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Knowledge base
Board.Vision User Guide
For Business Users (iPad)
1
Table of Contents
For Administrators (Desktop/Laptop)
1
Table of Contents
For Business Users (iPhone/Android)
1
Table of Contents
For Executive Assistants (Desktop/Laptop)
1
Table of Contents
For Business Users (Desktop/Laptop)
1
Table of Contents
For Executive Assistants (iPhone/Android)
1
Table of Contents
For User Managers (Desktop/Laptop)
1
Table of Contents
For Auditors (Desktop/Laptop)
1
Table of Contents
Director's Disclosure
Activating your Director's Disclosure Account - For Desktop / Laptop Users (AD User)
2
Activating your Director's Disclosure Account - For Single-Sign On Users
Activating your Director's Disclosure Account - For Normal Users
How-to Guide for Section 156 - For Director (Business User)
12
How to Add a New Appointment/Interest
How to Change your Appointment/Interest
How to Delete your Appointment/Interest
How to Circulate a Section 156 Disclosure
How to Cease an Appointment or Interest and View your Past Appointments or Interests
View all 12
How-to Guide for Section 165 - For Director (Business User)
25
How to Add a New Shareholding or Interest
How to Edit Your Shareholdings or Interests before Circulation
How to Submit a Notice of Change in Interest
How to Circulate a Disclosure
How to Notify an Authorised Preparer to Circulate a Disclosure
View all 25
How-to Guide for Section 156 - For Preparer (Administrator / Executive Assistant)
12
How to Add a New Appointment or Interest for Director(s)
How to Add a Current Appointment or Interest as Past Record for Director(s)
How to Change an Appointment or Interest for Director(s)
How to Delete an Appointment or Interest for Director(s)
How to Notify a Director to Circulate a Disclosure
View all 12
How-to Guide for Section 165 - For Preparer (Administrator / Executive Assistant)
20
How to Add a Director’s New Shareholding or Interest
How to Change a Director’s Draft Shareholding or Interest
How to Delete a Director’s Draft Shareholding or Interest
How to Notify a Director to Circulate Disclosure
How to Act on a Notification to Circulate a Disclosure on behalf of a Director
View all 20
How-to Guide for Section 156 - For Mobile Users
11
How to Add a New Appointment or Interest
How to Change your Appointment or Interest
How to Delete your Appointment or Interest
How to Circulate a Disclosure
How to Cease an Appointment or Interest and View your Past Appointments or Interests
View all 11
How-to Guide for Section 165 - For Mobile Users
12
How to Add a New Shareholding or Interest
How to Change your Draft Shareholding or Interest
How to Delete your Draft Shareholding or Interest
How to Circulate a Disclosure
How to Notify an Authorised Preparer to Circulate a Disclosure
View all 12
SmartSign
Frequently Asked Questions
12
Who has the Access to SmartSign?
Do Signatories Need a SmartSign Account?
Do SmartSign Notification Emails Expire?
How Long does SmartSign Store My Documents?
Can Preparer See All the Documents in SmartSign?
