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Mitratech Success Center

Library

The library is used to store MS Office and PDF Policy documents, Tests and Questionnaires. These documents can be organised in folders, as required.

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Folder View Options

The folder view options are those options which are available from the lefthand side pane.

Folder Menu

Folders are used to organise Documents, Tests and Questionnaires. The folder menu is displayed when you rightclick on the PolicyHub library icon or on a folder.

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Add Folder

Select Add folder from the menu. A new folder named New folder is added as a subfolder of the currently selected folder. The new folder is displayed in the pane on the right. When two or more folders are added, the second and subsequent new folders are numbered.

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Rename Folder

Select Rename folder from the menu. Type the new name and press Enter.

Note: It is not possible to use any of the following characters in a folder name:

< > ? * \ / |"

Delete Folder

Select Delete folder from the menu. Confirm you want to delete the folder by clicking Yes. Cancel the deletion by clicking No.

Note: A folder which contains a Published document, Test or Questionnaire cannot be deleted.

Add Document(s)

Select Add document(s) from the menu.

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Click Browse and browse to the location of the file you want to upload to the library, select it and click Open. Click Upload to upload the file(s), click Browse to add another file or click Close to cancel the upload.

Create Test

Select Create test to create a new Test in the selected folder. See Tests” for more information on the menus and options for Tests. See Test Configuration Examples for examples which show how to create Tests.

Create Questionnaire

Select Create questionnaire to create a new Questionnaire in the selected folder. See Questionnaires” for more information on the menus and options for Questionnaires. See Questionnaire Configuration Examples” for examples which show how to create Questionnaires.

Manage Categories

Note: Categories are available depending on your PolicyHub system licence.

Categories control which Workflows are allowed for a set of documents. Categories are also linked to documents, similarly active Workflows are also linked to documents. You can control the Category assigned to a Workflow or set of documents using the Manage categories menu.

By managing Categories you are able to change the Workflow design and the Rereview Workflow design assigned to a folder or set of documents.

Note: You can only override a Category for a policy if Assign policy categories rights are enabled, see Rolesfor further information.

Select the folder or document you want to manage and right click on Manage categories. The following Select a category menu appears.

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If selecting a folder you can choose from three Category options:

  • None this will remove the Category from any future documents added to the folder. Any documents already in the folder will retain the Category they were previously assigned.
  • Use Parent Folder’s Policy Category providing the folder you wish to change has a parent folder you can change its Category to that of the parent folder selecting this option. If the folder does not have a parent you are unable to save this selection.

Note: This option is not available in the library root folder.

  • Specific Category allows you to choose another Category for the folder. If selecting a document you can choose from two Category options:
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  • None this will remove the Category from any future documents published using this Workflow.
  • Specific Category allows you to choose another Category for the folder.

Note: The Manage categories option is not available for policies that have an In Review status.

Reporting

In the PolicyHub library, you can investigate compliance reports and audit reports for all the items in a selected folder.

Rightclick on a folder in the PolicyHub library and select Reporting.

The following menu is displayed.

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When selected, each menu item will generate a report.

To investigate in more detail, click on any of the active links (underlined text) in the report.

Note: A report toolbar is displayed on each report. See “Report Toolbar” for a description of the toolbar.

Each report includes a Filters tab which displays or hides filters which can be used to refine the report. For more information about adding and or changing filtering options, see “Date Filters, Additional Filtering Options”, and Changing the Default Filtering Option.

Each report also has the capability to sort data within each column. For more information See “Sorting Report Data Within Columns.

The reports also include a Fields tab which displays or hides fields which can also be used to refine the report. For more information see “Adding/Removing Columns From Reports. Large reports contain a tool bar to navigate between report pages. For more information See “Report Pagination.

The Subscribe button enables the User to create a report subscription. For more information see “Creating Subscriptions.

View Compliance Report For All Library Items Within This Folder Only

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When the report data is found, compliance statistics for all the items in the chosen folder are displayed in the main report window.

The column headings in the above report are described in Table 1.

TABLE 1. Folder Item Compliance Report

Item

Description

Library Item

The name of a library item (Document, Questionnaire or Test) located in the selected folder.

Active Link. Click a Library Item Name to see the Item Compliance report for all the Compliance states for all Publications which include the selected Library Item. See Reporting” for more information.

Version

The version of the library item.

Revision Description

The description entered when this version was saved.

Publication

The name of the Publication with which this version of the library item was published.

Active Link. Click a Publication name to display the Item Compliance report for the selected Publication and the selected Compliance Status. See Reporting” for more information.

Compliance

The compliance status (Complied, In Progress, Not Complied or Error) of the library item for the selected Publication.

Active Link. When the Compliance Status is clicked, the User Action report is displayed for the selected Compliance status of the selected Publication. See User Action Report” for more information.

Percentage

The percentage of recipients of the Publication with the compliance status shown.

Publication Status (Hidden by default)

Publications have the status Completed when:

  • They have been complied with by all recipients.
  • The rule used for Publication has expired.
  • They were Published directly into user library.

Publications are Active when there are still some outstanding publications to be complied with and the rule has not expired.
Publications have the status Error In Issue when they weren’t sent because of an error.
Publications have the status Retracted when the Publication was Retracted.
Publications have the status Recalled when the Publication was Recalled.

Note: For more information about adding and or changing filtering and field options, see Date Filters, Additional Filtering Options, Changing the Default Filtering Option”, and Adding/Removing Columns From Reports.

Click the report’s Close button to return to the library.

View Compliance Report For All Library Items Within This Folder and And All SubFolders

This report contains the same data as the report described above. However, if the current folder contains subfolders, the report also includes the information on the library items in the subfolders.

See Folder Item Compliance Report” for information on the items displayed.

View Audit Report For Publications Containing The Library Items From This Folder Only

When the report data is found, audit information for all the Publications containing items in the chosen folder is displayed in the main report window.

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The column headings in the above report are described in Table 2.

TABLE 2. Publication Audit By Folder Items Report

Item

Description

Library Item

The name of a document located in the Selected Folder.

Added By

The name of the person who uploaded or edited this version of the Document, Questionnaire or Test.

Active Link. Click to open the User Information report for the selected user. Report. See “User Information Report” for information.

Item Type

Policy Documents have the Item Type Document. Questionnaires have the Item Type Questionnaire. Tests have the Item Type Test.

Version

The version of the document that was edited by the person shown.

Active Link. Click the version to see the Library Item Audit By Publication report for the selected library item version.

See Library Item Audit By Publication Report” for more information.

View Revision

Active Link. Click View to view the selected Document revision or Preview to preview the selected Test or Questionnaire revision.

Date Added

The date and time this version of the Document, Questionnaire or Test was uploaded.

Publication Count

The number of times this version of the document was published.

Active Link. Click the Publication count to see the Library Item Audit By Publication report for the Publications included in the Publication count. See Library Item Audit By Publication Report” for more information.

Note: For more information about adding and or changing filtering and field options, see Date Filters, Additional Filtering Options, Changing the Default Filtering Option”, and Adding/Removing Columns From Reports.

Click the report’s Close button to return to the library.

View Audit Report For Publications Containing The Library Items From This Folder And All SubFolders

This report contains the same data as the report described above. However, if the current folder contains subfolders, the report also includes the information on the library items in the subfolders.

See Publication Audit By Folder Items Report” for information on the items displayed.

View Audit Report For Recipients Of The Library Items From this Folder Only

From the selected menu item, select one of the following submenu options:

  • Across all dates – shows the report with no date filter.
  • For a specific date range – shows the report for items from this folder which were included in Publications which were sent on the days specified only.

This report shows audit information for the recipients of the library items (Documents, Questionnaires, Tests) which are located in the selected Folder.

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The column headings in the above report are described in Table 3.

TABLE 3. Recipients Audit By Folder Items Report

Item

Description

Library Item

The name of a Document, Questionnaire or Test located in the selected Folder.

Version

The version of the Document, Questionnaire or Test that was edited by the person shown.

Active Link. Click on a document Version to display the Library Item Audit By Recipients report for the selected document version. See Library Item Audit By Group Report” for more information.

View Revision

Active Link. Click View to view the selected Document revision or Preview to preview the selected Test or Questionnaire revision.

Added By

The name of the person who uploaded or edited this version of the Document, Questionnaire or Test.

Active Link. Click to open the User Information report for the selected user. Report. See “User Information Report” for information.

Item Type

Policy Documents have the Item Type Document. Questionnaires have the Item Type Questionnaire. Tests have the Item Type Test.

Date Added

The date and time this version of the Document, Questionnaire or Test was uploaded.

Received By

The number of recipients of the version of the Document, Questionnaire or Test.

Active Link. Click to see the Library Item Audit By Recipients report for the selected recipients. See Library Item Audit By Group Report” for more information.

