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Rules

​​​​​​​Rules control how emails are sent, the time‐span within which documents must be read and the criteria by which Questionnaires and Tests are measured.

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On the Rules Management page, you can create, copy, delete, activate and deactivate rules.

Publication Rules

The rules are listed. Rules can be sorted by clicking on the column titles Name, Description, Created or Active.

Tick boxes and PolicyHub specific terms, used in this section, are explained in Table 83.

TABLE 83. Publication Rules

Term

Meaning / Description

Type

image – indicates the rule has not yet been used and is therefore unlocked. This means it can be edited or deleted as well as being activated or deactivated.

image – indicates the rule has been used and cannot be edited or deleted. However, it can be activated and deactivated.

Name

The name given to the rule.

Description

The description given to the rule.

Created

The date the rule was first saved.

Active

Yes – the rule is active and can be used in new Publications.

No – the rule has been deactivated and cannot be used in Publications until it has been activated.

See Activate/Deactivate Rule” for information about activating and deactivating a rule.

Publication Rules Menu

Rightclick on a rule in the Publications rule list to display the rules menu.

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Copy Rule

Select Copy rule to create a new rule based on the selected rule. The new rule has the same name as the rule it is based on with (Copy) appended. The Copy rule dialog is displayed.

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The tick marks indicate the field has valid text. An X indicates the field is empty and the copy cannot be completed until text has been entered.

Delete Rule

Note: If a rule has been used, the Delete rule option will not be active and you will not be allowed to delete the rule.

A rule with this icon has not been used and can be deleted by selecting the rule and selecting

Delete rule from the menu.

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However, a rule with the icon shown below has been used and cannot be deleted:

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It can, however, be deactivated which prevents it being used for future publications. See Activate/Deactivate Rule.

To delete a rule, rightclick on the rule and select Delete rule from the menu.

A dialog is displayed asking if you are sure you want to delete this rule. Click Yes to delete the rule or No to close the dialog without deleting the rule.

Activate/Deactivate Rule

Rules are Active by default. This means they appear in the Publication rule dropdown list on the Build New Publication page. To prevent a rule from appearing in the Publication rule dropdown list, deactivate it. Rightclick on the rule and select Deactivate rule from the menu.

A dialog is displayed asking if you are sure you want to deactivate this rule. Click Yes to deactivate the rule or No to close the dialog without deactivating the rule.

To activate a deactivated rule, rightclick on the deactivated rule and select Activate rule from the menu. A dialog is displayed asking if you are sure you want to activate this rule. Click Yes to activate the rule or No to close the dialog without activating the rule.

The Active column indicates whether a rule is active. See Active” for more information.

Rule Settings

Tick boxes and PolicyHub specific terms, used in this section, are explained in Table 84.

TABLE 84. Rule Settings

Term

Meaning / Description

Name

The name given to the rule.

Description

The description given to the rule.

Send notification message

When selected, an email message is sent to each recipient of a Publication which is sent using this rule, notifying them they have a new Compliance Request in their PolicyHub inbox.

When cleared, recipients of a Publication which is sent using this rule, are not sent a notification email.

Add text to the notification message

Select this option to add more text to the notification message which is sent to recipients of a Publication which is sent using this rule. Enter the required text in the text box.

Clear this option to send the standard notification message only, with no added text.

Note: This option is available only when the option Send notification message is selected.

Send direct to user library

This option publishes documents directly to the user library. With this selected Send notification message and Enable publication error notifications are active but the Login intercept, Standard rule settings and Test specific rule settings are inactive.

Login intercept settings

Enable login intercept

When selected, the Login intercept rule settings are activated.

User must complete documents

After publication due date – the deferrals configured via the option Allow user to defer for an extra start after the publication due date.

  • Immediately – the deferrals configured via the option

Allow user to defer for an extra start immediately.

Login intercept will start

Determines whether Login Intercept will start.

  • After publication due date Login Intercept will start after the publication due date.
  • Immediately Login Intercept will start immediately.

Allow user to defer for an extra

Sets the number of days or the number of login deferrals allowed either:

  • from the date the publication is received by the recipients (when User must complete documents is set to Immediately)
    or
  • after the publication due date (when User must complete documents is set to After the publication due date).

Once this limit has been reached, the User will not be able to complete a login to their Windows session until the document has been completed.

Standard rule settings

Enable standard rule settings

When selected, the rule settings which are used with Documents and Questionnaires are activated.

Items should be completed within

Sets the timespan within which Documents must be read and Questionnaires must be returned.

Notify publisher on failure

When selected, when a User fails to confirm a document as read within the allotted time, that User is logged as noncomplied and the publisher is notified via email.

When cleared, when a User fails to confirm a document as read within the allotted time, that User is logged as noncomplied but the publisher is not notified.