View all 12
How-to Guide for Preparers
11
How to Create a Document for E-Signing
How to Set a Deadline for a Document
How to Preview a Document after Sending it
How to Resolve a Document
How to Void a Document
View all 11
How-to Guide for Signatories
6
How to Electronically Sign a Document from an email
How to Electronically Sign a Document from Board Vision
How to Electronically Sign a Document with OTP Verification
How to Electronically Sign a Document with Your Board.Vision Signature
How to Decline to Sign a Document
View all 6
Survey Questionnaire
How-to User Guide for Surveyors
14
How to Create a Survey Form
How to Create a Survey Form Using the AI Feature
How to Create a Survey Template
How to Edit a Survey Form
How to Delete a Survey Form
View all 14
How-to User Guide for Respondents
3
How to Respond to a Survey from an Email Notification
How to Respond to a Survey in Board.Vision
How to View the Survey Response
Record Management System
How-to Guide for Administrators
4
How to Create a Document Type in the Record Management System
How to Upload Document and Search for the Uploaded Document in Record Management
How to Add and Manage Document Tags for Record Management
How to Add a Customised Field for a Document Type
How-to Guide for Business Users
0
Features Updates 2025
Business User - Release Features Update for iPad and iPhone on 16 Apr 2025
4
iPad and iPhone Users: Allowing Business Users to Vote on the Proposed Dates Submitted by Other Business Users
iPad and iPhone Users: Allowing Administrators to Enable or Disable the "Add Remarks" Feature for Approvals
iPad Users: Allowing Business Users to Sync Documents Offline Directly from Board Space
iPhone Users: Allowing Business Users an Option to Receive OTP via Email
Business User and Administrator - Release Features Update on 01 Apr 2025
7
Introducing AI Document Assistant in Board.Vision
An Enhancement to the Meeting Agenda Pop-Up Screen in the Meetings Module
Allowing Document Type Creation and Uploading of Documents to the Record Management System
Survey Questionnaire: Introducing "Build Survey with AI"
Survey Questionnaire: Allowing Surveyors to Add User Groups as Respondents
View all 7
Business User and Administrator - Release Features Update on 27 Feb 2025
8
An Enhancement to Allow Auditors to Download Documents Related to Approvals, Meetings and Registers Module
Allowing Administrators to Set Up Recurring Reminders for Approvals and Schedules
Allowing Administrators to Archive Records in the Register of Directors, CEOs, Secretaries and Auditors
Introducing the Record Management System
Survey Questionnaire - Allowing Surveyors to Use Text Editor in the Survey Questionnaire Module
View all 8
Preparer and Signatory - Release Features Update on 27 Feb 2025
1
SmartSign: New Zoom Function for Better Document Viewing
Business User - Release Features Update for iPad on 13 Jan 2025
3
iPad Users: Allowing Business Users to Access Documents Offline from the Board Space
iPad Users: Allowing Business Users to Toggle to Dark Mode for Document Viewing
iPad Users: Allowing Business Users an Option to Receive OTP via Email
Features Updates 2024
Business User and Administrator - Release Features Update on 19 Dec 2024
9
An Enhancement to Allow Document Download in the Users' Personal Information and Company Profile Settings Pages
Allowing Administrators to Archive Deactivated or Dissolved User Groups in the User Groups Module
An Enhancement to Allow Administrators Activate a Meeting without Triggering Email Notifications in the Meetings & Events Module
Allowing Administrators to Bulk Archive Events
Allowing Preparers to Manage Response Viewing for Respondents in the Survey Questionnaire Module
View all 9
Preparer and Signatory - Release Features Update on 19 Dec 2024
1
SmartSign: An Enhancement to the Notify Pending Signatories Pop-up Window
Business User and Administrator - Release Features Update on 29 Oct 2024
5
An Enhancement to the Add Member Pop-Up Screen in the User Groups Module
Allowing Administrators to Enable or Disable the Add Remarks Feature for Approvals
