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Legeris Acknowledgement know users have read documents


Legeris introduces user acknowledgement of reading important business documents to SharePoint Document Management

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Legeris Acknowledgement know users have read documents


Legeris introduces user acknowledgement of reading important business documents to SharePoint Document Management

Users Acknowledge reading of important company Policies and Procedures

The Legeris Acknowledgement feature sends an email to individual users requesting they read and acknowledge having read new or updated company business documents. With Legeris define simple rules to choose the documents, such as Policies and Procedures, that must be acknowledged by users. Read more...

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Questionnaires challenge user understanding of policies and procedure documents


Do you know who has read and understood important business documents in SharePoint?

Questionnaires challenge user understanding of policies and procedure documents


Do you know who has read and understood important business documents in SharePoint?

Challenge user understanding of policies and procedures with  questionnaires

Extending on the Acknowledgement feature, the Legeris Questionnaires challenges user understanding. The email sent to users requests they read the document and then complete the Questionnaire. By providing pre-defined answers to the Questionnaire Legeris automatically marks the users’ answers and summarises the results in a report. Legeris Questionnaires support compliance objectives by demonstrating user understanding of company business documents.  Read more…

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Notifications are a great alternative to SharePoint Alerts


Use Legeris Notifications as alternative to SharePoint Alerts to provide flexible targeting, tailorable emails and simple management of business documents

Notifications are a great alternative to SharePoint Alerts


Use Legeris Notifications as alternative to SharePoint Alerts to provide flexible targeting, tailorable emails and simple management of business documents

Legeris notifications enhance SharePoint alerts with custom emails central management

Replace SharePoint Alerts with Legeris Notifications. SharePoint Alerts have several limitations such as: 

  • Emails cannot be tailored

  • Can only be managed at library level

  • Individual documents or the entire library

The Legeris Notifications feature includes:

  • Custom emails that can include document metadata

  • Management of Notifications for document libraries across multiple sites from a single central list

  • Flexibility of targeting documents for a site, library, content type or a single document

Legeris Notifications is a free for lifetime alternative to SharePoint alerts.  

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Legeris audit trail contributes to meeting compliance needs of business


Is your company meeting its compliance obligations by ensuring users have read important business documents?

Legeris audit trail contributes to meeting compliance needs of business


Is your company meeting its compliance obligations by ensuring users have read important business documents?

 
Meet business compliance needs with Legeris Notification Acknowledgement questionnaire features

When using Legeris Notification, Acknowledgement or Questionnaire features a full audit-trail is kept for each document version to support compliance objectives. The Legeris audit-trail details, by document version, who:

  • Received a Notification

  • Did or did not Acknowledge reading

  • Participated in the Questionnaire and the results of each question asked

Read more...

 
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Legeris for SharePoint Product Details Notifications Acknowledgement questionnaire email templates


Read on for a more detail on how Legeris for SharePoint is configured and works

Legeris for SharePoint Product Details Notifications Acknowledgement questionnaire email templates


Read on for a more detail on how Legeris for SharePoint is configured and works

This page contains information relating the key product features of Legeris for SharePoint.

What does Legeris Mean

Latin – To have read

Legeris for SharePoint Background

The legeris Team have a long background in Document Management and in particular SharePoint. While Microsoft have done an excellent job with SharePoint to provide fantastic authoring features, we felt there was something lacking. How could we know who had read which documents and when? Answer: Legeris for SharePoint.

User Acknowledgement...

Legeris for SharePoint is a simple means of capturing User Acknowledgements that they have read an updated or new document. The documents we had in mind were Policies and Procedures that would be important to how companies operate, however we don’t really mind what documents you want Legeris to work with.

Questionnaire answers visible on Legeris Web Part

Knowing who had read what and when was great, but how could we know they really understood what was written? The solution was the Questionnaire feature where we could provide questions and answers relating to an updated document. The Answers are obviously hidden from the users but we can use the answers to mark each question.

With all the work that had gone into the product we realized that we could provide an alternative to SharePoint alerts called Notifications. A Nofication would simply email the users and make them aware, like an alert does, that a new or updated document was available for them. Unlike alerts though, we would have the ability to create HTML, fully custom emails, to send to users and we include document metadata (column values) in the email.

How does Legeris for SharePoint work

There are two key requirements to getting started with Legeris:

  1. Enable the library that you want use for Legeris
  2. Create the rules and customize the emai

When the first library is enabled it will automatically create the first Legeris Settings List. Much like any other SharePoint list it has Content Types and each content type is what we call a Reading Category. A reading category defines the rules for what documents will be targeted, whether a Notification, Acknowledgement or Questionnaire is to be performed and the ability to change the email template and style it to meet your corporate look and feel.