Note: For more information about adding and or changing filtering and field options, see Date Filters, Additional Filtering Options, Changing the Default Filtering Option”, and Adding/Removing Columns From Reports.

Click the report’s Close button to return to the library.

View Audit Report For Recipients Of The Library Items From this Folder And All SubFolders

This report contains the same data as the report above. However, if the current folder contains subfolders, the report also includes the information on the library items in the subfolders.

See “Recipients Audit By Folder Items Report” for information on the items displayed.

View Review Summary Report For This Folder Only

The Review Summary Report shows a summary review of the selected published report.

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The column headings in the above report are described in Table 4.

TABLE 4. Review Summary Report

Item

Description

Library Item

The name of the Document, Questionnaire or Test located in the selected Folder.

Active Link. Click to see a Review History report for the selected item. See “View Review History Report For This Document.” for more information.

Description

The name of the Document, Questionnaire or Test located in the selected Folder.

Added By

The name of the person who uploaded or edited this version of the Document, Questionnaire or Test.

Last Edited By

The name of the person who last changed either the:

  • Uploaded Document
  • The Test or Questionnaire
  • Current revision of the Document, Questionnaire or Test

Folder

The name of the folder in which the Document, Questionnaire or Test is located.

Active Link. Click to see the Document, Questionnaire or Test located in the selected Folder. See Folder View Options” for more information.

Current Version

The version of the Document, Questionnaire or Test located in the selected Folder.

Current Active Version

The latest active version of the Document, Questionnaire or Test located in the selected Folder.

Date Last Sent For Review

The date the Document, Questionnaire or Test (located in the selected Folder) was last sent for review.

Date Last Review Completed

The date the Document, Questionnaire or Test (located in the selected Folder) was last reviewed.

Next Review Reminder

The date the next review email for the Document, Questionnaire or Test (located in the selected Folder) will be sent.

Item Type (Hidden by default)

A Policy Document has the document type Document. A Questionnaire has the document type Questionnaire. A Test has the document type Test.

Note: For more information about adding and or changing filtering and field options, see Date Filters, Additional Filtering Options, Changing the Default Filtering Option”, and Adding/Removing Columns From Reports.

Click the report’s Close button to return to the report.

View Review Summary Report For This Folder And All SubFolders

This report contains the same data as the report above. However, if the current folder contains subfolders, the report also includes the information on the library items in the subfolders.

See See “Review Summary Report” for information on the items displayed. Click the report’s Close button to return to the library.

Move A Folder

In the folder view, click on the folder you want to move. Drag and drop the folder to the required location.

Folders can be moved from the pane on the left to the pane on the right, from the pane on the right to the pane on the left, or to different folders in the same pane.

Document View Options

The document view options are those options which are available from the pane on the right.

Document Menu

The Document menu is displayed when you rightclick on a Document.

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View Active Revision

Select View active revision from the menu.

  • PDF documents are opened in the current window. When you have finished viewing the document, click the Close button.
  • Microsoft® Office documents are opened in the appropriate Office application. When you have finished viewing the document, close the document.

Add Revision

Select Add revision from the menu. A dialog is displayed. Click the Browse button and browse to the new revision of the selected document. Click Open. The Add revision dialog is displayed. Enter a revision description in the text box and then click the Upload button. The file is uploaded as a new revision of the document. This new revision appears at the top of the list of document revisions for the selected document and becomes the Active revision.

Edit Latest Revision

Rightclick an Office document and select Edit latest revision from the menu. The latest revision of the Document is opened in the appropriate Office application.

Make the required changes to the document. Save and close the document. You are returned to the Edit latest revision dialog.

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Click the Save as new revision button. The Document description update dialog is displayed. Enter a revision description for the new revision and click Save. The edited document is added to the library as a new revision of the selected Document.

Delete Document

Select Delete document from the menu. A dialog is displayed asking you to confirm you want to delete the document. Click on the Yes button to delete the document or No to exit without deleting the document.

When a document is deleted, all the revisions of the document are deleted.

Note: Only documents which have never been Published can be deleted.

Retract Document

Select Retract document when the document is no longer relevant.

For example, the document might have been sent out a number of years ago, but it is no longer required and you want to remove it from the libraries of all the recipients of the document. Retracting a document removes all version of the document from all the libraries of all recipients.

Note: The publication will also be removed from the users Inbox if the document is still there. A dialog is displayed.

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Enter the reason for retracting the document. This reason will be displayed on the Retracted Documents page. Click Yes to withdraw the document, or No to cancel the retraction.

The option Retract document is dimmed for documents which have not been Published.

To retract just a single revision of the selected document from all user libraries, see Retract Revision.

Recall Document

Select Recall document when the document was sent in error and you want the document to be removed from the libraries of all the recipients of the document. Recalling a document removes all version of the document from all the libraries of all recipients.

Note: The publication will also be removed from the users Inbox if the document is still there.

A dialog is displayed.

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Enter the reason for recalling the document. This reason will be displayed on the Retracted Documents page. Click Yes to recall the document, or No if you do not want to recall the document.

The option Recall document is dimmed for documents which have not been Published.

To recall just a single revision of the selected document from all user libraries, see Retract Revision.

Publish Document

This option opens the Build New Publication page with the currently selected Document added to the Items to be published pane. See Publishing Configuration Examples” for examples and Publishing” for a description of all the options on the Build New Publication page.

Send Document For Review

This option opens the Build New Review Publication page with the currently selected Document added to the Items to be published pane. See Publishing Configuration Examples” for examples and Publishing” for a description of all the options on the Build New Review Publication page.

Note: When a Word document is sent for review, the reviewer can make changes to the Document and add comments. When a PDF document or any other nonWord Document is sent for review, the reviewer cannot make changes to the Document. Instead, all suggested changes must be entered as comments.

View Publications Containing This Document

Select this option to view all the Publications which have been sent which include the selected Document. See Publications List.

Manage Associated Tests

When a Test has been created to test the recipients knowledge of a company policy, you can associate the Test with the policy Document. When this is done, whenever the policy Document is added to a Publication, the active revision of the Test is automatically added to the Publication. This ensures the Test is Published whenever the policy Document is Published. It is, however, possible to remove the Test from the Publication should the Publisher want to Publish the policy without the Test.

Select the policy you want to be associated with a Test.

Rightclick on the Document and select Manage associated tests from the menu. The Associated tests and documents pane is opened.

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The details for the document selected in the library are displayed in the top pane.

  • Document name – the name of the Document selected in the library.
  • Document description – the description of the Document selected in the library.
  • Source – the source of the Document selected in the library.
  • Reference – the name provided for On behalf of for the Document selected in the library.

PolicyHub Library

The library pane on the left shows the folder structure of the library. Select a folder to display the subfolders and Tests contained in that folder.

Note: Documents and Questionnaires are not displayed.

Select the Test(s) you want to associate with the selected Document and drag them to the Tests currently associated pane. Alternatively, rightclick on a Test and select Add test from the menu.

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The Test is then added to the Tests currently associated pane.

Tests Currently Associated

The Tests which have been associated with the selected Document are listed, with the number of times the Test has been Published.

To remove a link between a Document and a Test, rightclick on the Test in the Tests currently associated pane and select Remove item from the menu.

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The Test is removed from the pane and is no longer associated with the selected Document.

Buttons

  • Add tests – Select two or more Tests in the top pane and click Add tests to add those Tests to the Tests currently associated pane. The Tests are associated with the Document.

Note: The Add tests button is displayed only when two or more Tests are selected in the top pane.

  • Remove tests – Select two or more Tests in the Tests currently associated pane and then click Remove tests to remove those Tests from the pane. The Tests are no longer associated with the Document.

Note: The Remove tests button is displayed only when two or more Tests are selected in the Tests currently associated pane.

  • Save – Save the associated Tests configuration and return to the library.
  • Cancel – Return to the library without saving the associated Tests configuration.

Copy Hyperlink To Latest Published Document Revision

When you are creating a policy document, you can include a hyperlink to the latest Published version of another document. The Copy hyperlink to latest published document revision option allows you to copy a hyperlink and paste it in the appropriate document.

Select Copy hyperlink to latest published document revision. Press Ctrl+C to copy the selected link to the clipboard.

Select Close to close the dialog box.

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Open the document you want to include the hyperlink and select an insertion point. Press Ctrl+V on the keyboard to paste the hyperlink into the document. The hyperlink can be renamed in a Word policy document. See Renaming A Hyperlink (In A Word Document)” for details.

Hyperlink Operation

Inbox Users

The user – depending on the type of link selected by the document author – will see, in their Inbox, either:

The last document revision published to them (in the format last published to them)

The specific document revision published to them (in the format the revision was originally published to them).