Allowing User Group or Event Administrators to Disable Product Owner or Super Administrator Access to Confidential Events and Documents
Desktop/Laptop (Browser) Users: An Enhancement to the Badge Display on the Switch Company Selection Page for Business Users
Director's Disclosure: Allowing Director and Authorised Preparer to Tag a Shareholding/Interest Record to Another Company
Preparer and Signatory - Release Features Update on 29 Oct 2024
3
SmartSign: Allowing Preparers to Manually Resolve a Document
SmartSign: An Enhancement to the Display of the Annotation Field Type Buttons
SmartSign: An Enhancement to the Business User's Home Screen in Board.Vision
Business User and Administrator - Release Features Update on 10 Sep 2024
5
An Enhancement in the Approvals and Meetings & Events Modules
An Enhancement to the Documents Section in Users, User Groups, Company Profile Settings and Ended Meetings within the Meetings & Events Module
Allowing Administrators to Manage New Proposed Dates Before Publishing to Users
Director's Disclosure: Allowing Director and Authorised Preparer to Delete a Year-End Record That Does Not Require Circulation
Director's Disclosure: Enhancements to Section 165 Current Shareholdings
Preparer and Signatory - Release Features Update on 10 Sep 2024
4
SmartSign: Allowing Preparers to Receive Email Notifications When Notify or Set Reminder Emails Are Sent to the Signatories
SmartSign: Allowing Signatories to Review and Sign Documents via the SmartSign Module on Board.Vision
SmartSign: Allowing Preparers to Send Document Link to the Signatories
SmartSign: An Enhancement to the Action Column on Listing Page for Action Buttons
Business User and Administrator - Release Features Update on 23 Jul 2024
6
Allowing Administrators to Mask All Users Contact Information in the Users Module
An Enhancement in the Users Module
Allowing Administrators to Filter Administrators by their Sub-Role in the Access Rights Settings Page
Allowing Administrators to Save Meetings, Approvals and Schedules as Drafts with Event Name Only
Desktop/Laptop Users: Allowing Business Users to Save their Signature for Approvals
View all 6
Preparer and Signatory - Release Features Update on 23 Jul 2024
5
SmartSign: Allowing Preparers to Manage the Signature Type for Document Signing
SmartSign: Allowing Preparers to Set a Deadline for Document Signing
SmartSign: Allowing Preparers to Manage Notifications for Signatories Upon Document Completion
SmartSign: An Enhancement to the Add Signatories Field
SmartSign: Allowing Signatories to Sign Documents Using Their Stored Board.Vision Signature
Preparer and Signatory - Release Features Update on 03 Jun 2024
6
SmartSign: Allowing Preparers to Delete Documents with a Completed, Declined or Cancelled Status
SmartSign: An Enhancement of the Drag and Drop Functionality for Uploading Documents
SmartSign: An Enhancement of One-Time Password (“OTP”) Length in SmartSign Document Signing
SmartSign: Allowing Signatories to Save their Signatures for Future Signings
SmartSign: Allowing Preparers to Add Images within the Document
View all 6
Business User and Administrator - Release Feature on 03 Jun 2024
12
Allowing Administrators to Set the Auditor's Access End Date During the Activation or Reactivation of the Auditor's User Account
Allowing Administrators to Utilise Drag-and-Drop Functionality for Uploading Documents within Board.Vision
Allowing Administrators to Upload Supporting Documents before Saving the Approval as a Draft
An Enhancement to the Finalise Outcome and Resolve Pop-Up Screen in the Approvals Module
Allowing Alternate Directors to Receive Email and/or Push Notification for Approvals
View all 12
Business User - Release Features Update on 18 April 2024
1
iPad Users: Allowing Business Users to Act on Multiple Approvals within a Single Screen
Business User and Administrator - Release Features Update on 15 Apr 2024
8
Allowing Administrators to Control Document Download Permissions for Users from the ‘Global Settings’
