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Rule Configuration Examples

Rules are used to Publish Documents, Tests and Questionnaires and to specify if the Recipients are notified, how much time they are given and whether they can re‐take a Test if they failed it.

Creating A Rule For Documents

This example shows how to create a standard rule to be used when Publishing a Document or Questionnaire. It gives the Recipients 14 days to complete the items in the Publication and sends them a reminder every other day if they have not yet completed the Publication.

  1. Select Rules, and click the Create new rule button.
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  2. Enter a Name (for example, Read in 14 days with reminders) and a Description (for example, Rule for Read Documents and Questionnaires, notification email is sent, reminder every other days, 14 days to complete) for the rule.
  3. In this example, notifications emails are sent to the recipients telling them they have a new Publication in their Inbox. Therefore, ensure the option Send notification message is selected. In this example, no extra text will be added to the notification email so ensure the option Add text to the notification message is cleared.
  4. This rule is not a Login Intercept rule, so ensure Enable login intercept is cleared.
  5. Documents and Questionnaires are sent using the standard rule settings so ensure Enable standard rule settings is selected.
  6. This rule will give each recipient 14 days to confirm Documents as read or to return Questionnaires. First, click on Unlimited, and select Day(s) from the dropdown list. Next, enter 14 in the Items should be completed within text box. (You will not be able to change the number until Unlimited has been changed to Day(s), Week(s), Month(s) or Year(s).)
  7. For this rule, if a recipient does not confirm a Document as read or does not return a Questionnaire within 14 days, the Publisher will be notified (via an email message). Therefore, ensure the option Notify publisher on failure is selected.
  8. This rule will send a reminder message to all recipients who have not yet completed all the items in the Publication. This message will be sent every other day. Ensure the option Send reminder messages is selected. Set the Reminder frequency to 2 Day(s).
  9. In this example, no extra text will be added to the reminder email so ensure the option
    Add text to all reminder messages is cleared.
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Note: To send a Publication with an escalating reminder message see Send Escalating Reminder Messages

  1. The option Enable publication error notifications is used to define who should be notified if the Publication goes to Error state. It is not used in this example. Click Save rule to save the new rule for Documents and Questionnaires.

Send Direct To User Library

  1. In the following example a notification email is sent to recipients informing them they have a new Publication in their Library. Additional text can be added to the notification message by selecting the Add text to the notification message option and typing the desired text.
  2. The option Enable publication error notifications is used to define who should be notified if the Publication goes to Error state.
  3. With the Send direct to user library option selected, the Enable login intercept, Enable standard rule settings and Enable test specific rule settings are disabled.
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Note: Documents with Tests and/or Questionnaires cannot be sent with the Send direct to user library option.

Send Escalating Reminder Messages

  1. Escalating reminder messages can be sent to recipients with the option to change the wording of the message each time a reminder message is sent. This is useful when a recipient is to be reminded to read a Publication or answer a Test. As the completion deadline approaches a stronger reminder message is sent. Escalating reminder messages can be sent with Documents and Tests.
  2. In the following example, different text will be sent with the first and subsequent reminder messages, therefore the option Add text to all reminder messages must be selected.
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  3. In this example, when Add text to all reminder messages is selected, the dialog Add text to the first reminder message becomes available. The dialog Use different text for the second and subsequent reminder messages is also selected.
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Note: If the Use different text for the second and subsequent reminder messages is not selected all subsequent reminder messages sent will be the same as Add text to the first reminder message.

  1. This rule gives a recipient 1 month to confirm the Documents as read. A reminder message will be sent weekly with the same text in the second and subsequent messages.
  2. In the following example, different text will be sent with the first, second and third reminder message. Because Use different text for the fourth and subsequent reminder messages is not selected the fourth message will be the same as the third and subsequent reminder messages.
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  3. If the number of reminder messages is greater than the number of configured reminders for the rule, the following warning will be displayed.
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  4. If any of the subsequent reminder messages are deselected, the message is held in memory and will remain available if later the subsequent reminder message is reselected. Once the rule is saved, any unused reminder messages are not saved in the rule.

