Overview of documents that are marked with the option "on active accept" to track the compliance of the Users
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We are constantly working with documents that are marked as "on active accept." Now I need to make sure that all those documents are being read and accepted by the users, so in case the authority wants to see it, I have prove that the users are compliant. To find out who had not yet read this particular documents I now need to search for them (because I dont remember every document I published with this function) and then click on every single document to see the checkout dates under control. In my opinion it would make sense that if a really great function like this checkout option is available and in use, that we can also track the progress behind this function. Otherwise I dont know what to have it for. Right now I am searching for all these documents and make an excel sheet to track them. What I imagine: The Distribute Overview on the Admin Dashboard would be a great example. I imagine an Overview like this, where all the documents with the checkout option "read and accept" are listed. The Overview can look exactly like this, so we can immediately see how many Users are non compliant and if we click, we see which Users are non compliant and which are compliant.
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Comments
Hi Natalie,
Using APIs might be a good solution for this.
What I have for this, is an excel sheet with a separate tab for documents. There is a list of assigned users and a read-revision column, which indicates if revisions are checked out (if any) by the users:
With this, you do not have to go to each document and pull the report on activity, just simply check the tabs and see immediately in Excel if there are any non-compliant users.
Of course, depends on how many documents and users you have for active accept.. Maybe with big data its not so convenient, but for a few documents and a couple of users its great to keep track this way..
Hi Natalie,
why don't you use the user performance section?
All users are shown here and you can sort by documents not read or by reminders. When clicking on the user you can see all the documents that this user still needs to check out and you can send warnings as well. When audited and a user still has not checked out documents, you just have to prove that the user is off duty or so. In this case it would be fine.
I know it is not the nicest tool and it also doesn't have many options but this is how we do it.
Best,
Matthias Lösch
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