Test rule settings

Enable test specific rule settings

When selected, the rule settings which are used with Tests are activated.

Test should be taken within

Sets the timespan within which Tests must be completed.

Maximum test retries allowed

Sets the maximum number of times each User can retake the Test after failing it.

On failure of test notify publisher

When selected, when a User fails all test attempts that User is logged as noncomplied and the publisher is notified via email.

When cleared, when a User fails all test attempts that User is logged as noncomplied but the publisher is not notified.

Send reminder messages

Activates the reminder frequency function.

Reminder frequency

Determines how often Test reminder emails are sent.

Add text to all reminder messages

Select this option to add more text to the reminder message which is sent to recipients of a Publication which is sent using this rule for Tests which have not yet been taken. Enter the required text in the text box.

Clear this option to send the Test reminder message only, with no added text.

Note: This option is available only when the option Send reminder messages is selected.

Add text to the first reminder message

Select this option to add text to the first reminder message. Enter the required text in the text box.

Note: This option is available only when the option Use different text for the second and subsequent reminder messages is selected.

Use different text for the second and subsequent reminder messages

When selected, this option will add different text to the second and subsequent reminder messages. Enter the required text in the text box.

Clear this option to send the same text in all reminder messages.

When this is selected, the next option Use different text for the third and subsequent messages becomes available.

This functionality repeats for each subsequent selection providing the reminder frequency does not exceed the timespan that Tests must be taken.

Send reminder messages

When selected, an email message is sent to each recipient of a Publication which is sent using this rule, who have not yet confirmed a document as read or returned a Questionnaire reminding them of the outstanding items.

When cleared, recipients of a Publication which is sent using this rule, are not sent a reminder email for outstanding Documents and Questionnaires.

Reminder frequency

Determines how often reminder emails are sent to a User who has not yet read the document. No reminder messages will be sent out after the publication due date.

Note: This option is available only when the option Send reminder messages is selected.

Add text to all reminder messages

Select this option to add more text to the reminder message which is sent to recipients of a Publication which is sent using this rule for Documents and Questionnaires which have not yet been completed. Enter the required text in the text box.

Clear this option to send the standard reminder message only, with no added text.

Note: This option is available only when the option Send reminder messages is selected.

Add text to the first reminder message

Select this option to add text to the first reminder message. Enter the required text in the text box.

Note: This option is available only when the option Use different text for the second and subsequent reminder messages is selected.

Use different text for the second and subsequent reminder messages

When selected, this option will add different text to the second and subsequent reminder messages. Enter the required text in the text box.

Clear this option to send the same text in all reminder messages.

When this is selected, the next option Use different text for the third and subsequent messages becomes available.

This functionality repeats for each subsequent selection providing the reminder frequency does not exceed the timespan that Documents must be read.

Send notifications for test retries

When selected, an email message is sent to each recipient of a Publication sent with this rule, who have failed the Test but who still have Test retry attempts remaining.

When cleared, recipients of a Publication which is sent using this rule, are not sent an email when they are allowed to retake the Test.

Add text to the retry test message

Select this option to add more text to the message which is sent to recipients of a Publication who have failed the Test but who have one or more retry attempts remaining.

Clear this option to send the Test retry message only, with no added text.

Note: This option is available only when the option Send notifications for test retries is selected.

Set error and notify

When this option is cleared, if there is an error with a Publication using this rule, the Status is set to Error.

When this option is selected, if there is an error with a Publication using this rule, one or more Users will be notified with an email. Click the To button, select the required User and drag the name to the righthand pane. Repeat with other Users, if required. When you have selected the required Users, click Use list of recipients to add the selected recipients to the To list (or click Close to close the dialog without adding any more Users to the To list). Users can be deleted from the To list by selecting the User’s email address from the list and deleting it.

Create New Rule

Click the Create new rule button to create a new rule.

Adding Text To Emails

Note: Text that has been added to a message cannot be changed or deleted after it has been sent. If a rule with appended email messages is to be reused: Copy it, rename it, then add, edit or delete any added text.

Notification Message

The standard notification email message which is sent to recipients of a Publication can be customised during the installation. Text which is added to the Notification Message is displayed below the standard message.

Standard Reminder Message

The standard email reminder message which is sent to recipients of a Publication can be customised during the installation. Text which is added to the Standard Reminder Message is displayed below the standard message.

Test Reminder Message

The Test email Reminder message which is sent to recipients of a Publication can be customised during the installation. Text which is added to the Test Reminder Message is displayed below the standard message.

Retry Test Message

The retry Test email message which is sent to recipients of a Publication can be customised during the installation. Text which is added to the Retry Test Message is displayed below the standard message.

Cancel

Click Cancel to discard any changes you have made.

Save Rule

Click the Save rule button to save the changes made to an existing rule or to save the options configured for a new rule.

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