Agenda Builder allows you to create structured, professional meeting agendas.

Building an Agenda

1. Click "Agenda Builder" from the navigation
2. Fill in meeting details on the left panel
3. Click "Add Main Item" to add agenda items
4. For each item, specify:
   • Title: Agenda item name
   • Description: Details and notes
   • Duration: Estimated time in minutes
   • Presenter: Who will present this item
   • Sensitivity: Mark if conflict of interest applies
5. Click "Add Sub-item" to create nested items
6. Drag items to reorder them
7. Click "Save Changes" when done

Attaching Documents

1. Save the agenda first
2. Click "Attach File" on any agenda item
3. Select the document from your computer
4. The document will be uploaded and linked to the item

Drag & Drop Reordering

Click and hold the drag handle (≡) on the left of each item, then drag to reorder. The system will automatically update the numbering.

Seamlessly integrate Google Meet, Zoom, Microsoft Teams, or any video conferencing platform with your meetings.

Adding a Video Link

1. Open Agenda Builder for your meeting
2. Scroll to the "Video Call Link" field
3. Choose one of two methods:
   • Quick Helpers: Click "Create Google Meet" or "Start Zoom Meeting" to create a meeting in a new tab
   • Paste Link: If you already have a meeting link, paste it directly
4. Copy the video meeting URL and paste it into the field
5. Click "Save Changes"

Platform Detection

The system automatically detects which platform you're using and displays an appropriate button:

• Google Meet: Green "Join Google Meet" button
• Zoom: Blue "Join Zoom" button
• Microsoft Teams: Purple "Join Microsoft Teams" button
• Other platforms: Indigo "Join Video Call" button

Joining a Video Call

1. Open the Live Room for your meeting
2. Look for the prominent, animated button in the top bar
3. Click "Join [Platform Name]"
4. The video call opens in a new tab
5. Continue using DewanDigital for agenda, voting, and chat

Best Practices

• Create video meetings at least 24 hours before the scheduled meeting
• Test the video link before the meeting starts
• Include the video link in meeting invitations
• Use the same platform consistently for your organization
• Keep backup links ready in case of technical issues

The Live Room enables real-time collaboration during meetings.

Starting a Live Session

1. Open the meeting details
2. Click "Enter Live Room"
3. The meeting status changes to "In Progress"
4. All participants can join and see real-time updates

Live Room Features

• Attendance Tracking: Mark members as present/absent/apology
• Agenda Progress: Navigate through agenda items
• Live Notes: Take collaborative notes in real-time
• Timer: Track time spent on each agenda item
• Action Items: Record decisions and action points

Recording Attendance

1. In the Live Room, find the "Attendance" section
2. For each member, select:
   • Present: Member is attending
   • Absent: Member is not attending
   • Apology: Member sent apologies
3. Attendance is automatically saved

Navigating Agenda Items

1. Current agenda item is highlighted
2. Click "Next Item" to move forward
3. Click "Previous Item" to go back
4. All participants see the same current item

Ending the Session

1. Click "End Meeting"
2. Confirm the action
3. Meeting status changes to "Completed"
4. Proceed to generate minutes

Join live meetings instantly by scanning a QR code with your mobile device - no login required!

How to Join via QR Code

1. Open the Live Room on your desktop/laptop
2. Click the "Share" button in the top bar
3. A QR code will be displayed in the share modal
4. Using your mobile device:
   • Open your camera app
   • Point it at the QR code
   • Tap the notification that appears
5. The meeting opens in Kiosk Mode on your mobile device

Kiosk Mode Features

Sharing the QR Code

1. In the Live Room, click "Share"
2. The share modal displays:
   • Live Room Link: For authenticated members (voting & chat)
   • Video Call Link: To join the video conference
   • QR Code: For quick mobile access
3. Click "Copy" next to any link to share via email or messaging
4. Or display the QR code on a screen for in-person attendees

Security Considerations

• Read-Only Access: Kiosk mode cannot make changes or vote
• No Authentication: Anyone with the QR code can view
• Public Meetings: Only share QR codes for non-confidential meetings
• Sensitive Items: Mark agenda items as "sensitive" to control visibility
• Meeting Status: Only published/live meetings are accessible via QR code

Troubleshooting

A centralized hub for Board Secretaries to manage all meeting minutes with ease.

