Accessing Document Administration for a Reading Group - Enterprise Web Access for Document Knowledge Transfer & Compliance - English - Foundation 22.1 - OnBase - Premier - external - Standard - Premier - Standard

Enterprise Web Access for Document Knowledge Transfer & Compliance

Platform
OnBase
Product
Enterprise Web Access for Document Knowledge Transfer & Compliance
Release
Foundation 22.1
License
Premier
Standard

Access Document Administration for a Reading Group to view the following information:

  • All documents for each Reading Group or all Reading Groups

  • All active and inactive users of each Reading Group

  • Document Status (according to revision number, approval status, reference dates, added by)

  • Viewer Status (according to view status, date acknowledged, date when document was made available to the user)

To access Document Administration:

  1. Open the Knowledge Transfer view. The Knowledge Transfer view is displayed.
    • If you are in the DKT Reader, this view is opened by default.

    • If you are in the Web Client, select Open Knowledge Transfer from the main menu.

  2. Select a Reading Group from the Administration Groups drop-down list. The Member Administration tab is displayed by default.
  3. At the top of the pane, click the Document Administration tab. The Document Administration tab is displayed.

    All the documents assigned to the Reading Group are displayed in the Documents list. The Documents list displays the following information for each document.

    Column

    Description

    Document Name

    The Auto-Name string of the document added to the Reading Group.

    Revision

    The revision number of the document added to the Reading Group.

    Status

    The approval status of the document. The status indicates whether the document is awaiting approval from an Approval Group, is in the Reading Group users' queues, or was rejected. Statuses are:.

    • Active: Documents that are approved by the Approval Group or did not require approval. An active document is available in a user's Reading Group queue on or after the Make document available date, which is specified when a document is added to a Reading Group.

    • Pending Approval: Documents that are currently awaiting approval prior to distribution to the user's Reading Group queue.

    • In Progress: Documents that are in the approval process but are not yet fully approved. A document may be in progress if it is approved by only one member of an Approval Group that requires approval from all members.

    • Rejected: Documents that are rejected by the Approval Group. Rejected documents are not added to a user's Reading Group queue.

    Date Added

    The date the document was added to the Reading Group.

    Date Approved

    The date when the document was approved for distribution, if the document was submitted for approval.

    Note:

    If the document did not require approval or has not yet been approved, no date is displayed.

    Added By

    The name of the document administrator who added the document to the Reading Group.

  4. To display a document's user information, select a document in the Documents list. The user information is displayed in the Users list.
  5. If you need to display users that were removed from the selected Reading Group, select Show inactive users.

    The Users list displays information about all Reading Group members. The following table describes the columns that appear in the Users list.

    Column

    Description

    User

    Displays the user name of the Reading Group member.

    Active

    Displays the user's active status in the Reading Group.

    Real Name

    Displays the configured Real Name of the user.

    Active

    Displays the active status of the user.

    Status

    Displays the user's view/decision status for the document. Possible statuses include the following:

    • Delinquent: Documents are not read by the required deadline. The Document Administrator can use this information to notify users of their out-of-compliance status.

    • Rejected: Documents are rejected.

    • Acknowledged: Documents are acknowledged.

    • Partially Viewed: Documents are partially viewed.

    • Not Viewed: Documents are not yet viewed.

    Date Decided

    Displays the date the user acknowledged or rejected the document.

    Date Available

    Displays the date when the document was made available to the user. The user had access to the document in the Reading Group viewer beginning on this date.

    Rejection Reason

    Displays the reason the document was rejected if the Reject option was selected by the user.