The 4-step DocRead for SharePoint lifecycle (in a nutshell)
The process of ensuring important information is read and understood by employees does not have to be time consuming or laborious. It can be broken down into four simple steps that can easily be achieved by using SharePoint and DocRead.
Document is configured in a document library
Reading/viewing tasks are assigned to users
Users are asked to read/view and confirm in 3 clicks
Admins track who has and hasn't read their documents
Targeting a few users in a SharePoint Group, or tens of thousands in a SharePoint Audience couldn't be simpler. DocRead integrates into the standard SharePoint document properties screen. It is therefore easy to flag a document as required or recommended to those users that need to read it.
DocRead can also be attached to any type of content that can be stored in a SharePoint document library. Hence, if you need users to view and acknowledge a publishing page (.aspx), any office document, pdf, video, image or audio, for example, it's all achievable in seconds without leaving SharePoint.
DocRead can also work along-side SharePoint versioning, by allowing the publisher to specify a comment explaining what has changed with their document. This allows users to navigate straight to the new or changed content, saving your entire organization valuable time.
Once your documents are uploaded and published into a SharePoint Document Library, DocRead will intelligently create individual Reading Tasks for each User in the Groups and/or Audiences that you have specified.
DocRead will also manage the process of ensuring that a user is required (or recommended) to confirm the document only once, even though they may be a member of many groups.
DocRead can also request confirmation for new versions of documents, although this is entirely at the discretion of the publisher.
All the intensive processing is done via a SharePoint configurable timer job. This ensures the end-user experience for SharePoint isn't impacted. In addition, if emails are required, they can be sent in an evening on a server that doesn't require an additional SharePoint license.
When a user wishes to view and confirm a document this is all achieved by the task information panel. The panel allows the user to view crucial information about the task such as when it was created and how long they have to confirm it. It is also simple to view the document, simply by clicking on the document icon, positioned to the right of the "document" tab.
Once a user is ready to confirm that they have viewed the document, they must accept the terms and conditions and check the tick box. This confirmation is securely stored within the DocRead database for future reference and auditing purposes.
The task information panel is accessible in several places, such as from the standard DocRead webparts, the document library ribbon, or from the short-cut menu on the document itself. For ultra-convenience the task information panel is always shown as a pop-up allowing the user to confirm in a few simple clicks.
The reporting area of DocRead is probably it's best feature. Reporting allows an administrator to easily view which users have confirmed, and potentially more importantly, which have not.
Each report is filterable by common attributes such as status (assigned, overdue etc.), type (recommended or required), or by more common variables such as user name or document name.
All reports are exportable to standard formats such as PDF, Excel, TIFF to name but a few.