Board Portal - Circulate Information Through Rooms

The Circulate Information feature allows governance teams to copy and synchronize agenda items, decisions, and documents from one meeting room to another, including across different tenants. It eliminates manual duplication and ensures that information shared across governance bodies is always consistent and up to date.

✅ Who Is This For?

• Corporate secretaries managing governance across multiple entities or tenants.
• Board administrators responsible for distributing information across governance bodies such as boards, committees, and subsidiaries.
• Group-level governance teams coordinating between a parent company and its subsidiaries.

⭐ When Is It Useful?

This feature is particularly valuable when:

• A decision made at the executive committee level needs to be communicated to a subsidiary board.
• An agenda item or document from one meeting room must be shared with another room without manual copy-pasting.
• Your organization operates across multiple tenants and needs to share governance content across them.
• You want to ensure consistency of resolutions and documents circulated across multiple governance bodies.

✨ Key Benefits

• Zero manual duplication: copy or synchronize items across rooms in a few clicks.
• Cross-tenant sharing: circulate content even to rooms in different DiliTrust tenants.
• Always consistent: synchronized items stay aligned, reducing the risk of version mismatches.
• Streamlined group governance: enables efficient top-down and cross-entity information flows.

✅ Step-by-Step Guide

Circulating an agenda item to another room

1. Open the meeting containing the item you want to circulate in Board Portal.
2. Navigate to the Agenda and select the item you wish to share.
3. Click Circulate next to the item.
4. Select the destination meeting room. This can be in the same tenant or a different tenant.
5. Choose whether to copy (one-time snapshot) or synchronize (keep both rooms aligned when changes are made).
6. Confirm. The item and its content are now available in the destination room.

Managing synchronized items

1. Synchronized items are clearly marked in both the source and destination rooms.
2. Any update to the source item is automatically reflected in the destination room.
3. Administrators can disconnect the synchronization link at any time.

◼ Limitations and Known Constraints

• Cross-tenant circulation requires that both tenants are part of the same DiliTrust group configuration.
• Only authorized users with appropriate permissions in both rooms can initiate cross-room circulation.
• Synchronization is directional: changes in the source room update the destination, but not the other way around.

❓ FAQ

Can I circulate information to a room in a different DiliTrust tenant?

Yes, provided both tenants are configured as part of the same group setup in DiliTrust. Contact your administrator to confirm.

What is the difference between copying and synchronizing an item?

Copying creates a one-time snapshot in the destination room. Synchronizing keeps the two rooms aligned: updates to the source item are automatically pushed to the destination.

Can I stop the synchronization between two rooms?

Yes. Administrators can disconnect the synchronization link at any time. After disconnection, the items in both rooms become independent.

Are documents and attachments included when I circulate an item?

Yes. When you circulate an agenda item, its associated documents and attachments are included.