Board.Vision

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

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

Frequently Asked Questions 14

• 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 14

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

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

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

Business User - Release Features Update for iPad and iPhone on 01 July 2025 3

• iPad and iPhone Users: AI Document Assistant on Board.Vision
• iPad and iPhone Users: Allowing Users to Set Your Preferred Method for Receiving One-Time Passwords (OTP) on iPad
• iPhone Users: An Enhancement to Show Meeting Date on Completed Items Page

Business User - Release Features Update for Android on 11 June 2025 2

• Android Users: Allowing Users to Set Your Preferred Method for Receiving One-Time Passwords (OTP) on d Android
• Android Users: Allowing Business Users to Vote on the Proposed Dates Submitted by Other Business Users

Business User and Administrator - Release Features Update on 27 May 2025 6

• Allowing Users to Set Your Preferred Method for Receiving One-Time Passwords (OTP)
• An Enhancement to Notify Administrator for New User Account Creation
• Allowing Administrators to Add Tags When Uploading or Editing Documents
• Allowing Administrators to Set Up Scheduled or Recurring Reminders for Meetings
• An Enhancement to the Document Collaboration Feature to Allow Users to Tag Other Participants in Comments

View all 6

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

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

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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

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 30

• All Users : Why am I Not Receiving Emails from 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?
• All Users: Why am I Getting This Error Message 'Need to use Acrobat' while Accessing the Document?

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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

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 33

• 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 33

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

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

Desktop/Laptop 171

• 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 171

Desktop/Laptop 17

• 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 17

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

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

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

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

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

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