Auditors

If the user has the existing Report management Read access (and access is allowed for the document's folder) when the link is set to a specific document revision, the user will see that revision.

When the link is set to the latest document revision, the user will have the following choices:

  • View latest document revision – This displays the last document revision published (to anyone) in the format it was last published.
  • View specific document revision – This displays the revision that was marked as Active at the time the link was created.

Note: This will usually be the revision that was published after the link was created, i.e. the version which the publication recipients saw, however, this may not be so in all cases.

PolicyHub Library Users

If the user has the existing PolicyHub library viewing permission (and permission to see the document's folder), the user can see unpublished document revisions in addition to published document revisions, thus enabling hyperlinks to be tested before sending the document for publication.

Manage Categories

Refer to Manage Categories” for a description of this menu selection.

Note: Depending on your PolicyHub licence, Categories may not be available in you application software.

Reporting

In the PolicyHub library, you can investigate the compliance to a Document by the recipients and view audit reports for the Document.

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Rightclick on a document in the PolicyHub library and select Reporting. The following menu is displayed.

When selected, each menu item will generate a report.

To investigate in more detail, click on any of the active links (underlined text) in the report.

Note: A report toolbar is displayed on each report. See “Report Toolbar” for a description of the toolbar.

Each report includes a Filters tab which displays or hides filters which can be used to refine the report. For more information about adding and or changing filtering options, see “Date Filters, Additional Filtering Options”, and Changing the Default Filtering Option.

Each report also has the capability to sort data within each column. For more information See “Sorting Report Data Within Columns.

The reports also include a Fields tab which displays or hides fields which can also be used to refine the report. For more information see “Adding/Removing Columns From Reports. Large reports contain a tool bar to navigate between report pages. For more information See “Report Pagination.

The Subscribe button enables the User to create a report subscription. For more information see “Creating Subscriptions.

View Compliance Report For All Recipients Of This Document

This report shows the compliance status for all the recipients of the selected document.

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The column headings in the above report are described in Table 5.

TABLE 5. Item Compliance Report

Item

Description

Library Item

The name of the Document, Questionnaire or Test you rightclicked in the library.

Active Link. Click to display the Item Compliance report for the selected library item for all Publications.

Version

The version of the document which was included in the Publication.

Publication

The name of the Publication this version of the document was published with, on the date shown.

Active Link. Click to display the Item Compliance report for the selected Document, Questionnaire or Test for the selected Publication only.

Sent By

The name of the person who published this version of the document on the date shown.

Active Link. Click to see the Publication Compliance report for the selected user. See Publication Compliance Report” for more information.

Date Sent

The date the Publication was sent.

Active Link. Click to see the Publication Compliance report for all Publications sent on the selected date. See Publication Compliance Report” for more information.

Compliance

The compliance status (Complied, In Progress, Not Complied or Error) of this Document.

Active Link. Click to display the User Action report for the selected users and the selected Compliance Status. See User Action Report” for more information.

Percentage

The percentage of recipients of the Publication with the compliance state shown.

Publication Status (Hidden by default)

Publications have the status Completed when:

  • They have been complied with by all recipients.
  • The rule used for Publication has expired.
  • They were Published directly into user library.

Publications are Active when there are still some outstanding publications to be complied with and the rule has not expired.
Publications have the status Error In Issue when they weren’t sent because of an error.
Publications have the status Retracted when the Publication was Retracted.
Publications have the status Recalled when the Publication was Recalled.

Note: For more information about adding and or changing filtering and field options, see Date Filters, Additional Filtering Options, Changing the Default Filtering Option”, and Adding/Removing Columns From Reports.

Click Close to return to the folder containing the selected document.

View Audit Report For All Recipients Of This Document

From the selected menu item, select one of the following submenu options:

  • Across all dates – shows the report with no date filter.
  • For a specific date range – shows the report for Publications containing this Document which were sent on the days specified only.

This report shows the number of recipients of each Published version of the document.

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The column headings in the above report are described in Table 6.

TABLE 6. Recipients Audit By Library Items Report

Item

Description

Library Item

The name of the document you rightclicked in the library.

Version

The version of the document that was edited by the person shown.

Active Link. Click on a document version to display the Library Item Audit By Recipients report for the selected document version. See “Library Item Audit By Group Report” for more information.

View Revision

Active Link. Click View to view the selected document revision.

Added By

The name of the person who uploaded or edited this version of the document.

Active Link. Click to open the User Information report for the selected user. Report. See “User Information Report” for information.

Item Type

A Policy Document has the document type Document. A Questionnaire has the document type Questionnaire. A Test has the document type Test.

Date Added

The date and time this version of the Document was uploaded.

Received By

The number of recipients of the version of the document.

Active Link. Click on a number in the Received By column to display the Library Item Audit By Recipients report for the users who received the selected document version. See “Library Item Audit By Group Report” for more information.

Note: For more information about adding and or changing filtering and field options, see Date Filters, Additional Filtering Options, Changing the Default Filtering Option”, and Adding/Removing Columns From Reports.

Click Close to return to the folder containing the selected document.

View Audit Report For All Publications Containing This Document

From the selected menu item, select one of the following submenu options:

  • Across all dates – shows the report with no date filter.
  • For a specific date range – shows the report for Publications containing this Document. This report shows the number of times each version of the selected item was published.

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The column headings in the above report are described in Table 7.

TABLE 7. Publication Audit Report

Item

Description

Library Item

The name of the Document, Test or Questionnaire you rightclicked in the library.

Version

The version of the Document, Test or Questionnaire that was Added by the person shown.

Active Link. Click the version to display the Library Item Audit By Publication report for the selected Library Item version. See “Library Item Audit By Publication Report” for more information.

View Revision

Active Link. Click View to view the selected Document revision or Preview to preview the selected Test or Questionnaire revision.

Added By

The name of the person who uploaded or edited this version of the Document, Questionnaire or Test.

Active Link. Click to open the User Information report for the selected user. Report. See “User Information Report” for information.

Item Type

A Policy Document has the document type Document. A Questionnaire has the document type Questionnaire. A Test has the document type Test.

Date Added

The date and time this version of the Document, Questionnaire or Test was uploaded.

Publication Count

The number of times the version of the Document, Test or Questionnaire was published.

Active Link. Click the Publication Count to display the Library Item Audit By Publication report for the Publications included in the selected Publication Count.

See “Library Item Audit By Publication Report” for more information.

Note: For more information about adding and or changing filtering and field options, see Date Filters, Additional Filtering Options, Changing the Default Filtering Option”, and Adding/Removing Columns From Reports.

Click Close to return to the folder containing the selected document.

View Review Summary Report For This Document

The Review Summary Report shows a summary review of the selected document.

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The column headings in the above report are described in Table 8.

TABLE 8. Review Summary Report

Item

Description

Library Item

The name of the selected Document, Questionnaire or Test.

Active Link. Click to see a Review History report for the selected item. For more information, see “View Review History Report For This Document.

Description

The name of the Document, Questionnaire or Test located in the selected Folder.

Added By

The name of the person who uploaded or edited this version of the Document, Questionnaire or Test.

Last Edited By

The name of the person who last changed either the:

  • Uploaded Document
  • The Test or Questionnaire
  • Current revision of the Document, Questionnaire or Test

Folder

The name of the folder in which the Document, Questionnaire or Test is located.

Active Link. Click to see the Document, Questionnaire or Test located in the selected Folder. See Folder View Options” for more information.

Current Version

The version of the Document, Questionnaire or Test located in the selected Folder.

Current Active Version

The latest active version of the Document, Questionnaire or Test located in the selected Folder.

Date Last Sent For Review

The date the Document, Questionnaire or Test (located in the selected Folder) was last sent for review.

Date Last Review Completed

The date the Document, Questionnaire or Test (located in the selected Folder) was last reviewed.

Next Review Reminder

The date the next review email for the Document, Questionnaire or Test (located in the selected Folder) will be sent.

Item Type (Hidden by default)

A Policy Document has the document type Document. A Questionnaire has the document type Questionnaire. A Test has the document type Test.

Note: For more information about adding and or changing filtering and field options, see Date Filters, Additional Filtering Options, Changing the Default Filtering Option”, and Adding/Removing Columns From Reports.

Click Close to return to the selected document.

View Review History Report For This Document.

The View Review History Report shows the review history of the selected document.

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The column headings in the above report are described in Table 9

TABLE 9. Review History Report

Item

Description

Library Item

The name of the selected publication (Document, Questionnaire or Test).

Version

The version of the reviewed publication.

Review

The name of the reviewed publication.

View Review

Active Link. Click the underlined View text link to inspect the reviewed publication.

Date Sent

The date the reviewed publication was sent.

Sent By

The name of person who sent the selected publication.

