Once you have created a board/committee, you will be able to create mandates linked to it.

You can assign mandates to previously created Companies and Individuals, manage their position, appointment date and expiration date, and even link relevant documents.

This article will cover the following topics:

• How to create a mandate?
• How to manage your mandates?
  • The table’s header
  • The Mandates table

How to create a mandate?

Go to the “Board & committees” tab inside the chosen Company, then select the “Boards & committees” sub-tab.

Click on the board/committee you want to manage, then click on “Add a mandate” in the top-right corner.

The mandate creation form will appear, comprised of the following sections:

• Information
• Attached documents
• Extra information

The Information section

This section will allow you to enter the mandate’s general information, such as:

• Attendee
  This drop-down menu will allow you to select the Individual/Company to which the mandate will be assigned. If the Individual/Company you need is not in the list, you will need to create it first. You can find more information on how to create an Individual/Company in the dedicated articles.
  
   This field is mandatory

• Position
   This drop-down menu will allow you to select the position the Attendee occupies in the Board/Committee (i.e. Board President, Board Member, etc…). The items in this drop-down menu are completely customizable, and can be managed by the portal Administrators.

• Appointment date
  The date in which the mandate starts. This cannot pre-date the creation date of the Board/Committee this mandate is linked to.
  
   This field is mandatory

• Expiry
   The date in which the mandate expires.

• Company representative
  Add the attendee to the list of company representatives. They will be visible from the company's profile page with the mandate's information.

Attached documents section

Add documents related to the mandate. The document will be added to the folder(s) linked to the current company. If no folder exists, create one:

• Enter the folder’s name
• Click on the name in the drop-down list that appears

From then, every document added will be stored in the folder.

For example, add a meeting minute with the proof of the assigned mandate.

Extra information section. 

Add more information related to the mandate. Choose from an existing field or as an administrator create a field.

How to manage your mandates?

Once a mandate has been created, it will appear in the mandates table. The table is divided into 2 parts:

• The table’s header
• The list of mandates, with possible actions

The table’s header

The “Options” button 

From the “Options” button, you will be able to customize the display of your table, filter it, and even save multiple custom views. You can also filter the table based on the mandates you want to see (i.e. Ongoing, Expired, etc…)

Choose which columns you want to see displayed on the table.  

The status, position, appointment date, expiry, end date and attendee columns are visible by default. You can delete or add as many columns as you wish, changing the displayed order by drag and dropping them. 

Click on the “Displayed fields” field and search for the name of the column to add. Click on the cross to remove a selected column. 

Once you are satisfied with the display, do not hesitate to save it. . To do this, click on “Save view”. You will be able to assign a title to your view, set it as the default view for your table, and even share it with your colleagues by setting it as public. Click on “Confirm” to save the view, and choose to notify the users or teams that may be concerned by this table layout. 

You can reset your filters and options at any time by clicking on the “Reset all” button at the top of the “Options” window. This will restore the table to its default state. 

The “Views” button  

With this button, you will be able to find all your saved views and the views shared by other users. 

The “My views” section will allow you to quickly recall all your saved views. You will also be able to edit or delete any of them. 

The “Public views” section will allow you to select views created by other users that have chosen to share them by making them public. Click on the one you wish to use, and your table layout will change accordingly. 

The “Export” button 

This button will allow you to export your companies list. This feature will generate an Excel file with the same layout and data as the table displayed in the platform.

You can use the previously explained “Options” section to narrow or broaden the scope of the table so that the exported file will contain the exact information you need. 

The “Edit” button

The “Edit” button will allow you to edit standard and custom fields for the selected individuals in bulk.

Select the individuals you wish to edit.
 Note that, if you click on edit without selecting any individual, the changes will be applied to every individual in the list.

When editing, enter the new information in the fields of your choice and click on “Confirm”.

Please note that, once confirmed, the changes made using this feature cannot be reversed.

The Mandates table

Every mandate you create is added to this table.

From here, multiple actions are possible for each mandate. Find these actions on the right of every mandate in the list.

Let’s look at the icons from left to right:

• Representatives
  This button only appears if the mandate is assigned to a Company. This button will allow you to select a Representative for the Company. This will create a new line in the table, hidden under the Company to which the Representative is linked. By clicking on the original line, you’ll be able to expand it and check the data related to the selected Representative.

• Delete mandate
  Click on this icon to delete the mandate from the list.
  Note that this action cannot be reversed.

• Edit mandate
  Click on this icon to access the modification form and update the mandate's information.

• End mandate
  Click on this icon to set an end date for the chosen mandate. This will cause the mandate to be marked as “Ended”.
  You can also choose to immediately create a new mandate with a different Attendee.

How to manage an expired mandate

Once the expiry date for a mandate is reached, the mandate will be marked as “Expired”. A new icon will appear besides the expiry date.

This icon will allow you to Renew the mandate, by setting a “Renewal date” and a “New expiry” date.

In case the mandate has not been renewed, you can set up an end date by clicking on the dedicated icon as explained in the previous paragraph.