Board Portal - Circulate Information Through Rooms

Circulating information lets you copy or synchronize agenda items, decisions and documents from one room to another, even in a different DiliTrust environment. You no longer need to duplicate content by hand, and information shared between boards and committees stays consistent.

It is useful, for example, when an executive committee decision must be shared with a subsidiary board, or when the same document must be available in several rooms.

✋ Who can do what

• Administrators (for example corporate secretaries, board administrators and group governance teams) circulate items, provided they have the right permissions in both rooms. They can also disconnect a synchronization at any time.
• Board members of the destination room see the circulated items in their meeting.

✅ Administrators: circulate an agenda item to another room

1. In Board Portal, open the meeting that contains the item.
2. Go to the Agenda and select the item to share.
3. Click Circulate next to the item.
4. Select the destination room. It can be in the same DiliTrust environment or in another one.
5. Choose copy (a one-time copy) or synchronize (both rooms stay aligned when the item changes).
6. Confirm. The item, with its documents and attachments, is now available in the destination room.

⏩ Administrators: manage synchronized items

• Synchronized items are clearly marked in both rooms.
• Any change to the original item is copied automatically to the destination room.
• You can disconnect the synchronization at any time. The items in both rooms then become independent.

◻ Limitations

• To circulate to another DiliTrust environment, both environments must be part of the same DiliTrust group configuration.
• Only users with the right permissions in both rooms can circulate items.
• Synchronization works in one direction only: changes in the original room update the destination room, not the other way around.

❓ FAQ

Can I circulate to a room in another DiliTrust environment?

Yes, if both environments are part of the same group configuration. Ask your administrator to confirm.

What is the difference between copying and synchronizing?

Copying creates a one-time copy. Synchronizing keeps both rooms aligned: changes to the original are sent to the destination automatically.

Are documents included?

Yes. The item's documents and attachments are included.