Request acknowledgement

Following the promotion of a document, 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 documents that you are requesting acknowledgement for, you will not be able to proceed. A dialog will list which users do not have access to which documents; you can either remove them from the list of acknowledgers, or seek to provide access for these users.

Reporting

A number of acknowledgement-based reports are available. In the Document Registry, from the Manage menu choose Reports, and then one of the following: See Generate a report for more information.

Acknowledgement Log List displays a list of users that have acknowledged a scope of documents.

Acknowledgement Progress displays the acknowledgement progress for a scope of documents.

Acknowledgement Requests List displays a list of acknowledgement requests for a scope of documents, including status and the percentage complete.
Acknowledgement Summary displays a high-level overview of the acknowledgement progress for a selected scope of documents. Double-click a row to view the Acknowledgement Progress report for a specific document.

1.In the Document Registry, right-click the file(s) that you want to request acknowledgement for and choose Details.

2.From the Manage menu choose Request Acknowledgement.

3.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 documents 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 documents which is open indefinitely. 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.

4.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.

5.Choose the scope of documents to request acknowledgement for.

Selected Documents will request acknowledgement for files that you have selected, which are highlighted.

All Documents will request acknowledgement for all files in the Document Registry (assuming a file has at least one assigned acknowledger).

6.Enter any additional notes that may be useful for a user when acknowledging the content.

7.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 document(s) off.

Enable SMS reminders will send reminder SMS messages to assigned acknowledgers until they have signed the document(s) off.

Reminders to be sent every 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 escalations will escalate an overdue request by notifying users' line managers by email.

Escalate after is the number of days after the due date has passed before notifying users' line managers.

8.Click OK to finish.

Resending Acknowledgement Requests to New Acknowledgers

If an acknowledgement request has already been submitted for a selected scope of documents and new acknowledgers are assigned, you can resend an acknowledgement request to these new users.

In the acknowledgers list for a particular document, choose the scope of documents 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.

This option is only available to TIBCO Nimbus® administrators.

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.