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Must Read


Easily notify users of important Pages or Files that they Must Read. Advanced reporting on when users interacted with the content and when they confirmed it was read. 
 
 
 

Setup a Must Read

  1. Select any file from within iD CMS, either a document or file and click on Must Read option.


     

  2. A new window will be initiated to specify the Label, Due Date, Users to include and Exclude of the Must Read as shown below.

    Label: What is the purpose of this Must read. 
    Due Date: We can set due date for Must read
    Include Users – At least 1 user needs to be included
    Exclude Users - Exclude certain users and groups from the included list




    This process will trigger emails and activity feed notifications to let users know they have content that they Must Read

  3. To indicate that a file has a Must Read on it an icon list this  will appear next to the Title of the file within the file list.  
 

Editing and Deleting a Must Read

  1. You can select the existing Must Read document, click on ‘Must Read’, and Edit or Delete the existing Must Read 

    While editing you can adjust the following settings, if you add more users or groups then only they will get the notifications. 

    Label: What is the purpose of this Must read. 
    Due Date: We can set due date for Must read
    Include Users – At least 1 user needs to be included
    Exclude Users - Exclude certain users and groups from the included list

New Must Read on a new version of a file.

  1. If you have updated a file or page and want to make sure users read it again select any must read file/page and click on Must Read option.

  2. A new window will be initiated, click on New Must Read button to setup a Must Read (New Must Read button will be available only if the new version of File/Page is created). 

  3. Setting a Must Read on new version of file/ Page will make the current Must Read archived.

Viewing your Must Read's

You can access your entire list of pending/Unread Must Read and Reports anytime via the Breadcrumb bar>  My Content > ‘Must Read’ and can access the same section by clicking on ‘View Must Read’ from My Must Read List component. 

       

 

Once on the My Must Read page you can to view your list of must read which are assigned to you to be actions and you can view the history of must read.

Confirm Reading of a Must Read

Users can view, confirm or acknowledge the file only after you download/preview the file. You will receive a popup window to confirm Reading. In addition, you can confirm multiple files at the same time.

  1. From the My Must Read page you need to tick the Must Read 




  2. The Confirm Reading option becomes enabled and a prompt is displayed to the user. 





  3. Once an item is Confirm it will be moved to the History tab where you can see all past Confirmations 

 

Must Read Reporting

You can run reports based on the file or the user and can download the report to a csv for further review. Access to reporting is only available if you have Full Control or Editor access to the content. 

  1. Must Read tab lists all the content you have access to that has a Must Read assigned to it. It shows you the location of the content and who created the Must Read. When selecting a file to report and clicking view, a new window will be initiated with a report summary from this new window you can also download the csv




  2. Users tab will list all users that have Must Read's assigned to them on content that you have access for reporting purposes.  



  3. Reporting can also be viewed using the same Must Read action used when setting up a new Must Read however you need to select an item that already has a must read applied to it. 


Archived Must Read's

Whenever we have the new version of the file, and a new “Must Read” applied to that version of the file the current Must Read data for reporting will be shifted to the Archived section. We cannot delete or edit archived reporting data, we can only download this archived report in CSV for review.

To see any archived reports follow these steps

  1. Select the file you want to report on and click on Must Read 

  2. From the Must Read window you will see a Reports tab, in the lower section of this tab you will an Archived Reports section that will be populated only if there are historic reports. 

 

Notifications

How users will know about the Must Read

  • Email notifications will be sent to all assigned users once a Must Read has been setup. 

  • A notification is also posted in the activity feed of the assigned users once a Must read has been setup.

  • A new notification will be sent to all assigned users if the Due Date is updated.
  • If the must Must Read List Component is placed on the site they will also see the items to read pushed into this list.

 

Recording of User Views

  • iD CMS pages - Views are recorded when the actual page is viewed.

  • Files - Views are recorded after downloading the files using Download action.

  • Images & Videos - Views are recorded after viewing the files inside Light-box View.

  • MS Office files - Views are also recorded after opening the file in MS Office application using Edit / View action.

 

SecurityUsers only with Full Control and Editor Level access can Manage (Create, Edit, Delete) the Must Read. These users can also access the Report section.

 

 
 
 
iD Help refers to iD 8
 
 
 
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