What is creating a rule for targeting documents? We thought each customer is going to have a different set of requirements. Consider the following possible scenarios:

  1. Customer wants all documents in a library to be targeted by Legeris. Therefore any change or new document added it would trigger a Legeris Notification.
  2. Customer only wants the Policy Content Types in a library to be targeted and all other documents ignored. Therefore, any document where it’s Content Type is a Policy it will trigger a Legeris Notification
  3. You have one document, say the Staff Handbook, and only when that is updated you want to trigger a Notification

Here are some images of creating a reading category (click the images to enlarge):

The Legeris Settings list contains several New Item (content types) to select from.

The business description is a simply label to define the Reading category. Set a business owner someone who will be responsible for the document.

Simply enable the type of notifications you want and choose if you want to send reminders or overdue notifications.

All three scenarios could be achieved by creating the appropriate reading category rules by:

  1. Item 1 – All documents in a Library. By choosing the Library Reading Category this will target all document in the way we want.
  2. Item 2 – Policy Content Type in a Library. By choosing the Content type Reading Category this will target all Policy content Types.
  3. Item 3 – Staff Handbook. By choosing the Document Reading Category we can select the individual document

What if I want apply more than one rule on a library? Say, all three scenarios above for the same library? You can. Why would you? Because you want a different behaviour to occur based on the rule. Consider this, again based on the scenario above:

  1. I want an email to go to all Company Employees to Notify them that a document and been updated or created in the Library. We would create this reading category first.
  2. If we wanted the Policy documents to be Acknowledged by all Managers, we would create another reading category that inherits the library reading category but change it to do an Acknowledgement and configure the To address for all the managers.
  3. The Staff Handbook would also inherit the Library reading category but this would specifically select the Staff Handbook. For this document we might choose for a Questionnaire to be completed.

Inheritance in Legeris Reading Categories can speed up the process as it takes the properties and values from the inherited reading category and bring them into the inheriting reading category. This saves time creating them then it’s only a matter of tweaking the settings as you want, such as tailor the email.

Once the rules are created, as and when the documents are created or updated the emails will be created in the background and sent to users.

The remainder of this page will help you to understand how custom emails are create, the reports show you the outcome of the Acknowledgements and Questionnaires.

Notifications feature of Legeris for SharePoint is a free alternative to SharePoint Alerts

Extending on the capabilities of SharePoint alerts, Legeris provides the ability to send custom emails to inform users when a business document is created or updated. Management of Legeris Notifications is achieved through a single SharePoint list and therefore making it easier to maintain. 

Legeris for SharePoint provides the ability to create email templates to match your corporate look and feel. Examples of some custom emails are provided in the image below.

Sample templates are provided 'out of the box' to quickly get you started, otherwise you can create your own using a rich text editor to style them exactly how you want.

The image below shows the Rich Text editor to style and customise the HTML e-mails. Legeris uses attributes like [a:Title] which are replaced with the values of the document.

The image below shows a notification email received containing links to the document as well as a link to email the document owner:

It's possible to customise the Notification email how you want. The out of the box template we provide gives you everything you need to get started.


Acknowledgement Feature

One of the key issues with compliance is knowing if users have read and understood your company policies or procedures.

The Legeris Acknowledgement feature, builds on the document capabilities of SharePoint, will enable companies to 'capture' each users acceptance of having read your important company documents. 

Employees are notified by email which requests they read the document and acknowledge it before a pre-defined due date.

The image below shows an example email with links to the the document and to acknowledge reading the document:


Questionnaire Feature

By extending the SharePoint Survey template, Legeris has added functionality so that expected answers can be provided to the questions asked. As each employee that has been asked to participate in the questionnaire completes the task; the responses provided are evaluated against the expected answers. The document owner can use the Legeris web parts to review the answers provided. 

The image below shows and example email for a questionnaire with links to the document and the questionnaire list in SharePoint.

Reminders and Overdue Notification e-mails

If required, it is possible to send reminder and overdue notifications for both Acknowledgement and Questionnaires. The images shown display examples of both emails:

Document Owner and Error Report e-mails

The document owner will receive emails regarding the notification process so they are fully aware of errors in notifying users and a summary email once a document completes the Legeris lifecycle.

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Legeris Reporting web parts display important information to support company compliance


Reporting

Legeris Reporting web parts display important information to support company compliance


Reporting

Using the Legeris custom web parts it is possible to analyse and report on the document lifecycle history.

The Owner Summary Report web part. The example image shows the questionnaire responses and who answered the questions correctly or incorrectly. 

The Active Notifications Report web part. While a document remains in the Legeris Lifecycle, it is possible to review the notifications that have occurred and how many remain.

The Users and Groups web part. Useful to identify the members of Domain or SharePoint groups.

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