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How to group mandatory document acknowledgements for new starters
+1I’m looking for advice on how to set up the Documents module more efficiently for the following scenario.
We have several documents that are mandatory reading for new starters and require formal acknowledgement. Currently, this process is very admin-heavy. When a new employee joins, I add them to the People module, then for each individual document I have to manually add their name in the Distribution tab and the Copyholder/Acknowledgement field so they can acknowledge it. This has to be repeated for every mandatory document.
Is there a way to group these acknowledgements for new starters, so that all required documents are assigned at once rather than individually?
Any suggestions would be greatly appreciated. Thank you for your help.
Best answer by Jordi Comas
Hi, from desktop version, you can create a virtual folder grouping all mandatory documents.
On the other hand, you can assign by default all new users to a “Joiners” group.
So, you just need to have a manual step (maybe 1/week or 1/month) to select all documents and click “Add Copyholders”:
Then, select the joiners group:
Once everything is OK, you can remove these people from joiners group.
Best,
+1Hi, from desktop version, you can create a virtual folder grouping all mandatory documents.
On the other hand, you can assign by default all new users to a “Joiners” group.
So, you just need to have a manual step (maybe 1/week or 1/month) to select all documents and click “Add Copyholders”:
Then, select the joiners group:
Once everything is OK, you can remove these people from joiners group.
Best,
As the other user says, once you have the list of documents identified, you just have to multiselect the documents then right click to see the add copyholders, once they are added. right click again and the option to distribute document will show up, then you can just click that and they are all distributed
+1Thank you for the feedback.
These documents will be distributed to new starters probably monthly. Do I need to remove the ones that acknowledged the documents before I add the next “new starters” group? And if so, do I need to do this individually for each document by removing the names from the Distribution tab/Copyholders field?
+1You can keep adding more copyholders (no need to remove previous ones).
+1Hi, from desktop version, you can create a virtual folder grouping all mandatory documents.
On the other hand, you can assign by default all new users to a “Joiners” group.
So, you just need to have a manual step (maybe 1/week or 1/month) to select all documents and click “Add Copyholders”:
Then, select the joiners group:
Once everything is OK, you can remove these people from joiners group.
Best,
Hi
Thanks again, really appreciate your help here. Kind Regards, Beatrix
+1Hi, reference group is not possible to aumatically assing. When you create a new user, you need to add the new user to this reference group “joiners” manually.
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