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Request acknowledgement |
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Following the promotion of a diagram, selected users can be requested to acknowledge the new content. An acknowledgement request will appear in their To-dos and they will be notified by email.
Note: If one or more users do not have access to any of the diagrams that you are requesting an acknowledgement for, you will not be able to proceed. A dialog will list which users do not have access to which diagrams; you can either remove them from the list of acknowledgers, or seek to provide access for these users.
Acknowledgement Reports A number of acknowledgement-based reports are available. See Generating reports for more information.
Acknowledgements displays a list of users that have acknowledged a scope of diagrams. Acknowledgement Progress displays the acknowledgement progress for a scope of diagrams. Acknowledgement Requests displays a list of acknowledgement requests for a scope of diagrams, including status and the percentage complete. Acknowledgement Summary displays a high-level overview of the acknowledgement progress for a selected scope of diagrams. Double-click a row to view the Acknowledgement Progress report for a specific diagram.
1.From the Manage menu choose Request Acknowledgement. 2.In the Acknowledgement Type options choose the type of acknowledgement that you want to create.
Standard allows you to create a single acknowledgement request for a scope of diagrams that must be completed by a specific date. Once all acknowledgers have acknowledged then the status of the request will be set to Complete. Note that if new acknowledgers are added at a later date then they will be assigned the same date, which may lead to past due (overdue) requests being assigned to new acknowledgers. Continuous allows you to create an open acknowledgement request for a scope of diagrams, which is open indefinitely, and allows users to be added at any time. When a new acknowledgement request is sent out, new acknowledgers will be assigned a due date in advance of the date the new request is sent, thereby ensuring that they do not receive past due (overdue) requests.
3.Select either the Date to be acknowledged by or the Acknowledgement request due dates to (depending on what you selected in the previous step). Note: The Acknowledgement request due dates to setting (for continuous acknowledgement requests) will automatically create due dates from the date a new acknowledger is assigned. For example, if you set 2 weeks as the value and a new acknowledger is added on the 1st January, then the due date for that user to acknowledge the content by will be the 15th January. 4.Choose the scope of diagrams to request acknowledgement for.
Current Diagram requests acknowledgement for the current diagram only. Current Diagram and Lower Levels requests acknowledgement for the current diagram and all lower-level diagrams. Current Process Map requests acknowledgement for all diagrams in the current process map. Diagram Scope List File requests acknowledgement for all diagrams in a diagram scope list file.
5.Enter any additional notes that may be useful for a user when acknowledging the content. 6.Click Next to define the reminder and escalation options.
Reminders and escalation options Email and SMS notifications can be sent to users to remind them about an upcoming or overdue To-do item. An escalation date can also be set which will send an email notification to users' line managers if they fail to action a particular To-do item. Default notification and escalation options are defined in the system options. If you have the privileges to do so, you can modify these settings for individual actions requests before submitting them.
Enable email reminders will send reminder emails to assigned acknowledgers until they have signed the diagram(s) off. Enable SMS reminders will send reminder SMS messages to assigned acknowledgers until they have signed the diagram(s) off. Reminders to be sent every x days is the frequency of days in which email and SMS reminders are sent. Start sending reminders x days before item is overdue is the number of days to start sending email and SMS reminders prior to the due date (set this option to '0' if you only want to remind users after the due date has passed). Enable escalation of overdue items will escalate an overdue request by notifying users' line managers by email. Escalate after x days of being overdue is the number of days after the due date has passed before notifying users' line managers.
7.Click OK to finish.
Resending Acknowledgement Requests to New Acknowledgers
If an acknowledgement request has already been submitted for a selected scope of diagrams and new acknowledgers are assigned, you can resend the acknowledgement request to these new users. This ensures that a user is made aware of any new processes that relate to their new group membership.
In the acknowledgers list for a particular diagram, choose the scope of diagrams to resend any acknowledgement requests for, then select the new users in the list (hold Ctrl to select multiple users). Right-click a selected user and choose Send Current Request. In the Request Acknowledgement dialog that opens you can deselect any users, if required, then click OK to send the request(s).
See Assigning acknowledgers for further information.
Resending Acknowledgement Requests to New Group Members
When a user joins a new user group, you can resend them any previous acknowledgement requests that relate to their new group membership. This ensures that users are made aware of any new processes, documents and storyboards that relate to their new roles.
Note: If the user has joined a group that is a member of other groups, i.e. the group is a sub-group of one or more parent groups, they will also receive any acknowledgement requests that exist for associated parent groups.
In the User Accounts window, right-click the user and choose Send Acknowledgements. Select the user group(s) that you want to send current acknowledgement requests for, i.e. select the group(s) that the user has recently joined. Automatically reactivate completed acknowledgements will reactivate the last completed acknowledgement request (i.e. set it to 'active) and send it to the user. If this option is not selected then only active requests will be sent to the user. Click Next to define the reminder and escalation details (see above for information) and click OK.
Viewing the acknowledgement log
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