Enabling Read & Understood
Below are the steps that must be carried out in order to enable the Read & Understood workflow for a Document. Expand each step below for further explanation.
To enable the Read & Understood workflow within a Document, you must first add the Document to the Documents Module. For details on how to 'Add a Document', see here.
Important: Once the Document has been added, the Read & Understood workflow can be enabled if the Documents Approval Status is marked as:
- Approval Not Required
- Approved*
*Documents currently going through an Approval workflow cannot have the Read & Understood enabled until the Approval workflow is complete. For details on the 'Document Approval Workflow', see here.
Image: Document Approval Not Completed
Image: Read & Understood option not available as Document not yet Approved
Once the Document has been added to the Documents Module and has an Approval Status of Approved or Approval Not required, the Read & Understood workflow can be enabled. To enable the Read & Understood workflow, click the 'Actions>Edit Properties' button on the Document Page.
Image: 'Actions>Edit Properties' button on Approved Document
Once you have accessed the Document Details, scroll to the bottom of the page where you will see the 'Enable Read & Understood Workflow' box. Simply tick this box to access the Read & Understood setup.
Image: Read & Understood Workflow available as Document Approved
Image: Read & Understood Workflow Enabled
Image: Read & Understood Workflow Setup
1. Due Date: The Due Date will appear as default as 'current date + 27 days'. However, this date can be manually changed by clicking the Calendar icon and selecting a date from the calendar field.
Image: Calendar Field
Note: The Due Date selected will then appear for all Users/User Groups selected.
2. User or Group: Using the User/User Group dropdown, select the individual Users and/or User Groups that should be included in the Read & Understood workflow for this Document. Users and User Groups can be searched for quickly using the Search bar if needed. Tick the boxes of those Users and/or User Groups you would like to add. Once boxes are ticked, click the 'Select' button to add those to the list.
Image: User and User Group Dropdown
Image: Users and User Groups Selected
Image: Users and User Groups Added to List
3. Due Date: The Due Date previously selected in the first Due Date will appear here. However, this date can be manually changed by clicking the Calendar icon and selecting a date from the calendar field.
Note: Changing the date here will only change the date for the individual User or User Group.
4. Status: When setting up the Read & Understood workflow for the first time, the Status will appear for all Users and User Groups as 'Not Started'. However, as the workflow begins the Status will change to 'Pending', 'Completed' and 'Overdue'.
5. Reminder: When setting up the Read & Understood workflow for the first time, the Reminder box cannot be ticked. However, as the workflow begins, a User can re-enter the Documents Page and tick the Reminder box to send an email reminder to the Users or User Groups who have not yet completed their actions.
6. X: Click the 'X' button to remove the individual User or User Group.
7. Add Line: Click the 'Add Line' button to add more Users or User Groups.
Once you have completed the Read & Understood workflow setup, click the 'Save' button.
Image: Save Button
As the Document has been uploaded previously, the User must complete the 'Reason for change' pop up. Provide a reason for why you are making a change to the Document and click the 'Confirm' button to complete the changes.
Image: Reason for Change Pop Up
Image: Read & Understood Enabled and Workflow Begun