Allowing Administrators to Filter Archived Users by System Role from the Users Module
An Enhancement to the Address Field under the Users and Registers Module
Desktop/Laptop (Browser) Users: Allowing Business Users to Act on Multiple Approvals within a Single Screen
Desktop/ Laptop (Browser) Users: Allowing Business Users to View the Meeting Agenda and Agenda Documents within a Single Screen
View all 8
Preparer and Signatory - Release Features Update on 15 Apr 2024
3
SmartSign: Allowing Option for Signatories to Receive a One-Time Password (OTP) on their Mobile Device
SmartSign: Allowing Signatories to Apply their Signature to All Signature Fields within a Document
SmartSign: Enhancements to the Add Signatories Field
Preparer and Signatory - Release Features Update on 01 Feb 2023
1
SmartSign: An Enhancement to One-Time Password Steps during Document Signing
Business User - Release Features Update on 05 Feb 2024
5
iPad, iPhone & Android Users: Allowing Business Users to Join a Meeting Directly from the Meetings Module by Clicking on a Meeting Link
iPhone & Android Users: An Enhancement to the Meeting Information Screen
iPad & iPhone Users: An Enhancement to the Action and Supporting Document Buttons in the Approvals Module
iPad & iPhone Users: Allowing Business Users to View Other Voters' Remarks in the Planning & Scheduling Module
iPad Users: Allowing Business Users to Access Documents Offline within the Documents Module
Business User and Administrator - Release Features Update on 01 Feb 2024
8
Allowing Administrators to Manage Events, Users and User Groups Within a Single Screen
Allowing Administrators to Archive Inactive Users from the Users Module
Allowing Administrators to Include a Meeting Link for a Meeting within the Meetings & Events Module
Allowing Administrators to Select from Three Outcome Options when Finalising and Resolving an Approval
Allowing Administrators to Select the Director’s Disclosure Circulation Status when Adding a Director’s Appointment from the Register of Directors or CEOs
View all 8
Frequently Asked Questions (FAQs)
General
13
What is Board.Vision?
What are Board.Vision Supported Devices and Browser?
Who are the Board.Vision Main Users?
How do I Start a Free Trial of Board.Vision?
What Integrations does Board.Vision Offer?
View all 13
Get to Know More about Board.Vision
24
How do I Know my Board.Vision Account has Been Created?
Can I Change my Email Address Once my Account is Activated ?
How to Clear Cache on iPad/iPhone/Android/Web Browsers?
Can I Use One Email Account for Multiple Companies?
Why OTP is Required for First Time Log In to Board.Vision Account ?
View all 24
Installing the Board.Vision App on your Mobile Device
4
Step 1 - Ensure that your Device is Updated to the Latest Version
Step 2 - Enable Automatic App Updates
Step 3 - Enable JavaScript
Step 4 - Install Board.Vision App
Activating your Board.Vision Account
4
Activating your Board.Vision Account - For Mobile Device Users (Normal Users)
Activating your Board.Vision Account - For Mobile Device Users (Single-Sign On Users)
Activating your Board.Vision Account - For Desktop / Laptop Users (Normal Users)
Activating your Board.Vision Account - For Desktop / Laptop Users (Single-Sign On Users)
Known Issues and Error Messages
31
All Users : Why am I Not Receiving Emails from Board.Vision?
All Users: Why I did not Receive SMS OTP on my First Log In to Board.Vision?
All Users: My User Name and my Password are Blocked. What should I do?
All Users: Why am I Unable to View the Document? Screen Shows 'Loading'.
All Users: Why am I Getting This Error Message 'Looks like an Error. 404 Error' while Accessing the Document?
View all 31
Security
22
How Many Login Attempts before the Account is Being Locked out?
Who can Unblock if the Account is Being Locked out?
Does Board.Vision Receives an Email Notification When a User's Account failed to verify the 2FA Authentication upon Login?
Does Board.Vision Allows Users to Login via Mobiles Devices and Web Portal Concurrently?
What are Operating Systems Required to Access Board.Vision?
