Worst case scenario

I have first-hand experience to prove that a procedure had been read by a company employee. The employee had been injured at work and took the company to court claiming negligence, however the case was dismissed. The company was able to prove that the employee had read and accepted reading the procedures, which proved the company was not negligent. 

The system used by that Company for publishing documents and capturing user acknowledgements was not SharePoint; however should we not accept anything less from SharePoint?

SharePoint Out of the Box

SharePoint is brilliant at providing the capabilities to update documents and with version control we can ensure users see the most recent version. However, knowing who has actually opened and read which documents is not so easy.

Legeris for SharePoint Acknowledgement Feature

The Legeris for SharePoint Acknowledgement feature sends users a fully customisable email with a link to the document in SharePoint and a link so they can acknowledge having read the document. The image below shows the dialog to confirm reading.

How easy is it to configure?

Legeris for SharePoint introduces a custom SharePoint list to centrally manage many document libraries. Each item you add to the list is called a reading category, which:

  • defines the rules for the documents you want to target
The image above shows the Reading Category and how long after a New or Updated document is expected to be acknowledged by the user. Optional values include a reminder and how many times a reminder should be sent.

The image above shows the Reading Category and how long after a New or Updated document is expected to be acknowledged by the user. Optional values include a reminder and how many times a reminder should be sent.

  • who gets notified and customisable email template.
The image above shows the Reading Category and how the recipients can be added using SharePoint, Active Directory (Security and Distribution) groups or named individuals. It's possible to tailor the email message using an alternative rich text editor allowing for HTLM mark-up..

The image above shows the Reading Category and how the recipients can be added using SharePoint, Active Directory (Security and Distribution) groups or named individuals. It's possible to tailor the email message using an alternative rich text editor allowing for HTLM mark-up..

How flexible is it to configure?

My experience of consulting with SharePoint has taught me that companies have their own ideas of how they want to configure SharePoint, when working with documents and libraries. Legeris for SharePoint makes no assumptions, other than you may have one or many libraries, and those libraries will contain one or many documents. 

If you have a library and have used custom content types then we can use those content types to define more rules to target by content type. You may go for the simple option of targeting all documents in a Library - that's easy. How about all documents in a library but have a different rule for a specific content type? Again, that's easy. We can create one rule for the Library and then another that inherits the library but for the content type.

Reporting

Legeris for SharePoint introduces a Document Owner, a person responsible for the content and collecting/managing acknowledgements. The document owner role will vary from one company to the next, it could be the person responsible for approving and publish the document or a compliance manager. When the Legeris for SharePoint acknowledgement lifecycle completes for a document a summary email is sent to the document owner. The document owner can also, using the Legeris for SharePoint web parts, view their documents, including previous versions to identify who did or more importantly who did not acknowledge documents. 

Summary

Legeris for SharePoint will not prevent accidents in the workplace happening nor will stop legal cases for injury in the workplace being taken against companies. What it can do is help ensure users read important company documents, and if they don't then at least you know who hasn't read them and determine the risk to your company.

 

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