Publication Status

Publications have the status Completed when:

  • They have been complied with by all recipients.
  • The rule used for Publication has expired.
  • They were Published directly into user library.

Publications are Active when there are still some outstanding publications to be complied with and the rule has not expired.
Publications have the status Error In Issue when they weren’t sent because of an error.
Publications have the status Retracted when the Publication was Retracted.
Publications have the status Recalled when the Publication was Recalled.

Recipient

The name of the person who received the publication.

Reviewed

Indicates whether the publication was reviewed.

Yes has been reviewed.

No has not been reviewed.

Changes Made

Indicates whether changes have been made.

Yes changes have been made.

No changes have not been made.

Recipient Comments

Optional (helpful) comments added by the person who received the publication.

Publisher Comments

Optional (helpful) comments added by the person who published the review publication.

Added By (Hidden by default)

The name of the person who uploaded or edited this version of the Document, Questionnaire or Test.

Description (Hidden by default)

The name of the publication in the selected folder.

Revision Description (Hidden by default)

The description entered when this revision was saved.

Note: For more information about adding and or changing filtering and field options, see Date Filters, Additional Filtering Options, Changing the Default Filtering Option”, and Adding/Removing Columns From Reports.

Click Close to return to the selected document.

User Information Report

When you click on a person’s name, under the Added By heading, in the Publication Audit Report (see “View Audit Report For All Publications Containing This Test) the User Information report is displayed.

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The column headings in the above report are described in Table 10.

TABLE 10. User Information Report

Item

Description

User Name

The name of the user who received the report.

First Name

The given name of the user who received the report.

Surname

The family name of the user who received the report.

Email

The email address of the user who received the report.

Disabled

Indicates whether the user’s account is currently active.

No not disabled

Yes disabled

Role

The role assigned to the user who received the report.

Click the User Information Report’s ‘X’ icon, in the top righthand corner, to return to the report.

Configure Review Schedule or Configure Notification

Note: Depending on your PolicyHub system licence, the menu selection displayed will either be “Configure Review Schedule” or “Configure Notification”.

Configure Review Schedule

PolicyHub Users can have Read document and Questionnaire review reminder emails sent to them at regular intervals to remind them to review Policies and Questionnaires to determine if they need to be updated.

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These reminders can be configured to be sent once, or at various daily, weekly or monthly intervals for a defined period of time to a selected list of Users.

  • Document name – the name of the document for which the review is being scheduled.
  • Document description – the description of the document for which the review is being scheduled.

Select one of the following radio buttons.

  • Send to recipient list – to send the review reminder message to a named, or unnamed, Recipient List. Select the Send to recipient list radio button and then click the Add recipients button. You are taken to the Select recipients to be used screen. Select the required Recipient List(s) from those displayed in the Recipient lists pane. From this screen you can view the members of the selected Recipient List or create a new named or unnamed Recipient List. See Recipient Lists” for a description of the menus and buttons. See Recipient List Configuration Examples” for examples on creating Recipient Lists.
  • Send to members of a specific role – to send the review reminder message to the members of the selected Role. Select the Send to members of a specific role radio button and then select a Role from the Roles dropdown list. All members of the selected Role are listed under the Current intended recipients. These Users will receive the email reminding them the document should be reviewed.
  • Send to me – to send the review reminder message to yourself only. Select the Send to me radio button. Only the User creating the review reminder schedule will receive an email reminding them the document should be reviewed.

Configuring The Review Reminder Schedule

The default setting is once.

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When once is selected, click in the Starting on box to open a calendar. Select the date and the time.

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Click Done when you have configured the required date and time.

When daily is selected, you can either choose the days of the week on which to send out the report (on specific days), or you can select after a number of day(s) and enter (for example 2) which would send the report out on the Starting on day and then every other day after that.

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When weekly is selected, you can set a value for Repeat after a set number of week(s) and you can select the days of the week you want the reminder to be sent. For example, to send a review reminder every other Monday, set Repeat after a set number of week(s) to 2 and select Monday.

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When monthly is selected, you can select the months you want the review reminder to be sent out. The review reminder can then be sent out on specified weeks of the month, or on specified calendar days of the month.

When week of the month is selected, the review reminder can be sent out on the 1st, 2nd, 3rd 4th or Last week of the month on the specified days of the week. When calendar day(s) in the month is selected, one or more calendar days can be entered in the text box.

A comma must be used to separate multiple values.

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Complete the required daily, weekly or monthly review reminder schedule details, as required. When you have completed your selection, click in the Starting on text box and, from the popup calendar, select the date you want the report subscription to start. Use the slider controls to set the time you want the schedule to start.

Daily, weekly and monthly review reminders can be left to run indefinitely, or you can configure an end date for the schedule. To set an end date, click in the and ending on (optional) text box and select a date from the popup calendar. Click Done when you have selected the required date. The subscription ends at the end of the selected day.

Editing The Message

Click the Edit message button to open the Message editor.

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Edit the Subject and/or Message text, as required. Select an insertion point and insert a new tag from the Insert document name tag, Insert user name tag, Insert sent date tag and the Insert folder name tag, as required.

To preview the edited message, select Preview. The message is show in the Preview window as it will appear when it is sent.

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Click Close to close the Preview window.

Select OK to save your review reminder schedule changes or select Cancel to cancel your actions and close the Review Scheduling page.

Editing A Review Reminder Schedule

To edit a review reminder schedule, select the required item in your PolicyHub library.

All documents which have a configured review reminder schedule have a Next review date displayed (or None if the dates have passed) in the PolicyHub library. To edit the configured review schedule, rightclick on the selected item and, from the menu, select Configure review schedule.

Note: When a schedule which was scheduled once has expired, the date is displayed in the Next review column, not None.

Edit the schedule, as required. Click the Save and close button, to return to your PolicyHub library. Select Cancel to exit without saving your edits and return to your PolicyHub library.

Deleting A Review Reminder Schedule

To delete a review reminder schedule, select the required item in your PolicyHub library.

All documents which have a configured Review schedule have a Next review date displayed (or None if the dates have passed) in the PolicyHub library. To delete the configured review schedule, rightclick on the selected item and, from the menu, select Configure review schedule.

To delete the schedule, click the Remove schedule button.

Click Yes to confirm your action and return to your PolicyHub library, or click No to cancel your action.

Configure Notification

PolicyHub Users can have Read document and Questionnaire notification reminders emails sent to them at regular intervals to remind them to review Policies and Questionnaires to determine if they need to be updated.

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The notification configuration settings are the same as those described in “Configure Review Schedule”.

Start Workflow

The Start workflow page allows you to select one or more documents and start a new workflow for publication.

From the document library right click on the document or questionnaire you wish to attach to the workflow. Select the Start workflow option from the drop down menu and the Start workflow pane is displayed.

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From the drop down Start Workflow menu, you can chose any workflow that has previously been activated, see “Workflow Designs” for more information on menus and options.

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Select the activated workflow that you wish to publish the document with.

Items To Be Attached

Note: Only the active version of the document is visible in the Item to be attached pane.

Right clicking on the selected document will display two menu options:

  • View this item.
  • Remove this item.

See “View This Item” and Remove This Item From The Publication” for more information on the menus and options.

Add Documents Button

Selecting the Add documents button at the bottom of the pane allows you to add more documents to the review workflow for publication.

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See “Add Documents Button” for details how to add one or more documents.

Start Workflow

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Selecting the Start workflow button will begin the document review and approval workflow. Before starting the workflow you can add documents to the review using the Add documents button. You can also remove documents from the review by right clicking on the unwanted document.

After the review has been sent to the recipients Inbox the review and approval workflow menu closes and the Workflows menu open providing a summary and history of the document you have just to sent, see “View Workflows” for further details.

The Cancel button will stop the Workflow and return you to the Library menu.

View Workflows

Rightclick on a document and select View workflows from the menu.

This option opens the Review and approvals workflows pane, see “Workflows” for a description of all the options on the Review and approvals workflow pane.

View Library Item’s Details

Select a document and click on the white triangle to the left of the name. The document revision information is displayed below the selected document.

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The column headings describing the information for each library item in the above view are described in Table 11

TABLE 11. Viewing Document Details

Term

Description

Icon

image – a Document.

image – a Document which has been associated with one or more Tests.

The icon for a document revision indicates whether the document revision is a PDF document, a Word document, an Excel document, a PowerPoint document or a text file.

image – a Questionnaire. This is also the icon for a Questionnaire revision which has passed validation.

image – a Questionnaire revision which has failed validation.

image – a Test. This is also the icon for a Test revision which has passed validation.

image – a Test which has been associated with one or more Documents.

image – a Test revision which has failed validation.

Name

The name of the library item.

For an item revision, this column is blank.

Description

The description given to the item or to the revision of the item (as appropriate).

