How to use board portal tools (Agenda, My Notes, Review & Final)?

Here are the instructions on how to collaborate digitally from the creation of the agenda to e-signing of the meeting minutes with ContractZen. First you will need to create a meeting. You can start it, for example, from the dashboard by clicking Add, next to the desired meeting category. Then type all the necessary information of the meeting and save.



Here you can create an agenda for your meeting. Only one user can create the agenda. It will be visible to other users only after it has been published. Other users can add attachments to the agenda once it is published, but other kinds of editings are only available to the agenda's creator. While editing the agenda, you can choose the secretary of the meeting. Later, only the secretary of the meeting can write and publish the minutes for Review and for the Final phase.

My Notes

Here you can write your personal meeting notes. The notes will be visible only to yourself. We recommend that you create the notes after the agenda has been published, because then the agenda will be copied here. It will be empty if you create them before the agenda has been published. If the agenda has been updated after you have already created your notes, you can copy the new agenda here by deleting your existing notes and creating new ones. In My Notes, the secretary of the meeting can write and publish the minutes for Review and for the Final phase.


Here you can review the draft of the minutes. It will become visible to other users after the secretary of the meeting has published it for Review in My Notes.


Here you can view the final meeting minutes. The secretary of the meeting can publish the final minutes here from the My Notes -tab.

Using Your Account in ContractZen

  1. Quick Start Guide
  2. VIDEO: How to create a contract?
  3. VIDEO: How to search and find a contract?
  4. VIDEO: How to create a meeting?
  5. I need help with the service/ I have something to ask from the ContractZen team/ I am having problems with the service, how do I get help?
  6. How does the e-Signing work and what is the pricing?
  7. Can I customize/add new contract types? How to use Custom types and Common tags?
  8. How to e-Sign documents and meetings?
  9. How to create and use a Virtual Data Room (Basic & Pro version)?
  10. How do I delete additional custom types (tags) and common tags?
  11. Can I hide document metadata fields and make them mandatory for the users to fill in?
  12. How to enable Office 365 calendar synchronization?
  13. What is a Virtual Data Room and how much does it cost?
  14. How to change date order (for example, from Day/Month/Year to Month/Day/Year)?
  15. How to delete documents' and meetings' contacts?
  16. Can I add email conversations to ContractZen?
  17. What is MeetingBook and how does it work?
  18. Who can create the Meeting Minutes?
  19. Who can be added as an attendee in a meeting?
  20. How to use the Meeting Scheduler?
  21. How to manage multiple accounts?
  22. How to edit access rights?
  23. How to add documents to your ContractZen account?
  24. How do I invite other users to join my ContractZen account?
  25. How do I edit the user list when an employee leaves the company?
  26. How to add my company's VAT ID to my account?
  27. How to organize documents with Common Tags in a Virtual Data Room (Index View)?
  28. I have forgotten my User ID.
  29. How can materials from board and other meetings be managed more efficiently and securely?
  30. How to use board portal tools (Agenda, My Notes, Review & Final)?
  31. How can I change my email address?
  32. What is the maximum file size in ContractZen?
  33. The documents sent to inbox are not encoded correctly
  34. How to see a report of which documents are signed?

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