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Mitratech Success Center

Publishing Configuration Examples

Documents, Tests and Questionnaires are sent to Users in Publications. A Publication is simply one or more Documents, Tests and Questionnaires which are grouped together.

Select Publishing from the menu on the left.

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Publish Read Documents With A Reference Document

  1. Click on the Publishing option in the main menu to display the Build New Publication page.
  2. In this example you will send a Compliance Publication. That is, a publication containing Policy documents which the recipient must confirm they have read. Select the Compliance button at the top of the page (as shown in the above example).
  3. Enter a name for the Publication, Work Policies in this example.
  4. Enter your name for the Source.
  5. In the description field, enter a brief description of what the Publication will contain. (For example, Two new polices are included and a plan showing the fire collection point.)
  6. In this example, any Policies which are Word documents will be sent in PDF format. From the Conversion format dropdown list, select Convert to PDF.
  7. Select the option Allow printing/copying so the recipients can print the PDF documents, if required.
  8. In this example, the remaining Publication Details field can be left at their defaults. The next step is to add the Policies. Click the Add documents button. The library is displayed. Select the folder which contains the Policies you want to send.
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  9. Multiple Policies can be added from the same folder by holding down the Ctrl key while clicking on the required documents. To add Policies from different folders, you must add Policies from one folder and then click the Add documents button again and repeat the process for the other folders.
  10. Add all the required Policies and Reference Documents.
  11. Make sure the Publish type of the Policies is set to Read document. For the reference document, click in the Publish type field and select Reference only. Recipients must confirm they have read the Read Documents (Policies) but they will not have to confirm they have read the reference document – this will be added to their libraries once they have confirmed they have read the Policies.
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  12. The final steps in this example are to add the recipients and select a publishing rule. Click the Add recipients button. The Recipient Lists are displayed. Select a Recipient List. Multiple Recipient Lists can be selected by holding down the Ctrl key while clicking on the Recipient Lists. It is also possible to create a new Recipient List from this screen, see Creating A Recipient List While Creating A Publication” for an example.
  13. Click in the Publication rule field to select the Publishing rule to use for the selected Recipient List. Click in the Publication rule field to display the list of configured rules.
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  14. Select the required rule from the list. For this example Publication, select a rule which has Standard rule settings only – this example Publication cannot be sent if a rule which has Test rules included is selected.
  15. Click the Send publication button to send the example Publication to everyone in the selected Recipient Lists. If any information is missing from the Publication, a message is displayed informing you what information needs to be added.
  16. The Publications page is displayed showing all the Publications which include the item which was at the top of the list of Items to be published when the Publication was sent.

Scheduling A Delayed Publication

The Publication can either be sent when the Publish items button is clicked, or it can be sent on a specific date. By default, a Publication will be sent when the Publish items button is clicked.

To delay sending the Publication, select Send on specific date. The Send on field is displayed. This is used to schedule sending the Publication at a future date and time. Click in the Send on field and select a date from the popup calendar and use the Hour and Minute sliders to set the time the Publication will be sent. Alternatively, click the Now button to display the current date and time and then edit it as required. Click Done to save the date and time settings.

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From the newly displayed Resolve users dropdown list, select when you want your Recipient List to be resolved (the contents of Recipient Lists and AD Groups checked and the status of all Users validated).

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Select from:

  • At publication time – Users, Recipient Lists and Groups are resolved at the time the Publication is sent. Any Users who are on the distribution list (either because they were added individually, added as a member of an AD Group or as a member of a Recipient List) but are in the Disabled or Inactive state at the scheduled time of Publication will not receive the Publication.
  • Immediate Users, Recipient Lists and Groups are resolved at the time the Publish items button is clicked. Any Users who are on the distribution list (either because they are added individually, added as a member of an AD Group or as a member of a Recipient List) but are in the Disabled or Inactive state at the time the Publish items button is clicked will not receive the Publication.
  • Immediate, except groups – Users and Recipient Lists are resolved at the time the Publish items button is clicked. Any Users or Recipient List members who are on the distribution list but are in the Disabled or Inactive state at the time the Publish items button is clicked will not receive the Publication. Groups are resolved at the time the Publication is sent. Any Group members who are on the distribution list but are in the Disabled or Inactive state at the scheduled time of Publication will not receive the Publication.