Key Features

• Centralized List: View minutes from all meetings in one place.
• Status Tracking: Instantly see if minutes are Draft, Pending Signature, or Published.
• Filtering: Use the "Filter by Status" dropdown to focus on "Pending Signature" items.

AI-Powered Generation

1. After meeting ends, go to "Minutes"
2. Click "Generate with AI"
3. AI analyzes meeting data and creates draft minutes
4. Review and edit the generated content

Manual Editing

1. Use the rich text editor to format minutes
2. Add headings, lists, and formatting
3. Include action items with:
   • Description
   • Assignee
   • Due date
4. Click "Save Draft" to save progress

Approval Workflow

Submitting for Review

1. Complete editing the minutes
2. Click "Submit for Review"
3. Minutes are locked from further editing
4. Awaits secretary signature

Digital Signatures

1. Secretary: Click "Sign as Secretary"
2. Chairman: Click "Sign as Chairman"
3. Each signature is timestamped
4. After both signatures, click "Publish"

Extracting Action Items

The AI can automatically extract action items from minutes. These include assignee, description, and due date, making follow-up easier.

Circular Resolutions enable digital voting on decisions outside regular meetings.

Creating a Resolution

1. Navigate to Resolutions
2. Click "+ New Resolution"
3. Fill in details:
   • Committee: Select committee
   • Title: Resolution title
   • Description: Full details of the resolution
   • Deadline: Voting deadline
4. Click "Save as Draft" or "Circulate Now"

Voting on Resolutions

1. Open the resolution from your list
2. Read the full description
3. Choose your vote:
   • Approve: Support the resolution
   • Reject: Oppose the resolution
4. Add optional remarks
5. Click "Submit Vote"

Vote Summary

View real-time vote counts:

• Approved: Number of approve votes
• Rejected: Number of reject votes
• Pending: Members who marked as pending
• Not Voted: Members who haven't voted

Auto-Resolution

When a simple majority (>50%) is reached, the resolution automatically changes status to "Approved" or "Rejected".

Generate comprehensive PDF board packs for meetings.

Generating a Board Pack

1. Open the meeting details
2. Click "Generate Board Pack"
3. The system compiles:
   • Meeting information
   • Agenda with all items
   • All attached documents
   • Previous minutes (if applicable)
4. Download the generated PDF

Board Pack Contents

• Cover page with meeting details
• Table of contents
• Full agenda with descriptions
• Supporting documents
• Professional formatting

Manage your organization's members, roles, and access rights securely.

Adding New Members

1. Navigate to "Users" or select "Manage Users" from your profile menu.
2. Click "Add Member".
3. Enter details (Name, Email, Role, Designation).
4. Password: You can set a password or use the Generate button to create a strong secure password instantly.
5. Click Save Member.

Roles & Permissions

• Super Admin: Full system access, including system settings.
• Board Secretary: Can manage meetings, agendas, users, and minutes.
• Board Member: Can view meetings, documents, and vote on resolutions.
• Management: Can upload papers and view limited meeting info.

Track and follow up on decisions and tasks resulting from meetings.

Tracking Actions

1. Go to "Matters Arising" / "Action Items".
2. View tasks organized by status: Pending, In Progress, Completed.
3. Click "New Action Item" to manually create a task if not extracted from minutes.

Updating Progress (Live Room)

1. In the Live Room, navigate to the "Matters Arising" agenda item.
2. You will see a list of outstanding items from previous meetings.
3. Click the Checkmark Icon to mark an item as complete instantly.

Board Pack View

Outstanding Matters Arising are automatically included as a dedicated table in the generated Board Pack PDF for easy reference by board members.

Stay updated with important events like new meeting invitations and resolutions.

The Notification Bell

• Located in the top navigation bar.
• A Red Badge indicates the number of unread notifications.
• The badge updates automatically every 30 seconds.

