When publishing documents, process maps or process descriptions, you have the option of sending a notification or reading confirmation to desired recipients. You can choose:
Individual users
User groups
Roles
Email addresses (notification only, no read confirmation because they do not have users in the system)
The e-mail sent out includes
Subject text
Link to the published item
An email text as you wish to formulate it
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At the bottom, the user chooses whether only "notification" or "read confirmation" should be sent out
Notification
If there is a notification, only an email is sent out which the recipients read for information
Read confirmation
If there is a read confirmation, the recipient receives an email with a link to the read confirmation. In addition, the reading confirmation will be in the left menu "My tasks"
When the reading confirmation is opened, there is a standard text stating that it has been signed by the logged-in user with the date. The user can add additional text as well and finishes by clicking the button to confirm.
Read confirmation genrator
Read confirmation generator is available for document and process owners as well as administrators. This provides an overview of all governing documents and process descriptions, as well as all reading confirmations that have been sent out.
The read confirmation generator is independent of ownership and you can see revision and approval status. Ownership and all relevant columns can be filtered to get to the right item you want to send a read confirmation for. When you send read confirmations, you can choose two options regarding the recipients; Manually enter recipient (role, name, email), or extract recipients from the roles with which each element is tagged. Each role has a “staffed by” field that contains users.
Read confirmations can be found under the left menu in Manage, under functions and reports, process/documentation and read confirmation generator.
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Select governing documents and/or process descriptions and send out to all desired users of the system:
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