Note: If you select Send on specific date, you cannot Save draft publication or Save review.

Distribute To New Users

To ensure Users added to a Group (or Users moved from one Group to another) receive the document, select the Distribute to new users tick box. The Publication is sent to the members of the Recipient List. As new Users are added to the Group (contained within the Recipient List), they will also be sent the Publication (until this option is turned off).

Note: The Distribute to new users option is used with Groups only. If the Recipient List does not contain any Groups, this option has no effect.

Note: The Distribute to new users option is available for Compliance Publications only – it is not available for Review Publications.

‘Distribute To New Users’ Is Enabled At Publication Time

Scenario 1

A Publication is sent to a Recipient List which contains the Group Slough. All new Users added to the Group Slough will also receive the Publication (until the option Distribute to new users is cleared for the selected Publication).

Scenario 2

A Publication is sent to a Recipient List which contains another Recipient List named Admin. Admin contains Users only – no other Recipient Lists or AD Groups. New Users added to the Recipient List Admin will not receive the Publication because this option applies to Groups only.

Scenario 3

A Publication is sent to a Recipient List which contains the Group Slough. The Group Slough is then removed from the Recipient List. New Users are added to the Group Slough. All new Users added to the Group Slough will also receive the Publication because the Publication is sent to a historic version of the Recipient List, with the contents as they were at the time the Publication was sent.

‘Distribute To New Users’ Is Enabled One Week After The Publication Is Sent

Scenario 1

A Publication is sent to a Recipient List which contains the Group Slough. New Users are added to the Group Slough two days after the Publication was sent. None of those new Users will receive the Publication because they were added to the Group after the Publication was sent but before the Distribute to new users option was enabled.

Scenario 2

A Publication is sent to a Recipient List which contains the Group Slough. New Users are added to the Group Slough eight days after the Publication was sent. All of those new Users will also receive the Publication because they were added to the Group after the Distribute to new users option was enabled.

Copy A Publication Which Was Sent One Year Ago

When you copy an old Publication which was originally sent to a Recipient List whose membership has changed, a dialog is displayed.

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Update recipient lists to their current state – select this option to resolve the Recipient Lists so the copied Publication will be sent to all the Users in the current versions of the Recipient Lists and Groups who have an Active and Enabled status.

Ignore changes to the recipient lists – select this option to use the same version of the Recipient Lists as was used in the original Publication. The copied Publication will be sent to all the Active and Enabled Users in the original versions of the Recipient Lists and Groups. It will not be sent to any Users who have been added since.

Publishing To A User In Multiple Recipient Lists

It is possible to have multiple Recipient Lists with each Recipient List having a different Publication rule.

Priority is used to resolve ambiguity between conflicting Recipient Lists for a given publication request. Person 1 is in both Recipient Lists and so both Recipient Lists apply. However, only one publication request can be sent. Priority resolves this problem by selecting which Recipient List to send to Person 1. (The Recipient List with the higher Priority will be sent.)

Note: If both Recipient Lists were set to the same priority, the system would not be able to send the document to the same recipient in both groups, therefore an error message is displayed.

The document publisher must select different priorities for each Recipient List or remove the recipient from one of the Recipient Lists.

  1. Click the Add recipients button to open the Recipient Lists page. Multiple Recipient Lists can be selected by holding down the Ctrl key while you click on all the required items. Consecutive Recipient Lists can be selected by holding down the Shift key and clicking on the first item in the list and the last item in the list. Click the Select button.
  2. For each Recipient List, click in the Publication rule box and select a Publication rule for each Recipient List.
  3. In this example, Recipient List 1 will use Rule 1 and Recipient List 2 will use Rule 2.
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  4. By default, the priority of all Recipient Lists is set to Normal. To change a Recipient List’s priority, select the Priority for the Recipient List whose Priority you want to change. Select a higher, or lower Priority from the List. In this example, Recipient List 1 is given the Priority High.
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  5. Complete the Publication as required and click the Send publication button to send the example Publication to everyone in the selected Recipient Lists. If any information is missing from the Publication, a message is displayed informing you what information needs to be added.
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