The Read & understood dialog
The Read & understood button in the view-mode button bar of a published document opens the dialog Contents acceptance management. In it you ask colleagues to confirm that they have read the document, and follow up who has confirmed. The button is shown on published documents in modules where Read & understood is turned on (see Turn Read & understood on for a module). Using the dialog needs the Edit right on the row of the document’s module; your user administrator sets this.
The dialog has two columns: on the left you invite users, on the right you see the users who have been invited. This page describes every control in the order it appears.
The button
Section titled “The button”| Control | What it does | When it is shown |
|---|---|---|
| Read & understood (icon button) | Opens the dialog. | On a published document in a module where Read & understood is turned on. |
| Red “!” on the button | Shows that users were asked about the previous revision and nobody has been asked about this one yet. Tooltip: “Users were invited in a previous revision. You may need to invite them again.” Opening the dialog then narrows the list to Users from the last revision (not invited yet). | After a new revision is published, until someone is invited on it. |
Left column: invite users
Section titled “Left column: invite users”The left column is shown only when you are looking at the current revision.
| Control | What it does | Values and default | When it is shown |
|---|---|---|---|
| Invite users: | Heading of the column. | Always. | |
| All users | Lists every user who can be invited. | On by default. Switching on one of the two switches below turns this off; switching them off returns to All users. | When the document has earlier revisions. |
| Users from the last revision (not invited yet), with a ? tooltip | Lists only users who were asked about the previous revision and have not yet been asked about this one. | Off, unless the button showed the red “!”. | When the document has earlier revisions. |
| Users from all previous revisions (not invited yet), with a ? tooltip | Lists users who were asked about any earlier revision and have not yet been asked about this one. | Off. | When the document has earlier revisions. |
| Search users… | Narrows the list by name. Typing anywhere in the dialog puts the text in this box. Use the arrow keys and Enter to tick a user from the keyboard. | Empty. | Always. |
| Select all | Ticks every user in the list. The number ticked is shown, for example “3 selected users”. | Above the user list. | |
| User list | Active users with at least the Read right on the module’s row who have not yet been asked about this revision, sorted by name. Tick the users to invite. When nobody matches: “No matching users found”. | Nobody ticked. | Always. |
| Include a personal message (optional): | A message that is included in the invitation e-mail to each user you invite now. Placeholder “Enter your message here…”. | Empty; optional. | Always. |
| Invite selected | Sends the requests. Shows “Invited successfully!”. The users move to Invited users with the status Pending. Each user gets the invitation e-mail and a notification about two minutes later. | Disabled until at least one user is ticked. | |
| ? next to Invite selected | Tooltip: “There is a 2 minute delay in informing them to allow you to change your mind / correct any mistakes.” | Always. |
Right column: invited users
Section titled “Right column: invited users”| Control | What it does | Values and default | When it is shown |
|---|---|---|---|
| Invited users, with a ? tooltip | Heading of the column. Tooltip: “These users are receiving weekly reminders.” | Always. | |
| x (Cancel all requests) | Cancels every pending request you have sent for the current revision. Asks “Please confirm that you wish to cancel all requests?”; when you confirm, shows “Cancellation successful”. | When you have at least one pending request on the current revision. | |
| Revision selector | Chooses which revision’s requests to show, newest first. Each entry shows the revision number, a date and a name. The current one is marked “(Current revision)”. An earlier revision is read-only, and the left column is hidden. | The current revision. | When more than one revision has requests. |
| Table: Name, Requested by, Status | One row per request: the invited user, the person who asked, and the status. Pending rows come first, then accepted rows. | When there are requests. | |
| Status Pending | The user has not confirmed yet. Tooltip “Invited at” with the date. | On the current revision. | |
| Status Unconfirmed | The user never confirmed that revision. Tooltip “Invited at” with the date. | On earlier revisions. | |
| Status Accepted | The user has confirmed. Tooltip “Accepted at” with the date. | Always. | |
| x (Cancel request) on a row | Cancels that one request. Asks you to confirm “Please confirm that you wish to cancel the request for contents acceptance from” the user; when you confirm, shows “Cancellation successful”. | On pending requests you sent yourself, on the current revision. | |
| “No invitations yet” | Shown instead of the table. | When nobody has been asked about the revision. |
Closing
Section titled “Closing”The x at the top right closes the dialog. Requests are saved as you make them; there is nothing else to save.
After you invite
Section titled “After you invite”- About two minutes after you click Invite selected, each invited user gets the e-mail “A document is awaiting your accept” with your message, a notification under the bell, and a row in Actions awaiting your input on their dashboard (if your company’s dashboard has this box). A request cancelled before then sends nothing.
- Users who have not confirmed get the e-mail “Reminder: A document is awaiting your accept” in the morning, once a week, until they confirm or the request is cancelled.
- You get no e-mail when someone confirms. The table shows it, and is updated while you have the dialog open.
- When a new revision of the document is published, the requests for the earlier revision end, and their reminders stop. Nobody is asked about the new revision automatically.