Version

The version number assigned to the revision of the item. The minimum version number is 0.01. The maximum revision number is 999.99.

For the library item, this column is blank.

Published

For a library item, this column displays Yes to indicate one or more revisions of the document have been Published, or No to indicate no revisions of the document has been Published.

For a revision of a library item, this column displays the number of times the revision of the item has been Published, or No if the revision has not been Published.

Added by

The name of the person who uploaded or edited this version of the Document, Questionnaire or Test.

Source

For a library item, this column displays the name or department entered for the item’s Source field.

For a revision of a library item, this column is blank.

On behalf of

For a library item, this column displays the name or department entered for the item’s On behalf of field.

For a revision of a library item, this column is blank.

Created

The date the revision was created.

Next review

The date the next review reminder will be sent out. See Configure Review Schedule or Configure Notification” for more information on scheduling a review reminder.

Done – review reminder schedule has expired.

Note: When a schedule which was scheduled once has expired, the date is displayed in the Next review column, not None.

Blank when there is no review reminder scheduled.

Classifications

For a document, this column displays the Classifications assigned to the Document.

For a Questionnaire, Test or Document revision, this column is blank.

Note: This column is displayed only when Classifications are enabled.

Review Status

This column displays the review status of a Workflow, there are two conditions:

  • In Review indicates the Workflow is in review.
  • Not in Review indicates that the Workflow has been completed.

If a workflow is in review, any documents published with that workflow will be marked Draft. When the workflow is not in review any documents published with the workflow will be marked Approved. When there are revisions to the document the active document will be marked Approved. Previous versions will be annotated Approved.

For further Workflow review details see “Workflows”.

Note: Review Status is available depending on your PolicyHub system licence.

Category

The name of the Category assigned to the Workflow, see “Categories”.

Note: Category is available depending on your PolicyHub system licence.

Editing A Library Item’s Details

Open the folder containing the library item whose details you want to edit.

The following fields can be edited by doubleclicking on the cell containing the pencil icon and make the required changes. Click away from the field you are editing to save the changes.

  • Name – the maximum length of the name is 99 characters.
  • Description – the maximum length of the description is 200 characters.
  • Source – the maximum length of the source is 200 characters.
  • On behalf of – the maximum length of On behalf of is 99 characters.
  • Classifications – the Classifications assigned to the Document. For a Questionnaire, Test or Document revision, this column is blank.

Note: The Classifications column is displayed only when Classifications are enabled.

Editing The Classifications

Doubleclick on the pencil in the Classification column of the Document. The Select document classification dialog is displayed.

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The Available classifications are listed on the left. Select the Classification you want to associate with the selected document and click the single right arrow to move the Classification to the Document classifications pane on the right. Use the double right arrow to move all Classifications to the Document classifications pane on the right.

To remove unwanted Classifications from the pane on the right, select the Classification and click the single left arrow to move the Classification to the Available classifications pane on the left. Use the double left arrow to move all the Classifications to the Available classifications pane on the left.

Click OK to save your changes, or Cancel to close the dialog without saving your changes.

Moving A Library Item

In the pane on the right, click on the library item you want to move. Consecutive library items can be selected by selecting the first item, and, while holding down the Shift key, selecting the last item in the list. Nonconsecutive items can be selected by holding down the Ctrl key while clicking on the library items. Drag and drop the selected item(s) to the required location.

Library items can be selected and moved from the pane on the right to a folder in the pane on the left. Library items can also be moved to different folders in the pane on the right.

Moving A Library Item With Assigned Categories

Note: Categories are available depending on your PolicyHub system licence.

When moving a library item to a different location, be aware that the category of a document may change by moving it to a different folder. PolicyHub will generate a category assignment warning asking if you wish to keep the current assigned category or change it to the category of the destination folder.

Similarly, if a document or folder has active reviews in progress, a category assignment warning will be displayed, as you cannot move a document or folder while it has an active review in progress.

Editing A Document Revision’s Details

Click on the white triangle beside the document to display the document revisions. Select the document revision whose details you want to edit.

Note: You cannot edit the details of document revisions which have been Published.

The following fields can be edited:

  • Description – the maximum length of the description is 99 characters.
  • Version – The minimum version is 0.01 and the maximum version is 999.99.
  1. Doubleclick in the cell containing the pencil icon and make the required changes.
  2. Click away from the field you are editing to save the changes.

Document Revision Menu

The document revision menu is displayed when you rightclick on a document revision.

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View Revision

To open the currently selected document revision for viewing, select View revision.

  • PDF documents are opened in the current window. When you have finished viewing the document, click the Close button.
  • Microsoft® Office documents are opened in the appropriate Office application. When you have finished viewing the document, close the document.

Edit Revision

Rightclick a revision of an Office document and select Edit revision from the menu. The Document is opened in the appropriate Office application.

Make the required changes to the document. Save and close the document. You are returned to the Edit latest revision dialog.

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Click the Save as new revision button. The Document description update dialog is displayed. Enter a revision description for the new revision and click Save. The edited document is added to the library as a new revision of the selected Document.

Activate Revision

When you select a document and select Publish document from the menu, the current Active revision of the document is always published. To publish a revision which is not Active, expand the document to show all the revisions, select the required revision and select the Publish document revision menu option.

Select Activate revision. The currently selected document revision is now the active document revision. When the selected document revision is already the active revision, this menu option is dimmed.

The active document revision is displayed in green text.

Delete Revision

To delete the selected revision, select Delete revision from the menu.

You are asked to confirm you want to delete the revision. Click Yes to delete the revision or No to cancel the deletion.

Note: Only document revisions which have not been Published can be deleted.

If you delete the Active revision of a document, the document revision which was uploaded most recently will become the Active revision.

Retract Revision

Select Retract revision when the document revision is no longer relevant. For example, the document revision might have been sent out a number of years ago, but it is no longer required and you want to remove it from the libraries of all the recipients of the document revision. A dialog is displayed.

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Enter the reason for retracting the document revision. This reason will be displayed on the Retracted Documents page. Click Yes to retract the document revision, or No to cancel the retraction.

This option Retract revision is dimmed for revisions which have not been Published. To retract all versions of a document, see Retract Document.

Recall Revision

Select Recall revision when the document revision was sent in error and you want the document revision to be removed from the libraries of all its recipients. Only the selected document revision is removed from all user libraries.

A dialog is displayed.

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Enter the reason for recalling the document revision. This reason will be displayed on the Retracted Documents page. Click Yes to recall the document revision, or No if you do not want to recall the document revision.

This option Recall revision is dimmed for revisions which have not been Published. To recall all versions of a document, see Recall Document.

Publish Document Revision

When you want to Publish a specific revision, not necessarily the Active document revision, select the revision you want to Publish and select Publish document revision from the menu.

This option opens the Build New Publication page with the currently selected Document revision added to the Items to be published pane. See Publishing Configuration Examples” for examples and Publishing” for a description of all the options on the Build New Publication page.

Publish Revision To Previous Recipients

When you want to Publish a specific revision to a Recipient List which was used previously when publishing this Document, select Publish revision to previous recipients from the menu.

This opens the Distribution options dialog.

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This dialog displays the Recipients Lists which were used for previous Publications which included this Document. To display individual users, select the Users radio button. Users can be sorted by First name or Surname. Recipient Lists can be sorted by Recipient list name or Description.

Note: If the Document has been sent for review, the Recipient Lists who received the review are not included in the list of Recipients.

Select All

Click to select all the listed Recipient Lists or Users.

Select None

Click to deselect all the selected Recipients Lists or Users.

Create Publication

The Build New Publication page is opened with the currently selected Document revision added to the Items to be published pane. The selected Recipient Lists or Users are added to the Intended recipients pane. If no Recipient Lists or Users are selected, the Publication is created with no recipients in the Intended recipients pane. See Publishing Configuration Examples” for examples and Publishing” for a description of all the options on the Build New Publication page.

Close

Click Close to return to the library without creating a Publication.

Send Document Revision For Review Or Request Feedback

Note: Depending on your PolicyHub system licence, the menu selection displayed will either be “Send Document Revision For Review” or “Request Feedback”.

Send Document Revision For Review

This option sends the selected document revision for review.

This option opens the Build New Review Publication page with the currently selected Document revision added to the Items to be published pane. See Publishing Configuration Examples” for examples and Publishing” for a description of all the options on the Build New Review Publication page.

Note: When a Word document is sent for review, the reviewer can make changes to the Document and add comments. When a PDF document or any other nonWord Document is sent for review, the reviewer cannot make changes to the Document. Instead, all suggested changes must be entered as comments.

Request Feedback

This option opens the Build New Feedback Request page with the currently selected Document added to the Items to include pane. See Publishing Configuration Examples” for examples and Publishing” for a description of all the options on the Build New Feedback Request page.

