Follow up Read & understood confirmations

To see who has confirmed a document, open it and click Read & understood in the view-mode button bar. The table Invited users in the dialog lists everyone who has been asked, with the status Pending (not confirmed yet) or Accepted. Users who have not confirmed are reminded by e-mail once a week, so you do not need to remind them yourself. You can cancel your own pending requests with the x on the row, or all of them at once. To see the status across all documents in a module, use the Accept Contents Overview tab in a report for that module. Following up in the dialog needs the Edit right on the row of the document’s module.

Before you start

• The document must be published and Read & understood must be enabled for its module; see Turn Read & understood on for a module.

• You need the Edit right on the module’s row. Your user administrator sets this.

• For the overview across documents, you need the Create right on the reports row of your rights, and a report that covers only this module. The tab is shown only while Read & understood is turned on for the module. Ask your user administrator if you do not see it.

Steps: check one document

1. Open the published document.
2. Click Read & understood in the view-mode button bar.
3. Look at the table Invited users. Rows with Pending come first, then rows with Accepted. Point at a status to see the date: “Invited at” for a pending request, “Accepted at” for a confirmed one.

Steps: cancel requests

1. In the dialog, find the row of the user in Invited users.
2. Click the x (Cancel request) on the row and confirm.
3. To cancel every pending request you have sent for the document, click the x (Cancel all requests) at the top of the table and confirm “Please confirm that you wish to cancel all requests?”.

You see the message “Cancellation successful”. The user gets no more reminders. If they open the document, they are told that the request has been cancelled.

Steps: ask again after a new revision

When a new revision of the document is published, the earlier requests end and nobody is asked again automatically.

1. Open the document. If people were asked about the previous revision and nobody has been asked about this one yet, the Read & understood button shows a red “!”. Its tooltip says “Users were invited in a previous revision. You may need to invite them again.”
2. Click Read & understood. When the red “!” was shown, the list is already narrowed to Users from the last revision (not invited yet).
3. Tick the users, or Select all, and click Invite selected.

To find people asked in any earlier revision, not just the last one, switch on Users from all previous revisions (not invited yet) instead. All users shows everyone again.

Steps: see the status across documents

1. Open a report for the module from Reports.
2. Click the tab Accept Contents Overview.

Each column is a document, and each row is a user who has been asked about at least one of them. A green check means the user has confirmed, a red cross means the user has been asked but has not confirmed, and “-” means the user has not been asked about that document. Click a document’s name to open it. The table shows 10 users per page.

What you should see

The dialog shows the current state of every request for the revision you are looking at. The list is updated live if someone confirms while you have it open.

Good to know

• Your own requests. The x is shown only on pending requests you sent yourself, on the latest revision. A request someone else sent can be cancelled by that person.
• Cancelling quickly. Invitations are sent about two minutes after they are made. A request cancelled within that time sends nothing to the user.
• No e-mail when someone confirms. You are not sent an e-mail when a user confirms; follow up in the dialog or the overview tab.
• Earlier revisions. When requests exist for more than one revision, a revision selector at the top of the table lets you look at an earlier revision, newest first, with “(Current revision)” marking the current one. An earlier revision is read-only; requests there that were never confirmed show as Unconfirmed.
• Which revision the overview shows. For each document, the overview tab shows the latest revision that has requests. For earlier revisions, use the revision selector in the dialog.
• Weekly reminders. The table Invited users has a tooltip “These users are receiving weekly reminders.”: every user with a pending request gets a reminder e-mail in the morning, once a week, until they confirm or the request is cancelled.

Next step

• Ask colleagues to confirm they have read a document

Related

• The Read & understood dialog
• The report page
• Confirm that you have read a document
• E-mails and reminders about documents
• Edit a published document and see earlier revisions

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