View all 22
How-to Guide for Business Users
iPad
41
Meetings & Events: How to View Meeting Information and Agenda Documents
Meetings & Events: How to Access a Meeting Link
Meetings & Events: How to Leave Your Executive Assistant a Message
Annotations: How to Annotate Documents
Annotations: How to Share your Annotations with Other Business Users And Administrators
View all 41
Desktop/Laptop
31
Meetings & Events: How to View Meeting Information and Agenda Documents
Meetings & Events: How to Access a Meeting Link
Meetings & Events: How to Download a Set of Meeting Documents
Meetings & Events: How to Leave your Executive Assistant Message
Annotations: How to Annotate Documents
View all 31
iPhone/Android
33
Meetings & Events: How to View Meeting Information and Agenda Documents
Meetings & Events: How to Leave your Executive Assistant a Message
Annotations: How to Annotate Documents
Annotations: How to Share your Annotations with Other Business Users And Administrators
Approvals: How to Act on an Approval
View all 33
How-to Guide for Observers
iPad
1
Approvals: How to View an Open Approval and Supporting Documents as An Observer
Desktop/Laptop
1
Approvals: How to View an Approval Document as An Observer
iPhone/Android
1
Approvals: How to View an Approval Document as An Observer
How-to Guide for Administrators
Desktop/Laptop
169
Users: How to Create a User
Users: How to Create an Executive Assistant
Users: How to Create an Auditor
Users: How to Create Multiple Users via Bulk Upload
Users: How to Activate and Notify a Draft User
View all 169
How-to Guide for Executive Assistants
Desktop/Laptop
16
Users: Where to View the List of Users within the Company
User Groups: Where to View your Director's User Groups within the Company
Planning & Scheduling: How to Vote and Propose an Alternative Date for an Upcoming Board Meeting for your Director
Planning & Scheduling: How to Change your Votes on the Director's Availability
Planning & Scheduling: How to View Participants' Votes
View all 16
iPhone/Android
20
Planning & Scheduling: How to Vote and Propose an Alternative Date for an Upcoming Board Meeting for your Director
Planning & Scheduling: How to Change your Votes on Director's Availability
Planning & Scheduling: How to View Participants' Votes
Planning & Scheduling: How to View the Finalised Meeting Date
Meetings & Events: How to View Meeting Information and Agenda Documents And Notify Your Director of An Upcoming Meeting
View all 20
How-to Guide for User Managers
Desktop/Laptop
20
Users: How to Create a User
Users: How to Create a User with an Auditor Role
Users: How to Create Multiple Users via Bulk Upload
Users: How to Assign an Executive Assistant to a Business User after Bulk Uploading Users
Users: How to Change an Executive Assistant Assigned to the Business User
View all 20
How-to Guide for Auditors
Desktop/Laptop
10
Meetings & Events: How to View Meeting Information and Minutes
Approvals: How to View an Approval and the Certificate of Completion Report
Registers: How to Filter Past or Present Records in the Registers Module
Switch Company: How to Switch between Multiple Companies
Profile: How to View your Profile
View all 10
Admin Dashboard
How-to User Guide for Administrators
9
Users: How to Create a User for Multiple Companies
Users: How to Delete a User from Multiple Companies
Users: How to Deactivate a User from Multiple Companies
Users: How to Reactivate a User from Multiple Companies
User Groups: How to Create a User Group from Admin Dashboard
View all 9
Business User Dashboard
How-to User Guide for Business Users (for iPad)
1
Approvals : How to Act on Multiple Approvals via the Business User Dashboard
How-to User Guide for Business Users (for Desktop/Laptop browser)
1
Approvals : How to Act on Multiple Approvals via the Business User Dashboard
Chat
How-to Guide for iPhone Users
6
How to Install the Board.Vision Chat App on your iPhone
How to Start a Chat
How to Create a Group Chat
How to Add Users to an Existing Group Chat
How to Switch Company
View all 6
How-to Guide for Android Users
6
Android Users: How to Install the Board.Vision Chat App
Android Users: How to Start a Chat
Android Users: How to Create a Group Chat
Android Users: How to Add Users to an Existing Group Chat
Android Users: How to Switch Company on a Board.Vision Chat App
View all 6
Release Features Update on 13 August 2021
5
Allowing Users to Copy and Delete Messages
Feature Update Function in the Board.Vision Chat App
Search Function in the Switch Company Page
Added an Admin Label to the Group Chat Administrator
An Improvement in Push Notification
Help Desk Software
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