Managing Notifications

1. Click the Bell icon to open the dropdown.
2. Click on any notification to view details (e.g., go to the meeting page).
3. Use "Mark all read" to clear the badge count.

DewanDigital includes powerful AI features to streamline your workflow.

AI Draft Generation

1. Navigate to Meetings → Select Meeting → Minutes
2. Click "Generate AI Draft" button
3. Wait ~1 second for AI to generate content
4. If content already exists, click "Load AI Suggestion" to view the generated draft
5. Edit the generated content as needed
6. Click "Save Draft"

What the AI Generates

• Meeting header with date, time, and location
• Attendance section (to be filled in)
• Discussion points for each agenda item
• Resolutions and decisions
• Action items
• Next meeting and adjournment sections

Loading Saved AI Suggestions

If you've previously generated an AI draft:

1. Look for the "Load AI Suggestion" button (appears if a suggestion exists)
2. Click to load the previously generated content
3. The AI draft will replace your current content

Automatically detect and create action items from your meeting minutes using AI.

How to Extract Actions

1. Write your minutes using keywords: Action:, Task:, Follow-up:, or TODO:
2. Click "Extract Actions" button
3. Review detected action items in the amber box
4. For each item:
   • Select assignee from dropdown (meeting attendees)
   • Set due date (defaults to 7 days from today)
5. Click "Create All" to add them to the Action Items tracker

What Happens After "Create All"?

• All action items are saved to the database
• Items appear at Action Items page
• Assigned persons receive notifications (if enabled)
• Items show on assignee's dashboard
• You can track progress: Open → In Progress → Completed

Managing Created Action Items

1. Go to Action Items page
2. Click on any item to edit details
3. Update status as work progresses
4. Add completion notes when marking as completed
5. Filter by status or search for specific items

Phase 7 introduces enterprise-grade security and governance features.

Two-Factor Authentication (2FA)

Enhanced security for your account:

1. Go to Profile → Security Settings
2. Click "Enable 2FA"
3. Scan QR code with Google Authenticator or similar app
4. Enter verification code to activate
5. Save backup codes in a secure location

Audit Trail

All sensitive actions are logged for compliance:

• User changes (name, email, status)
• Document uploads and modifications
• Meeting status changes
• Minutes approvals and signatures

Admins can view the complete audit log at Admin → Audit Log

PDF Watermarking

Downloaded board packs include watermarks with:

• User name and email
• Download timestamp
• IP address

This prevents unauthorized sharing of confidential documents.

OCR & Full-Text Search

Search within PDF documents:

• Uploaded PDFs are automatically processed for text extraction
• Use the global search to find content within documents
• Results show matching documents with highlighted text

Document Annotations

Add notes and highlights to PDF documents:

• Private annotations: Only you can see them
• Shared annotations: Visible to all committee members
• Supports highlights, notes, and drawings

Risk Register

Track and manage organizational risks:

• Record risks with likelihood and impact scores
• Automatic risk level calculation (Critical/High/Medium/Low)
• Color-coded risk matrix
• Track mitigation strategies

Conflict of Interest (COI)

Annual COI declarations:

• Members submit annual declarations
• System tracks active conflicts
• Warnings appear in agenda builder for sensitive items
• Maintains compliance records

Managing Attendance in Minutes

The Minutes Editor includes a powerful Attendance Record tool.

1. Open the Minutes Editor for a closed meeting.
2. Scroll to the Attendance Record card.
3. The system pre-fills status based on Live Room logins.
4. Manually toggle status: Present, Absent, or Apology.

Inserting Attendance List

Once attendance is verified:

1. Click the "Insert into Minutes" button.
2. A formatted list (Present/Absent/Apologies) is automatically added to the top of your minutes text.

Enabling Dark Mode

1. Look for the theme toggle icon in the top-right corner
2. Click the moon icon (☾) to enable dark mode
3. Click the sun icon (☀) to return to light mode
4. Your preference is saved automatically

Benefits of Dark Mode

• Reduces eye strain in low-light environments
• Saves battery on OLED screens
• Modern, professional appearance
• All features work identically in both modes