Read & Confirm is a function of the Documents and Policies App which allows for users to acknowledge that they've read a key document (e.g. harassment policy), so a manager can track at a glance if a group or specific staff have complied with the requirement.
In This Article
The Read & Confirm function has multiple setting levels to ensure settings can be added which are suited for the type of document.
Intranet Connections' Version 13.5 Policy Assist significantly improved document and policy handling; this article shows functionality which differed or didn't exist in earlier versions. If you're on an earlier version and paying annual maintenance you can upgrade by going to Admin > Setup to access files; if you're not active on maintenance, contact email@example.com for information. Note that Read & Confirm functionality for specific groups/users didn't exist in previous versions, so although the history is retained, you'll only see the number of confirmations.
Read & Confirm Settings at the App Level
Read & Confirm is turned on by default in the Documents app. The function is turned on and off via the Properties area. To access this:
- When you're in the app, click Toolbox on the right, then click App Admin.
- Click Properties.
- Scroll down to the Options section and click Read Confirmation.
- Check the box for Enable Read Confirmation.
Now you'll have the potential functionality of Read & Confirm for a document, but in order to have it apply to a document, you have to enable it, as described later in this article.
Read & Confirm Reminder Settings
Reminders can be set at the App level so the settings affect every document in the App (note that the following reminder settings are only applicable if a document has a Due Date set as in #5 in the following section's image). To do this, when you're in App Admin as above, click Read & Confirm Reminders; you'll see a Settings screen as shown below. On this screen you can choose the timing of reminders (1) as well as the type of reminder notifications (2). For the reminders:
- choose whether you want an additional 1, 2, or 3 reminders in addition to the final reminder on the due date
- choose the days prior to the due date and the time of the reminders
- choose whether the reminders should be send as both company email and intranet alerts, or as only one of those
Click the Save button to retain your changes.
Read & Confirm Settings at the Document Level
Read & Confirm settings can be either put in place when a document or policy is added to the repository, or when the file is edited in the repository.
Users who are in the App and have permissions to Add files (learn more about Security for Apps) will see a Read & Confirm tab. Once they've added all relevant information on the initial Add tab (or Edit tab, if the file was already in the App) and clicked Save, users can click the Read & Confirm tab, as shown below.
In the Read & Confirm tab, after clicking the box for Enable Read & Confirm (1), users can:
- either make the document required reading by Everyone (2) OR select Groups (3) and/or Users (4)
- choose a due date for an automated reminder to those who haven't yet read/confirmed (5); note that Read & Confirm can still be in place without a specified due date
If you have versioning turned on for a Read & Confirm document, you must turn off Read & Confirm before checking out the file.
Dashboard Read & Confirm Reminders
There are two views for reminders associated with Read & Confirm for documents: reminders for the person who needs to complete a Read & Confirm for the document, and reminders for all Read & Confirm documents in the App.
Reminders for the person who needs to complete a Read & Confirm are found in My Dashboard. Learn more about Read & Confirm reminders for staff in the My Dashboard article.
Reminders for all Read & Confirm documents can be found under Toolbox > App Admin > Read & Confirm Reminders, then clicking GO TO DASHBOARD; you'll need to be an Admin or App Owner to view this.
As shown below, this dashboard displays all documents with an associated Read & Confirm. The drop-down allows items to be displayed by folder (1). Clicking on the linked file title (2) takes you to the edit view of the file. Clicking the linked % Complete (3) takes you to a User Log.
The User Log shows the name, department, and other details for staff who have and haven't read/confirmed the document; this information can be exported to CSV by date range.
This page also provides a Reset button. Clicking this button will archive the current Read & Confirm user log, and will require specified users to once again read and acknowledge that they've read the document.