DocRead for SharePoint 2013 Overview

Screencast giving a high level overview of the DocRead features.

Script

  1. This webcast will give you a basic overview of DocRead for SharePoint 2013.

  2. DocRead is a reading compliance tool for SharePoint. It can help you target important information at specific groups of users and will monitor the completion of their reading tasks via a reporting suite.

  3. This is an example of how an intranet page could look with a DocRead web part and charting web part displayed.

  4. The DocRead web part is a table that displays tasks that have been assigned to the current user. Traffic light style icons are used to indicate the current status of the reading task. Red shows that the item is overdue, amber means that a required task has been assigned but not completed, blue is used when a recommended item is sent and green indicates that this task has already been completed.

  5. First I want to show you how easy it is to send information via DocRead.

  6. You need to navigate to the DocRead enabled document library that contains the item you wish to send. You can tell that this library has been enabled for use with DocRead because there is an overdue reading task notice at the top and a new ‘reading requirements’ option within the library ribbon. If you click on one of the reading requirement icons a pop up window will appear displaying DocRead tasks within that category for the user.

  7. Back in the document list, click ‘Edit properties’ for the item you wish to send via DocRead.

  8. The format of this window is exactly the same as for your other SharePoint documents. DocRead simply adds new sections at the bottom of the screen where you need to choose the relevant group of people who need to receive this reading task and input how many days you want to give them to complete it.

  9. Use required audiences when you have a ‘must read’ document – the task will become overdue and they will receive email reminders if they don’t complete it in time.

  10. Recommended audiences should be chosen when the information being sent is not essential, but may be of interest to them. You can still choose how long to give them to complete the task, but recommended tasks do not fall overdue, nor will reminders be sent.

  11. Anything that can be added to a SharePoint library can be sent via DocRead. You can use DocRead to target webpages, office documents, video clips or pdf’s for example

  12. I’m going to use the people picker to select the ‘all user group’ and I’m going to allow them 10 days to complete the task.

  13. Click ‘Save’ and ensure that you check in and approve the document as per your normal business routines. DocRead will not bypass SharePoint security settings and will not send tasks for items that are still in draft mode as a minor version, are checked out or not approved.

  14. Once this has been completed the reading task will be submitted and will be processed during the next scheduled job run.

  15. If you don’t want to wait for the scheduled timer job a DocRead Administrator can force the tasks to be created immediately by going to Site Settings and selecting ‘Process Site Reading Tasks’ from the DocRead menu. Click ‘proceed’ to confirm and wait for the successful message to appear.

  16. If we now check the DocRead reading table on the home page we can see that the new task has already arrived for the user.

  17. Now I want to show you how to view and complete a reading task.

  18. The user simply needs to click on a reading task to open up the Reading Task Window. This window initially has three tabs, the task tab shows basic information about the document, notice the version and date completed fields are initially empty.

  19. The Document tab contains a little more information about the document but the third tab called ‘confirmation’ is where the user needs to go to complete the reading task.

  20. At the moment the ‘confirm’ button is disabled because we are using a feature called ‘force view’ where DocRead will not allow a user to confirm that they have read a document that they haven’t actually opened!

  21. The user is forced to open the document, and when they are happy with the contents, check the ‘I agree’ box to agree with the Terms and conditions statement and click confirm. They then receive a ‘successful’ message and are returned to the first ‘Task’ tab, where the document version number and date completed fields are now filled in. The receipts tab also now becomes available and contains a link to their reading certificate confirming that the task has been completed.

  22. Finally I want to show you how an Administrator can track the progress of reading tasks.

  23. The DocRead Reporting tool allows you to view the number of users who have completed tasks and also highlights the users who have not.

  24. Go back to Site Settings and select reports from the DocRead menu.

  25. The reports initially open up on the Team Members Dashboard, but because this user is not a Team Manager the report is blank.

  26. The Site Reading Dashboard summarises the reading status for all reading tasks issued from this site. Click on any of the document names to drill through to a more detailed report about the reading tasks for that document. This report confirms that the Demo Admin user is the only person so far to confirm they have read the Technical Drawing document that I assigned earlier in the demonstration.

  27. I have now changed user to Marilyn Monroe because she is a Team Manager and her Team Members Dashboard report shows her the status of all reading tasks for members of her team. She can drill down on a particular user name to find more information about their reading tasks or use the Team Reading Dashboard or Team Details report to find the information she needs.

  28. All reports are downloadable to various formats and help you ensure that you get 100% compliance for your most important company documents.

  29. Thank you for watching, if you would like to find out more about DocRead, please view our other webcasts or visit our website at www.collaboris.com

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