Step 2: Create Document

To create a document from a proposal, users are required to input data into three important steps:

1. Representatives
2. Document Creator (You are on this step)
3. Pass

Once the Representatives popup is complete, select the second step, "Document Creator". This popup, once completed, can generate an instant ordinance or resolution. This popup is broken into six parts: Number, Titles, Recitals, Ordaining Clause, Proposed Changes, Clauses, and Settings. What is entered into this popup specifically related to the proposal is forever saved.

NUMBER

1. From the dropdown, select "Ordinance" or "Resolution".
2. Add a number to name the document.
   • • Although numbers are more commonly used to name ordinances or resolutions, letters may also be used.
     • “2018-10” is a common document naming convention. This convention implies a document was passed in 2018, in tenth place, and nine documents precede it.
     • A document's number cannot match the numbers of documents already uploaded or passed in the publication's document library. If a document is deleted from the library, its name may again be used.
     • An Ordinance may share the same number as a Resolution, as the document type distinguishes one name from another. To distinguish between the two, sometimes the letter "R" or abbreviation "RES" will be added (example: "Res-2018-10", or "2018-10-R")
     • When a document shares a name with one already uploaded or passed, a red alert will appear. Proposals cannot be passed when the number field reveals an already-used name.

TITLES

1. Add a Short Title, Long Title, or both. To completely delete a Title, select the trash can to its right. A deleted Title may be undeleted if the user selects the [+] icon.
   • • Text entered into this field automatically becomes UPPERCASE in the document.

RECITALS

1. Recitals are reasons why an ordinance or resolution should be passed. To add a single recital or to add additional recitals, select the [+] icon. To delete a recital, select the trash can to its right.
2. Enter the recital sentence to the right of the HTML characters, and end with a semicolon (;).
   • • Recitals usually begin with the bolded text "Whereas". To change this word, enter the new word within the HTML script without deleting the surrounding HTML characters.
     • Recitals are often referred to as the "Preamble". Recitals may not be required in all states.

ORDAINING CLAUSE

1. Required by most states, the Ordaining Clause is the language that empowers elected officials to legislate.
2. The default ordaining clause text may be customized or deleted entirely by selecting the checkbox.
   • • Ordaining Clauses usually begin with the phrase "Now Therefore". To change this phrase, enter the new phrase or words within the HTML script without deleting the surrounding HTML characters.
     • For a customized ordaining clause, enter any custom text following the HTML characters.

PROPOSED CHANGES

1. Proposed changes to the publication are revealed here as individual cards.
   • • If a change was made to a Table of Content node, it will be shown here as an individual card.
     • If a change was made within the text editor, it will be shown here as an individual card.
     • If a proposed change is made, its origin is locked up in "Live" mode, disallowing any further editing.
     • The text "Make changes to add legislation" will appear if the Proposal contains no table of content or text editor changes.
2. Each card will reveal the origin of the change according to the publication.
3. Each card contains an assumed legislative action within a dropdown. If incorrect, select its companion action. See "Legislative Actions" for more information.
4. To view the proposed change detail represented by the card, select the "∨" icon. Select the "∧" icon to hide the detail.
5. Each card becomes a numbered "Section" of the Ordinance or Resolution. To rearrange the cards, select the "Move" icon. The topmost card becomes Section 1, the following will become Section 2, etc.
6. Selecting the trash icon to the right of a card will delete the card and the proposed change edits from the proposal. This is the only way to delete a proposed change. Proposed changes may not be restored. Locked text in "Live" mode may be unlocked by deleting a proposed change, or by passing it.

CLAUSES

1. Insertion of Clauses into legislative documents is a common but optional practice.
2. Selecting any of the three standard "Clause" boxes reveals default text. Each is customizable and may revert to the default by selecting the blue "Use Default" option.
3. Optional clauses include:
   • • Repealer Clause
     • Severability Clause
     • Effective Date Clause
4. Selecting the "Make as Section" checkbox will turn each clause into a numbered Section that follows the pattern of the proposed change numbering.
5. If a Custom Clause is desired, such as a "Duration Clause", select the [+] icon
6. To completely delete a Clause, select the trash can to its right.

SETTINGS

1. Select whether you want to "Show Prior Content:" when creating the document.
   • • Selecting "YES" will show the text of the section before the proposed change, as well as the new proposed version. As an example, this adds text and headers like "BEFORE AMENDMENT: [text]" then "AFTER AMENDMENT: [text]". This is more explicit but results in a longer proposal document.
     • Selecting "NO" will only show the new text without restating existing text. This will make for a shorter proposal document.
2. Select the format for the changes to the proposal by choosing an option for "Show Redlines In:"
   • • "Color": This will show the edited text changes with a "track changes" style and is the recommended way to view the document.
       • Deleted text will appear as red text with a strikethrough. Example: "Any automobile, truck, motorcycle, trailer, backhoe, loader"
       • Added text will appear as green text with underlining. Example: "Parking, standing, or stopping an unattended or attended vehicle"
     • "Grayscale": This will show the edited text changes in the same way as described with the Color option with underlining and strikethrough. However, the only difference is in Grayscale, the text will not be colored red and green. This is intended for use when printing the proposal document with a black & white printer, such as a non-color laser printer.
     • "No Redlines (Clean)": This will show the final version of the text with no strikethrough or underline and no remnant of how the text previously appeared.
3. Select whether you want to "Show Document As:" a "Full Ordinance" or with "Changes Only" when generating the proposal document
   • • "Full Ordinance": This will generate a proposal document that includes the Titles, Recitals, Clauses (such as ordaining clauses, repealer, or other clauses selected), lines for roll call votes from members/representatives, as well as a blank signature lines for approvers set in Step 1 "Representatives". This option results in a longer proposal document.
     • "Changes Only": This will generate a proposal document that shows only the "Proposed Changes" and does not include all the formalities of a full ordinance. This will result in a shorter proposal document.

• Note: This video is accurate as of February 28, 2019, and may not reflect new enhancements or system changes after that date.