Document Distribution - administrate copyholders

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Alex Posted: Mon, Feb 8 2010 13:46

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Hi all!

We havea question about the distribution of documents.

How do you handle it, if you get any new employees which have to read specific documents which were distributed e.g. six month ago? We are still a small company and can manage these circumstances manually but we would be very happy if there is a more comfortable way to get an overview about new staff and who has to read & acknowledge what.

Is it possible to assign specific documents to user groups? So if a new user is created and assigned to e.g. the Maintenance Department, is it possible then, that all documents which were distributed to maintenance staff earlier are distributed automatically to the new Q-Pulse user as well.

I hope  I was able to describe the problem we have. I am thankful in advance for any hints and solutions!

Alex

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AlanB replied on Mon, Feb 8 2010 16:12

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Hi Alex,

If you add the user as a copy holder you can then choose to distribute the document to this user only by right clicking on their name and selecting distribute.

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Alex replied on Mon, Feb 8 2010 16:30

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Hi Alan!

Thank you for your answer. Sadly it is not exactly what I meant. We already know the function you are showing in your screenshot.

As long as you have only 4 Copholders it is quite clear but as soon as you have ten or more Copyholders it is starting to get complicated. In our case we have 40 Copyholders and ten joined the company later. So  I had to copy them all separately one by one. This works, but it gets confusing quite quickly. So isn't there any rule you can create that "asks" you when you create a new user something like "A new user was created - Do you like to set him as copyholder for the following documents?". Or how do you handle this? e.g. the Fire Call Alert Plan won't  probably be changed or revised as long as we are working in this building, so we have to distribute it consistently to new staff members which join the company. How do you keep the overview about the copyholders? Thank you...and if anyone else is reading that, I am interested in any stories how you use this Q-Pulse module most effective.

And further: Is it possible to make a print out of e.g. one person only? So that I can see on a glance that a colleague acknowledged only five of eight documents?

Thank you and best regards from HHN,

Alex

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STROEKER replied on Tue, Feb 9 2010 8:40

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Hello together,

the following question has to be discussed:

Is Q-Pulse capable of doing the following routine automatically?

Sending of already issued company documents/procedures to new staff members that are inserted in Q-Pulse-Copyholder-Template groups.

Many thanks for your support - this questions seems to be a little bit tricky and Q-Pulse not capable of self-organising.

STROEKER

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AlanB replied on Wed, Feb 10 2010 17:07

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Thanks for the feedback.

Just now you can select mutliple users to be added as a copyholder and you can sort these by name or by dept.  Are you looking for a way to sort this by the date the user was added to the system or do you have another function in mind?

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STROEKER replied on Thu, Feb 11 2010 7:17

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AlanB:

Thanks for the feedback.

Just now you can select mutliple users to be added as a copyholder and you can sort these by name or by dept.  Are you looking for a way to sort this by the date the user was added to the system or do you have another function in mind?

Hello AlanB,

thanks for your message.

A method to sort users by date is not my intention.

I have in mind an internal Q-Pulse-rule that send acknowledgement messages (e.g. referring company procedures) automatically to new added group members (Copyholder Template Tool).

Best Regards...

STROEKER

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Gary Cheung replied on Sun, Feb 28 2010 20:53

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It seems to me that you could use the following approach Alex:

1. Add each new user to a Reference Group (in the People module) or distribution list (in Documents)
2. Go into each document record for the documents you want them to read & acknowledge then perform 3-5
3. Select Add copyholder
4. Use the Group box & select your new users group.
5. Select all members of the group (std Windows list selection - select top, hold down shift & select bottom line)

You could also set up Training Events based on the documents you need them to read, acknowledge & be trained to. You then make these required under the competencies required for their Job Roles under People so that all new users for whom you apply the Job Role are required to complete the document-based training event.

HTH