Request acknowledgement

Users can be requested to acknowledge either draft or master storyboards. An acknowledgement request will appear in their To-dos and they will be notified by email.

Note: To request acknowledgement for a particular storyboard at least one acknowledger must be assigned. If one or more users do not have access to any of the storyboards that you are requesting acknowledgement for then you will not be able to proceed. A dialog will list which users do not have access to which storyboards; 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 from the Tools menu in the Storyboard Management window.

Acknowledgement Log Report displays a list of users that have acknowledged a scope of storyboards.

Acknowledgement Progress Report displays the acknowledgement progress for a scope of storyboards.

Acknowledgement Requests Report displays a list of acknowledgement requests for a scope of storyboards, including status and the percentage complete.

Acknowledgement Summary Report displays a high-level overview of the acknowledgement progress for a selected scope of storyboards. Double-click a row to view the Acknowledgement Progress Report for a specific storyboard.

1.In the Storyboard Management window, select the storyboards that you want to request acknowledgement for.

2.From the Manage menu choose one of the following options:

Manage Draft Storyboard>Request Draft Acknowledgement

Manage Master Storyboard>Request Master Acknowledgement

3.In the Acknowledgement Type panel choose the type of acknowledgement that you want to create.

Standard allows you to create a single acknowledgement request for a scope of storyboards 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 newly assigned users.

Continuous allows you to create an open acknowledgement request for a scope of storyboards 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 storyboards to request acknowledgement for.

Selected Storyboards will request acknowledgement for any storyboards that you have selected.

All Storyboards will request acknowledgement for all storyboards.

Current Folder will request acknowledgement for all storyboards in a selected folder.

Current Folder and Child Folders will request acknowledgement for all storyboards in a folder and all child folders.

Storyboard Scope List will request acknowledgement for all storyboards within a selected storyboard scope list file.

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 storyboard(s) off.

Enable SMS reminders will send reminder SMS messages to assigned acknowledgers until they have signed the storyboard(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 storyboards and new acknowledgers are assigned, you can resend the acknowledgement request to these new users.

1.In the Storyboard Management window (Tools>Storyboards), from the Manage menu choose one of the following options:

Manage Draft Storyboard>Draft Acknowledgers

Manage Master Storyboard>Master Acknowledgers

2.In the Scope panel, choose the scope of storyboards to resend acknowledgement requests for.

3.Select the new users in the list (hold Ctrl to select multiple users).

4.Right-click a selected user and choose Send Current Request.

5.In the Data to be acknowledged by field, choose a date for when you want the storyboard to be acknowledged by.

6.In the Required users section, select/deselect the users that you want to resubmit the acknowledgement request for and click Next.

7.Select the appropriate reminder and escalation details and click OK.

See Assigning acknowledgers for further information.

Resending Acknowledgement Requests to New Group Members

When users join a new user group, you can resend previous acknowledgement requests for storyboards that relate to the group. 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.

1.In the User Accounts window (Tools>Users>User Accounts), right-click the user and choose Send Acknowledgements.

2.Select user groups for that the selected user that you want to send current acknowledgement requests for, i.e. select the group(s) that the user has recently joined, and then click Next.

Automatically reactivate completed acknowledgements will reactivate the last completed acknowledgement requests, i.e. set them to 'active' and send them to the user. If this option is not selected then only active requests will be sent to the user.

3.Define the reminder and escalation details and click OK.