What is BoardPacks?
How can I access BoardPacks?
BoardPacks can be viewed in almost any web browser* on any laptop, mobile device or personal computer.
You can also use a BoardPacks app, which is an easy and convenient way to access your meetings on your tablet. There is an app available for the iPad and devices running Windows or Android.
*For Internet Explorer, the minimum requirement is IE10 or 11, if it is any lower it will still work but there may be some small limitations to functionality.
Where is my information stored?
You can choose from three options. (1) BoardPacks On-Site: You can host your data yourself, on your own 2010 or 2013 SharePoint servers. (2) BoardPacks Hosted: If you don’t have the resources, you can store and access your data from one of our servers in our secure data centres. (3) BoardPacks 365: If you have Office 365, you can also choose the BoardPacks 365 app, in which case your information will be stored in a Microsoft Azure data centre.
How do I buy BoardPacks?
There are three packages for our hosted solution (Core, Core+ and Enterprise), or we have BoardPacks On-Site or BoardPacks 365. Talk to our sales team on +44 845 200 7829 or email@example.com to find out which option will suit you best.
What happens if I run into problems?
For any problem at all you can call our Support team any time. It doesn’t matter what time it is, if you call us we promise to get back to you as soon as possible (our specific SLA is within 2 hrs but it is usually more immediate). We also have an online chat which is manned 8am – 5.30pm (UK time) available from BoardPacks or our website boardpacks.com, and an email address firstname.lastname@example.org. No matter how minor the problem is, if it is a problem for you, we are on hand to sort it out.
How difficult is it to set up and get started?
We make the set-up as easy and as smooth as possible. The exact set up depends on the version of BoardPacks that you require. The BoardPacks 365 app for Office 365 users, is just a case of downloading the app from the store to get it working within your SharePoint environment. For those using our hosted solution, we send you a questionnaire to provide us with all the information we need to get your site set up and then we help you migrate your data over and provide any training the administrators or board members need. BoardPacks On-Site is simple since there is no data migration, so after a short questionnaire to understand your system, we will send you a WSP file to install.
How do I control what users see?
With On-Site and BoardPacks 365 what your users see is in your control. For our Hosted solution, you can nominate Controllers who can assign user names, set permissions and issue log in details. When a controller creates a new user they allocate them to a group, which means they can see the meetings, actions and decisions for a specific committee. Meeting controllers can redact specific agenda items and associated documents so they can control which items each meeting attendee can see.
Are there different types of users for the application with different access controls?
Yes there are different user types with different access levels. Contribute (Read, Write, Delete); User (Read, Write); Read (Read only)
There are typically two different types of users within eShare that allow segregation of duty. Typical users only have the ability to view, edit and upload documents, whereas “controllers” have the ability to delete documents and create new meeting sites. Segregation of duties can be defined at a more granular level by creating additional security groups if required so as to more accurately mirror an organisation’s hierarchy.
Can I use BoardPacks out of the office and offline?
Yes, you can access BoardPacks app at any time and from anywhere. If you don’t have wifi, you can still access BoardPacks app to see your meetings, decisions etc. If you have wifi, as soon as you are reconnected any annotations you have made will be automatically synced back to the server and saved. By clicking on refresh, any new documents added to the meeting will be downloaded to the app. To ensure your documents are up-to-date it is recommended that you go online as often as you can and refresh your meetings, so new information can be updated.
How do I manage last minute changes to a meeting?
Any changes made to the meeting agenda, documents or links will be updated immediately in the web browser and tablet apps, provided the users are online. The user just needs to touch the refresh button if they are already in the meeting in the app. Controllers can also update the PDF pack by clicking to update this with the changes and sending this out again.
How do I get the app?
Do I have to pay for future updates?
No, once the user has a license all updates are free. When a new version is available, as a user, you will be notified.
Can I import data from other applications on my tablet?
In order to protect the security of your information, you are unable to import data from other applications.
Will BoardPacks work with multiple accounts?
If you sit on multiple boards, then provided each has a BoardPacks licence, you will see all your boards, committees and meetings for each all in one screen.
Are my login details and data secure?
Yes, both your login details and all your data is encrypted (AES 256-bit SSL). There are measures that individuals can take to protect their information, such as having a password on the computer or tablet that they are using, and keeping it locked when not using it.
Is customer data encrypted at rest?
Data is encrypted on the SQL server using Transparent Data Encryption (TDE) using a 256bit AES certificate.
What process is used to ensure that forgotten customer passwords are reset securely?
End users with forgotten/lost passwords are directed towards the self-service password utility, the link to the utility can be found on the eShare application login screen. The user needs to enter their username and email address correctly and then a link to reset their password will be emailed to them. If the username or email address do not match what is held in eShare’s directory, the link will not be sent. The link in the email expires after 24 hours plus all interaction with the password reset tool is logged.
Any user who contacts support for a password reset will be required to confirm their login and email address whereby support can initiate the password reset link. The customer’s authorised contact can also initiate a password reset link by utilising the “send welcome email” link within the utilities on the application.
Are users of the application forced to change their passwords frequently?
No, eShare recommends that a user changes their password following their initial logon, however we do not force regular changes of their passwords due to the risk of users writing their passwords down. We have a password policy that includes not being able to reuse the last 24 passwords.
The policy is: Passwords have a minimum age of 24 hours.
Passwords must be at least 7 characters.
Password must meet complexity requirements, i.e. the password must contain at least three of the following four groups: o Uppercase letters o Lowercase letters o Numbers o Non-Alphanumeric Not contain the user’s account name or parts of the user’s full name that exceed two consecutive characters Must not contain “Admin”, “Password” or “eShare”.