Copy Hyperlink To Latest Published Document Revision

When you are creating a new policy document, you might want to include a hyperlink to the latest Published version of another document. The Copy hyperlink to latest published document revision option allows copy a hyperlink and paste it in the appropriate document.

Press Ctrl+C to copy the selected link to the clipboard. Click Close to close the dialog box.

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Open your document and select an insertion point.

Press Ctrl+V on the keyboard to paste the hyperlink into the document. The hyperlink can be renamed in a Word policy document. See “Renaming A Hyperlink (In A Word Document)” for details.

Copy Hyperlink To This Specific Document Revision

When you are creating a new policy document, you might want to include a hyperlink to a specific revision of another document. The Copy hyperlink to this specific document revision option allows you to copy a hyperlink and paste it in the appropriate document.

Note: The Copy hyperlink to latest published document revision option will always point to the latest published revision of the linked document.

The Copy hyperlink to this specific document revision option will always point to the specific document revision of the linked document.

Press Ctrl+C to copy the selected link to the clipboard.

Click Close to close the dialog box.

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Open your document and select an insertion point.

Press Ctrl+V on the keyboard to paste the hyperlink into the document.

The hyperlink can be renamed in Word. See Renaming A Hyperlink (In A Word Document)” for an example.

Questionnaire Menu

The Questionnaire menu is displayed when you rightclick on a Questionnaire.

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View Active Revision

Select View active revision from the menu. The active revision of the selected Questionnaire is opened for viewing but no changes can be made.

Edit Latest Revision

  • When the latest revision has already been Published, the following dialog is displayed.
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  • Click Yes to create a new revision of the selected Questionnaire, based on the latest revision, and open it for editing.
  • Click No to cancel the edit.
  • When the latest revision has not yet been Published, the latest revision of the selected Questionnaire is opened for editing.

Delete Questionnaire

This option is available for unpublished Questionnaires only. Select this option to delete the Questionnaire.

Publish Questionnaire

Select this option to open the Build New Publication page with this Questionnaire added to the list of Items to be published. See Publishing Configuration Examples” for examples.

Send Questionnaire For Review or Request Feedback

Note: Depending on your PolicyHub system licence, the menu selection displayed will either be “Send Questionnaire For Review” or “Request Feedback”.

Send Questionnaire For Review

This option opens the Build New Review Publication page with the currently selected Questionnaire added to the Items to be published pane. See Publishing Configuration Examples” for examples and Publishing” for a description of all the options on the Build New Review Publication page.

A Questionnaire is converted to a Word document before it is sent for Review.

Request Feedback

This option opens the Build New Feedback Request page with the currently selected Questionnaire added to the Items to include pane. See Publishing Configuration Examples” for examples and Publishing” for a description of all the options on the Build New Feedback Request page.

View Publications Containing This Questionnaire

This option displays all the Publications which were used to send this Questionnaire. See View Publications Containing This Document” for details.

Export Questionnaire Responses

Select Export questionnaire responses to export the responses to the selected Questionnaire based on Publication, Users or date the Publication was sent. The responses are exported to a CSV file.

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Publication Filters

To export the answers from a single Publication, clear Filter based on publication date range (if selected) and select Filter based on publication and select the Publication whose responses you want to export.

To export the answers for all Publications sent on a specified date or during a period of time, clear Filter based on publication and select Filter based on publication date range. Select the To date and the From date to define the date range of when the Publications were sent.

If you select both Filter based on publication and Filter based on publication date range, the CSV file will contain only those responses from the selected Publications which were Published in the date range.

Recipient Filters

To export the answers returned by the specified Users, clear Filter based on publication date range and select a Recipient filter:

  • recipient listsselect one or more of the listed Recipient Lists.
  • a groupselect the Group from the displayed tree.
  • usersselect the Users from those listed. Consecutive Users in the list can be selected by selecting the first User, and, while holding down the Shift key, selecting the last User in the list. Nonconsecutive Users can be selected by holding down the Ctrl key while clicking on the Users. The list of Users can be filtered by entering a filter in the Filter user list... text box (below the list of Users).

Note: You cannot select a Recipient filter if the selected Questionnaire has been Published with the option Anonymous, or Optionally anonymous.

Note: If, when you look at the exported responses, there is less data than you expected, check you have cleared the filters you do not require.

Export Options

Select the columns you want to export. The column headings are described in Table 12.

TABLE 12. Export Questionnaire Responses – Columns To Include

Item

Description

Publication name

The name of the Publication used to send the Questionnaire containing the response which is being exported.

Questionnaire name

The name of the Questionnaire containing the response which is being exported.

Revision description

The revision description given to the Questionnaire containing the response which is being exported.

Version

The version of the Questionnaire containing the response which is being exported.

Section name

The name of the section containing the question whose response is being exported.

Question text

The question whose response is being exported.

Answer

The response being exported.

For a rating scale response or a selection response, this is the text for the answer selected.

For an input answer, this is the text the user typed in the text box.

Answer value

For nonrating scale answers, this is always 0.

For a rating scale answer, the value of the rating. For the default rating scales, 1 is the most negative response (that is Poor, Never, Strongly Disagree, Extremely Unlikely, Not Important) and 5 is the most positive response (Excellent, Frequently, Strongly Agree, Extremely Likely, Very Important).

User name

The name of the User responding to the question. When the Questionnaire was sent with the option

Anonymous, or Optionally anonymous, names are replaced with AnonymousUser[1], AnonymousUser[2] etc.

Was question answered

1 – yes, the question was answered.

0 – no, the question was not answered.


By default, all of the columns are selected (ticked).

  • Use column names for first row – select this option to have the selected column names (listed in the table above) as the first row of the CSV file. By default, this option is cleared which exports the responses without the column names.
  • Field delimiter – select either Comma or Tab from the dropdown list. The selected delimiter will be used to separate each field in the CSV file.
  • Surround fields with quotation marks – If any of the information fields to be exported are likely to contain commas or tabs, these will also be exported to the file and may confuse some applications (e.g. Excel). In order to avoid this, select Surround fields with quotation marks.

This ensures that third party applications do not confuse the contents of text fields with the delimiters used to separate them. When selected, each field value is surrounded by quotation mark. When Surround fields with quotation marks is cleared, quotation marks are not used.

Note: When a CSV file is opened with Excel, the quotation marks might not be displayed.

Click the Download to CSV button to export the Questionnaire responses with the selected filters and options applied. Depending on the browser you are using, you might be prompted to save or open the CSV file, or the CSV file might be opened automatically for you. The CSV file is downloaded to your Downloads folder.

Note: Responses are sorted alphabetically by question when they are exported.

To close the Export Questionnaire Responses page, click the Close button.

Manage Categories

Refer to Manage Categories” for a description of this menu selection.

Note: Depending on your PolicyHub licence, Categories may not be available in you application software.

Reporting

In the PolicyHub library, you can investigate the responses to a Questionnaire by Publication, Date Range (from when the Questionnaire was sent), Recipient List, Group, Users, open a Response Summary Report to display a graphical (bar chart) view of the responses, or open a Standout Answers report and view a questionnaire comparison report.

Rightclick on a Questionnaire in the PolicyHub library and select Reporting. The following menu is displayed.

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When selected, each menu item will generate a report.

To investigate in more detail, click on any of the active links (underlined text) in the report.

Note: A report toolbar is displayed on each report. See “Report Toolbar” for a description of the toolbar.

Each report includes a Filters tab which displays or hides filters which can be used to refine the report. For more information about adding and or changing filtering options, see “Date Filters, Additional Filtering Options”, and Changing the Default Filtering Option.

Each report also has the capability to sort data within each column. For more information See “Sorting Report Data Within Columns.

The reports also include a Fields tab which displays or hides fields which can also be used to refine the report. For more information see “Adding/Removing Columns From Reports. Large reports contain a tool bar to navigate between report pages. For more information See “Report Pagination.

The Subscribe button enables the User to create a report subscription. For more information see “Creating Subscriptions.

View Compliance Report For All Recipients Of This Questionnaire

This report displays a chart for the selected Questionnaire showing the different versions published and whether they were Complied, In Progress, Not Complied or In Error.

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Note: No report data is displayed when a Questionnaire has been published with the Questionnaire submission type set to Anonymous or Optionally anonymous.

The column headings in the above report are described in Table 13.

TABLE 13. Item Compliance Report

Item

Description

Library Item

The name of the Document, Questionnaire or Test you rightclicked in the library.

Active Link. Click to display the Item Compliance report for the selected library item for all Publications.

Version

The version of the document which was included in the Publication.

Publication

The name of the Publication this version of the document was published with, on the date shown.