Creating A Rule For Tests

This example shows how to create a rule to be used when Publishing a Test. It gives the Recipients 1 month to complete the Test(s) in the Publication and sends them a reminder every 3 days if they have not yet completed the Publication.

  1. Select Rules, and click the Create new rule button.
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  2. Enter a Name (for example, Take Test in 1 month with reminders, 5 retries) and a Description (for example, Rule for Tests, notification email is sent, reminder every 3 days, 1 month to complete. 5 retries allowed.) for the rule.
  3. In this example, notifications emails are sent to the recipients telling them they have a new Publication in their Inbox. Therefore, ensure the option Send notification message is selected. In this example, no extra text will be added to the notification email so ensure the option Add text to the notification message is cleared. See Send Escalating Reminder Messages” to send Tests with an escalating reminder message.
  4. This rule is not a Login Intercept rule, so ensure Enable login intercept is cleared.
  5. This rule cannot be used with Documents and Questionnaires so ensure Enable standard rule settings is cleared.
  6. This rule is to be used with Tests, so ensure Enable test specific rule settings is selected.
  7. This rule will give each recipient 1 month to pass the Test(s). First, click on Unlimited, and select Month(s) from the dropdown list. Next, enter 1 in the Test should be taken within text box.
  8. Tests sent with this rule will allow the User to have up to five retries after the first attempt (six attempts in all). Enter 5 in the Maximum test retries allowed box.
  9. For this rule, if a recipient fails all the Test attempts, they will be logged as noncomplied and the Publisher will be notified (via an email message). Therefore, ensure the option On failure of test notify publisher is selected.
  10. This rule will send a reminder message to all recipients who have not yet completed all the items in the Publication. This message will be sent every 3 days. Ensure the option Send reminder messages is selected. Set the Reminder frequency to 3 Day(s).
  11. In this example, no extra text will be added to the reminder email so ensure the option
    Add text to all reminder messages is cleared.
  12. When a recipient fails a Test and has retries remaining, they will receive an email notifying them they can retake the Test. Ensure Send notifications for test retries is selected.
  13. In this example, no extra text will be added to the notification email for Test retries so ensure the option Add text to the retry test message is cleared.
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  14. The option Enable publication error notifications is used to define who should be notified if the Publication goes to Error state. It is not used in this example. Click Save rule to save the new rule for Tests.

Note: A Test cannot be sent with the Send direct to user library rule.

Creating A Rule For Both Documents And Tests

You can send a Publication which contains both a Document and a Test. In this example, the Document must be confirmed as read before the Test can be taken. The Test is used to verify the recipients have understood everything in the Document. This example shows how to create a rule which has both Standard and Test settings defined.

  1. Select Rules, and click the Create new rule button.
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  2. Enter a Name (for example, Read and Test, 2 weeks, with reminders) and a Description (for example, Rule for Read Documents and Tests, notification email is sent, reminder every other days, 14 days to complete) for the rule.
  3. In this example, notifications emails are sent to the recipients telling them they have a new Publication in their Inbox. Therefore, ensure the option Send notification message is selected. In this example, no extra text will be added to the notification email so ensure the option Add text to the notification message is cleared.
  4. This rule is not a Login Intercept rule, so ensure Enable login intercept is cleared.
  5. Documents are sent using the standard rule settings so ensure Enable standard rule settings is selected.
  6. This rule will give each recipient 2 weeks to confirm Documents as read. First, click on Unlimited, and select Week(s) from the dropdown list. Next, enter 2 in the Items should be completed within text box. (You will not be able to change the number until Unlimited has been changed to Day(s), Week(s), Month(s) or Year(s).)
  7. For this rule, if a recipient does not confirm a Document as read within 2 weeks, they will be marked as noncomplied, but the Publisher will not be notified. Therefore, ensure the option Notify publisher on failure is cleared.
  8. This rule will send a reminder message to all recipients who have not yet completed all the items in the Publication. This message will be sent every other day. Ensure the option Send reminder messages is selected. Set the Reminder frequency to 2 Day(s).
  9. In this example, no extra text will be added to the reminder email so ensure the option
    Add text to all reminder messages is cleared.
  10. This rule is to be used with Tests, so ensure Enable test specific rule settings is selected.
  11. This rule will give each recipient 2 weeks to pass the Test(s). First, click on Unlimited, and select Week(s) from the dropdown list. Next, enter 2 in the Test should be taken within text box.