Your last 24 passwords may not be reused. Custom fine grained password policies are configurable on a per client basis by eShare support but must be deemed stronger that the default policy.
On which platforms is the BoardPacks app available?
Currently BoardPacks apps are available for Android, iPad and Windows tablets. We are continually reviewing other opportunities, so please check with the sales team for the latest plans.
What languages are available?
7 languages are available in the iPad app: English, French, German, Dutch, Spanish, Portuguese and Polish.
6 languages are available in the Windows app: English, French, German, Dutch, Spanish and Polish.
5 languages are available in the web view: English, French, German, Dutch and Spanish.
6 languages are available in the Android app: English, French, German, Dutch, Spanish and Polish.
If you would like any other languages please ask.
Can individual board members still choose whether to access their meeting on a laptop or a tablet?
You can access BoardPacks on any web browser* so if you don’t want to use a tablet, you can use a laptop in the meeting. The PDF pack means that if a board members wants to continue with their paper pack then they also have this option.
*For Internet Explorer we recommend using IE 10 or above, as lower than this there are some small limitations to functionality.
Can I choose to share my annotations or to keep them private?
Your annotations are stored locally and on the server for your own personal use and reference, however, if you want to share them you can choose to send documents with your annotations to any of your colleagues via email.
Where is my data stored if I choose the hosted solution?
eShare employs two hosting locations, the first is an ex-Ministry of Defence nuclear bunker in the UK, which was purpose built to protect both data and people under threat of a nuclear attack. The security features include ID checks on entry, industrial standard firewalls, solid steel doors, steel reinforced blast proof walls, CCTV, and military electromagnetic pulse protection. The second location is our newly acquired Luxembourg hosting, which is compliant with PSF and CSSF regulations. Both hosting locations have extensive data security and ISO 27001 certification.
How has the security of BoardPacks been tested?
BoardPacks is regularly penetration tested by external security specialists. They check the infrastructure, the web application, and the tablet apps. If you require details of the penetration tests, please get in contact and someone will be able to go through a more detailed overview with you.
How is data protected when it is being transferred?
If your information is safe in the location where it is stored, and if it is safe when it is on your device, you need to also make sure it is safe when your data is being transferred between the server and your device. BoardPacks data transfer is encrypted with a 256-bit SSL certificate.
Does it require a secure password for access?
Logon details are never stored on disk. There are minimum requirements for the complexity of passwords. Clients have the ability to set their own password complexity requirements. For added security, you can choose to have two-factor authentication. This means you have two parts to your login, your own chosen password, and a one-time randomly generated one, which you receive on your mobile or smart phone.
What happens if you lose your tablet?
If credentials are not authenticated after a set time period, the decryption key (that is needed to view the documents) will expire and access to the app will be denied. For additional tablet security, eShare provide a managed tablet service. This simplifies the tablet procurement process, whilst ensuring the highest level of tablet security. eShare takes care of purchasing, training, and device maintenance. Additionally, managed tablets can be insured against loss, theft, or damage.
The managed tablet plan may include mobile data and enforced security policies including compulsory passcode locks, remote wipe, and multi-app encryption depending on which option you choose. Please check with a member of the sales team if the managed tablet service is available in your region.
How will your data eventually be destroyed?
When hardware needs destroying eShare will first remove all data with the latest secure erasure software. This way data is permanently removed and no longer recoverable. The device will then be destroyed.
How does BoardPacks work in Office 365?
How do you load the BoardPacks 365 app?
Go to the Office 365 for SharePoint store and search for ‘BoardPacks’, or copy this url into your browser: https://store.office.com/boardpacks-365-WA104366423.aspx?assetid=WA104366423. Purchase the app by clicking ‘buy’.
Once you have purchased it, go to the site contents screen where the BoardPacks 365 app has been deployed. By clicking on the BoardPacks app you will be taken to the BoardPacks 365 custom interface.
How do I get my iPad to recognise my fingerprint?
You can set up Touch ID on your iPad by tapping Settings > Touch ID & Passcode. This feature is only available on the iPad Air 2 or iPad Mini 3 tablets (also iPhone 5S, 6 and 6 Plus). You need to set up your fingerprint by touching the Home button, which is the dimpled button in the centre of the shortest side of the iPad. You have to do this several times to set it up. More information is here http://support.apple.com/en-gb/HT5883 If you want the BoardPacks app to use the Touch ID password recognition to access your site instead of your password, you need to have set up Touch ID first. Then open the BoardPacks app, and you will need to enter your password in the usual way one last time, then a pop-up will ask if you want to use Touch ID from now on, select ‘Yes – enable now’. Exit the app, don’t sign out, just swipe upwards to see all apps open and swipe the BoardPacks app upwards to close it. Next time you tap on the BoardPacks app to open it, you will see a pop-up for Touch ID for BoardPacks with a fingerprint icon. At this point, gently press your finger on the dimpled Home button (don’t press the button). Or if you want to use your normal login, select that option from the pop-up.
Is branding available?
Yes, we offer branding, though an additional charge may be applicable depending on the package you are on. Branding is fully available on the web view for your PC and on our Windows and iOS apps, and will be coming to our Android app in 2017.
How do I rearrange my agenda items?
From the meeting agenda, click on the pencil icon to go into edit mode. You will see at the end of each agenda item three horizontal lines. Click on this icon and you can drag the agenda item to where you want it.
BoardPacks notifications are going into my junk box
Every company will have a different set up for their email systems and some will filter out our BoardPacks notifications into the junk folder. The best course of action is to ask your IT department to add the BoardPacks urls to their whitelist. This will not always solve the problem as other filters may be in place, for example emails with no-reply in the title, or those sent to a large list. However, this is the best place to start. Contact our support team for the list of URLs to add to your whitelist on email@example.com.