Active Link. Click to display the Item Compliance report for the selected Document, Questionnaire or Test for the selected Publication only.

Sent By

The name of the person who published this version of the document on the date shown.

Active Link. Click to see the Publication Compliance report for the selected user. See “Publication Compliance Report” for more information.

Date Sent

The date the Publication was sent.

Active Link. Click to see the Publication Compliance report for all Publications sent on the selected date. See “Publication Compliance Report” for more information.

Compliance

The compliance status (Complied, In Progress, Not Complied or Error) of this Document.

Active Link. Click to display the User Action report for the selected users and the selected Compliance Status. See “View Compliance Report Based On This User And The Selected Publication” for more information.

Percentage

The percentage of recipients of the Publication with the compliance state shown.

Publication Status (Hidden by default)

Publications have the status Completed when:

  • They have been complied with by all recipients.
  • The rule used for Publication has expired.
  • They were Published directly into user library.

Publications are Active when there are still some outstanding publications to be complied with and the rule has not expired.
Publications have the status Error In Issue when they weren’t sent because of an error.
Publications have the status Retracted when the Publication was Retracted.
Publications have the status Recalled when the Publication was Recalled.

Note: For more information about adding and or changing filtering and field options, see Date Filters, Additional Filtering Options, Changing the Default Filtering Option”, and Adding/Removing Columns From Reports.

Click Close to return to the folder containing the selected document.

View Audit Report For All Recipients Of This Questionnaire

From the selected menu item, select one of the following submenu options:

  • Across all dates – shows the report with no date filter.
  • For a specific date range – shows the report for Publications containing this Questionnaire which were sent on the days specified only.

This report shows the number of recipients of each version of the selected Questionnaire.

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The column headings in the above report are described in Table 14.

TABLE 14. Recipients Audit By Library Items Report

Item

Description

Library Item

The name of the questionnaire you rightclicked in the library.

Version

The version of the questionnaire that was edited by the person shown.

Active Link. Click on a questionnaire version to display the Library Item Audit By Recipients report for the selected questionnaire version. See Library Item Audit By Group Report” for more information.

View Revision

Active Link. Click Preview to preview the selected questionnaire revision.

Added By

The name of the person who uploaded or edited this version of the questionnaire.

Active Link. Click to open the User Information report for the selected user. Report. See “User Information Report” for information.

Item Type

Questionnaires have the Item Type Questionnaire.

Date Added

The date and time this version of the questionnaire was uploaded.

Received By

The number of recipients of the version of the questionnaire.

Active Link. Click on a number in the Received By column to display the Library Item Audit By Recipients report for the users who received the selected questionnaire version. See Library Item Audit By Group Report” for more information.

Note: For more information about adding and or changing filtering and field options, see Date Filters, Additional Filtering Options, Changing the Default Filtering Option”, and Adding/Removing Columns From Reports.

Click Close to return to the folder containing the selected document.

View Audit Report For All Publications Containing This Questionnaire

From the selected menu item, select one of the following submenu options:

  • Across all dates – shows the report with no date filter.
  • For a specific date range – shows the report for Publications containing this Questionnaire which were sent on the days specified only.

This report shows the number of times each version of the selected item was published.

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The column headings in the above report are described in Table 15.

TABLE 15. Publication Audit By Library Items Report

Item

Description

Library Item

The name of the Document, Test or Questionnaire you rightclicked in the library.

Version

The version of the Document, Test or Questionnaire that was Added by the person shown.

Active Link. Click the version to display the Library Item Audit By Publication report for the selected Library Item version. See Library Item Audit By Publication Report” for more information.

View Revision

Active Link. Click View to view the selected Document revision or Preview to preview the selected Test or Questionnaire revision.

Added By

The name of the person who uploaded or edited this version of the Document, Questionnaire or Test.

Active Link. Click to open the User Information report for the selected user. Report. See “User Information Report” for information.

Item Type

A Policy Document has the document type Document. A Questionnaire has the document type Questionnaire. A Test has the document type Test.

Date Added

The date and time this version of the Document, Questionnaire or Test was uploaded.

Publication Count

The number of times the version of the Document, Test or Questionnaire was published.

Active Link. Click the Publication Count to display the Library Item Audit By Publication report for the Publications included in the selected Publication Count.

See Library Item Audit By Publication Report” for more information.

Note: For more information about adding and or changing filtering and field options, see Date Filters, Additional Filtering Options, Changing the Default Filtering Option”, and Adding/Removing Columns From Reports.

Click Close to return to the folder containing the selected document.

View Questionnaire Response Summary Report

In the Summary Report’s Parameters section, you can filter by Publication, Date (from when the Questionnaire was sent), Everyone, Recipient Lists, Group and Users.

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Select View report to open a Response Summary Report which will display a graphical (bar chart) view of the responses.

The report's statistics are displayed in the main Interview Response Summary page.

Note: By default, the chart will not show a results bar for people who viewed the question but did not answer.

By default, the Response Summary Report displays 10 questions per page. If there are more than 10 questions in a report, a navigation tool bar is displayed at the bottom left of the page to navigate forward or backwards between pages. In the example below there are 11 questions in 2 pages in the Response Summary Report.

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Not Answered

To include statistics on people who viewed the question but did not answer, select the Include unanswered question statistics in charts tickbox (in the parameters section) then click the View report button.

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With the Include unanswered question statistics in charts tickbox selected unanswered results are shown.

Note: If a person does not view a question (due to branching or skipping to the end), they will not be included in the statistics for that question.

Questionnaire Response Graph Style

The default for the questionnaire response graph style is a vertical display as shown in the ‘Your gender? graph below.

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The questionnaire response graph style can be changed from a vertical display to a horizontal display. If the mouse’s cursor is hovered over the answer bars a change graph style icon appears.

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Clicking the mouse on the change graph style icon will reveal the selection for vertical or horizontal graphs.

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Each chart can be displayed individually in horizontal or vertical style by clicking the mouse on that questions’ change graph style icon.

Hovering the mouse cursor over the graph will reveal the statistics for the question responses.

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Rating Scale Responses

Typically – for a rating question rated one (1) to five (5) – the bar graph would display the number of people who answered each question (in this example 12) and the number that were asked each question (in this example 12).

Example: Rating Scale, Response Graph

If, out of a total of 12 respondents, rating questions 1, 2, 3, 4, and 5 were answered by 3, 2, 1, 3 and 3 respondents respectively, the graph would display the results as follows.

Example of an Interview Response Summary report.

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Click Close to return to the folder containing the selected document.

Selection Responses

All Selection (multiple choice) options are displayed on the graph and show the number of respondents to answer each particular option.

Note: Because a respondent may be allowed to select Multiple answers to a single question, the graph may display percentages greater than 100%.

Input Responses

Input (text and date) Response Graphs display a maximum of nine (9) responses. The top eight (8) most common responses are displayed separately, with all of the remaining responses (i.e. the least common), grouped together as Other.

Matrix Responses

The Questionnaire Response Summary Report will display the Header Question first and then display its subquestions (which form the matrix) as secondary questions with their respective answers displayed graphically.

Each Matrix Type Question is grouped separately in the Questionnaire Response Summary report.

In the following example, there are three questions published as a Matrix Question:

  • The first header question is based on the topic of Fruit
  • Its three subquestions are grouped below that header question.

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Standout Answers

If there are multiple Standout Answers within a question, each Standout Answer group is displayed in a different colour.

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In the above example there are five Standout Answers to the question: ‘Which of the following do you own shares in?’ Company A, Company B, Company C or Company D and No shares. (If you hover the mouse’s cursor over a result, the number of replies and that percentage is displayed.)

Viewing Reports Across Multiple Revisions

When you view a Questionnaire Response Summary report across multiple revisions of a Questionnaire, the report will merge statistics for questions common to those revisions and display the statistics in a single graph.

From a reporting perspective:

  • A question used across multiple revisions of a Questionnaire is considered to be the same question until a change is made to it.
  • When a previously used question is changed, this effectively makes it a new question, breaking the link to the original.
  • This will result in the Questionnaire response summary report displaying it separately to the original question.

Note: A separate graph will be displayed for each new question.

View Standout Answers Report For All Recipients Of This Questionnaire

From the selected menu item, select one of the following submenu options:

  • Across all dates – shows the report with no date filter.
  • For a specific date range – shows the report for Questionnaires submitted on the days specified only.

In the Summary Report’s Parameters section (when available), you can filter by Publication, Date (from when the Questionnaire was sent), Everyone, Recipient Lists, Group and User.

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Additionally, you can select the Filter based on answers submitted between tick box and enter the From and To dates, as required.

This report shows a graph of the number of replies belonging to each Standout Answer Group.

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The column headings in the above report, are described in Table 16.

TABLE 16. Standout Answers Report

Item

Description

Standout Answer Group

The name of the Standout Answer Group.