Note: When a Document is Published with a Test, the Document must be read before the Test can be taken. Therefore, when creating a rule with both Standard and Test settings enabled, make sure the Test should be taken within setting is not less than the equivalent setting for the Read document. A Document with a Test cannot be sent with the Send direct to user library option selected.

  1. Tests sent with this rule will allow the User to have up to five retries after the first attempt (six attempts in all). Enter 5 in the Maximum test retries allowed box.
  2. For this rule, if a recipient fails all the Test attempts, they will be marked as noncomplied but the Publisher will not be notified. Therefore, ensure the option On failure of test notify publisher is cleared.
  3. This rule will send a reminder message to all recipients who have not yet completed all the items in the Publication. This message will be sent every 2 days. Ensure the option Send reminder messages is selected. Set the Reminder frequency to 2 Day(s).
  4. In this example, no extra text will be added to the reminder email so ensure the option
    Add text to all reminder messages is cleared.
  5. When a recipient fails a Test and has retries remaining, they will receive an email notifying them they can retake the Test. Ensure Send notifications for test retries is selected.
  6. In this example, no extra text will be added to the notification email for Test retries so ensure the option Add text to the retry test message is cleared.
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  7. The option Enable publication error notifications is used to define who should be notified if the Publication goes to Error state. It is not used in this example. Click Save rule to save the new rule for Documents and Tests.

Creating A Login Intercept Rule

Rules can be created to notify the publication recipients via email, Login Intercept or via both. Login Intercept is initiated when a User logs in to their Windows session. A PolicyHub rules manager can create rules for Login Intercept which determine if:

  • the publication must be completed immediately or after the publication due date
  • Login Intercept starts immediately or after the publication due date
  • the User can defer for a number of days or for a number of logins after the publication due date.

When a User logs in to their Windows session, if they have any outstanding publications to complete, PolicyHub is started and the User’s Inbox is presented. If the publication presented has deferrals available, the User may defer the publication. However, if there are no deferrals available, the User must complete the presented publication before they are allowed to exit PolicyHub. If the User attempts to quit PolicyHub while there is a publication to be acted upon (with no deferrals available), PolicyHub will immediately restart. The User will only be allowed to continue with the Windows session once the publication has been completed.

This example shows how to create a Login Intercept rule which will start Login Intercept as soon as the Publication is sent, the recipients will be able to start using deferrals once the

Publication due date has passed, and they will be allowed to defer completing the Publication for 3 logins. Once all three deferrals have been used, any Users who have not completed all the items in the Publication will not be allowed to log in to Windows until they have completed the outstanding items in the Publication.

  1. Select Enable login intercept. The Login Intercept options are displayed.
  2. In this example, the recipients will be given 3 deferrals after the publication due date. Ensure After publication due date is selected for User must complete documents.
  3. Login intercept will start as soon as the Publication is sent. Therefore, ensure Login intercept will start is set to Immediately.
  4. Set Items should be completed within to 3 Login(s). Once the Publication due date has passed, the User will be allowed to defer completing the Publication items for three Windows logins. Once they have used up their three deferrals, they will be unable to progress to their Windows login until they have completed the items in the Publication.

Note: If a recipient logs in to Windows multiple times in one day, only one login will be deducted from the available deferrals.

  1. This completes the Login Intercept rule settings. However, the rule needs to be completed by adding Standard and/or Test rule settings. See Creating A Rule For Documents, Creating A Rule For Tests”, and Creating A Rule For Both Documents And Tests” for examples.

Copying A Rule

  1. On the Rules Management page rightclick on the rule you want to copy to display the rules menu and select Copy rule. The Copy rule dialog is displayed.
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  2. The copied rule is given the same name as the original rule with (Copy) appended. The default description is the same as the description on the original rule. Edit the name and the description, as required. Click OK to save the new rule or Cancel to discard the copy. Edit the rule settings to create the required rule. Click Save rule to save the copied rule.

Note: If you click on a different rule or click Create new rule, you will discard the entered changes.

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