Active Link. Click on a Standout Answer Group name to display the Standout Answers By Groups report for the selected Standout Answer Group. See “Standout Answers By Group Report for more information.

Submission Count

The number of times an answer belonging to the Standout Answer Group was given.

Last Submitted

The date and time an answer belonging to the Standout Answer Group was submitted.

Note: If no one chose the Standout Answers or if the Questionnaire did not contain any Standout Answers, you will see the message ‘No report data found’.

Note: For more information about adding and or changing filtering and field options, see Date Filters, Additional Filtering Options, Changing the Default Filtering Option”, and Adding/Removing Columns From Reports.

Click close to return to the document library.

View Questionnaire Comparison Report

In the PolicyHub library, you can compare answers to a Questionnaire from different publications. Select a Questionnaire from the library. Rightclick it and select View Questionnaire Comparison Report. The Interview Comparison report is displayed.

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Note: If a Questionnaire has been returned as anonymous by only one recipient, you will not be permitted to view any of its responses.

Additionally, if a Questionnaire has been returned as anonymous by more than one recipient, you will not be permitted to view any of its responses by Everyone, Recipient list, Group or User.

On the Comparison Report page, select your comparison report criteria.

Note: The default report viewing criteria is Filter by publication with respect to Everyone.

The list of Publications for the chosen Questionnaire is displayed.

As required, select a Publication from under the First comparison tab then choose a Publication from under the Second comparison tab and then click View report.

You can also compare the answers from different Users, Groups or Recipient Lists. This can be done in addition to, or instead of, comparing responses between Publications. When you make any changes to the comparison criteria, click View Report to update the comparison data.

For example: You can compare the responses from Users in one group with responses from Users in another group, or you can compare the responses of all Users in a particular group with a specific User in that group to see how their responses differ.

Additionally, when you hover the mouse’s cursor over any of the chart’s answer bars, a percentage value is displayed which represents the percentage of the number of participants who chose that answer out of the total number of answers for that comparison set.

For example: If 10 people answered that question, 2 said A, 2 said B, 5 said C, 1 did not answer. A would display 20%, B 20%, C 50%, and Not Answered would state 10%. The total number of answers for that comparison set should always add up to 100%.

Note: You can also select the Exclude user from the other set tick box, if you do not want the selected User’s statistics to be included in the other set.

Click Close to return to the folder containing the selected document.

By default, the Questionnaire Comparison Report displays 10 questions per page. If there are more than 10 questions in the report, a navigation tool bar is displayed at the bottom left of the page to navigate forward or backwards between pages. In the example below there are 11 questions in 2 pages of the Questionnaire Comparison Report.

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View Review Summary Report For This Questionnaire

The Review Summary Report shows a summary review of the selected document.

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The column headings in the above report are described in Table 17.

TABLE 17. Review Summary Report

Item

Description

Library Item

The name of the selected Document, Questionnaire or Test.

Active Link. Click to see a Review History report for the selected item. For more information, see “View Review History Report For This Document.

Description

The name of the Document, Questionnaire or Test located in the selected Folder.

Added By

The name of the person who uploaded or edited this version of the Document, Questionnaire or Test.

Last Edited By

The name of the person who last changed this version of the Document, Questionnaire or Test.

Folder

The name of the folder in which the Document, Questionnaire or Test is located.

Active Link. Click to see the Document, Questionnaire or Test located in the selected Folder. See Folder View Options” for more information.

Current Version

The version of the Document, Questionnaire or Test located in the selected Folder.

Current Active Version

The latest active version of the Document, Questionnaire or Test located in the selected Folder.

Date Last Sent For Review

The date the Document, Questionnaire or Test (located in the selected Folder) was last sent for review.

Date Last Review Completed

The date the Document, Questionnaire or Test (located in the selected Folder) was last reviewed.

Next Review Reminder

The date the next review email for the Document, Questionnaire or Test (located in the selected Folder) will be sent.

Note: For more information about adding and or changing filtering and field options, see Date Filters, Additional Filtering Options, Changing the Default Filtering Option”, and Adding/Removing Columns From Reports.

Click Close to return to the folder containing the selected document.

View Review History Report For This Questionnaire

The Review History Report shows the review history of the selected document.

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The column headings in the above report are described in Table 18

TABLE 18. Review History Report

Item

Description

Library Item

The name of the selected publication (Document, Questionnaire or Test).

Version

The version of the reviewed publication.

Review

The name of the reviewed publication.

View Review

Active Link. Click the underlined View text link to inspect the reviewed publication.

Date Sent

The date the reviewed publication was sent.

Sent By

The name of the person who sent the publication

Publication Status

Publications have the status Completed when:

  • They have been complied with by all recipients.
  • The rule used for Publication has expired.
  • They were Published directly into user library.

Publications are Active when there are still some outstanding publications to be complied with and the rule has not expired.
Publications have the status Error In Issue when they weren’t sent because of an error.
Publications have the status Retracted when the Publication was Retracted.
Publications have the status Recalled when the Publication was Recalled.

Recipient

The name of the person who received the publication.

Reviewed

Indicates whether the publication was reviewed.

Yes has been reviewed.

No has not been reviewed.

Changes Made

Indicates whether changes have been made.

Yes changes have been made.

No changes have not been made.

Recipient Comments

Optional (helpful) comments added by the person who received the publication.

Publisher Comments

Optional (helpful) comments added by the person who published the review publication.

Note: For more information about adding and or changing filtering and field options, see Date Filters, Additional Filtering Options, Changing the Default Filtering Option”, and Adding/Removing Columns From Reports.

Click Close to return to the selected document.

Configure Review Schedule or Configure Notification

Note: Depending on your PolicyHub system licence, the menu selection displayed will either be “Configure Review Schedule” or “Configure Notification”.

Configure Review Schedule

PolicyHub Users can have Read document and Questionnaire review reminder emails sent to them at regular intervals to remind them to review and, if necessary, update Policies and Questionnaires. See Configure Review Schedule or Configure Notification” for details.

Configure Notification

The notification configuration settings are the same as those described in “Configure Review Schedule”.

Start Workflow

Note: Depending on your PolicyHub licence, Workflow may not be available in you application software.

Refer to Start Workflow” for a description of this menu selection.

View Workflow

Note: Depending on your PolicyHub licence, Workflows may not be available in you application software.

Refer to View Workflows” for a description of this menu selection.

Questionnaire Revision Menu

The Questionnaire revision menu is displayed when you rightclick on a Questionnaire revision.

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View Revision

Select View revision to open the Questionnaire in the Questionnaire management page. The Validate and Preview buttons are available. You can view all the settings, but you cannot change any.

Activate Revision

When you select a Questionnaire and select Publish document from the menu, the current Active revision of the Questionnaire is always published. To publish a revision which is not Active, expand the Questionnaire to show all the revisions, select the required revision and select the Publish questionnaire revision menu option.

To make the current revision the Active revision, select Activate revision. When the selected Questionnaire revision is already the active revision, this menu option is dimmed.

The active Questionnaire revision is displayed in green text.

Copy Revision To New Document

To create a new Questionnaire based on the selected Questionnaire revision, select Copy revision to new document from the menu. The New questionnaire dialog is displayed.

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The default name for the new Questionnaire is the name of the original Questionnaire with (Copy) appended. Edit the Questionnaire name as required and then click OK. The Questionnaire is added to the same folder as the original Questionnaire.

Create New Revision Based On This One

Select this option to create a new revision of the Questionnaire based on the selected revision. A dialog is displayed asking if you want to edit the new revision for editing.

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Click Yes to open the new Questionnaire revision for editing, or No to return to the library.

Delete Revision

To delete the selected revision, select Delete revision from the menu.

You are asked to confirm you want to delete the revision. Click Yes to delete the revision or No to cancel the deletion.

Note: Only Questionnaire revisions which have not been Published can be deleted.

If you delete the Active revision of a Questionnaire, you must then rightclick on another revision of the Questionnaire and select Activate revision.

Publish Questionnaire Revision

Select this option to open the Build New Publication page with the selected Questionnaire revision added to the list of Items to be published. See Publishing Configuration Examples” for Publishing examples.

Publish Revision To Previous Recipients

When you want to Publish a specific revision to a Recipient List which was used previously when publishing this Questionnaire, select Publish revision to previous recipients from the menu.

This opens the Distribution options dialog.

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This dialog displays the Recipients Lists which were used for previous Publications which included this Questionnaire. To display individual Users, select the Users radio button. Users can be sorted by First name or Surname. Recipient Lists can be sorted by Recipient list name or Description.

Note: If the Questionnaire has been sent for review, the Recipient Lists sent the review are not included in the list of Recipients.

Select All

Click to select all the listed Recipient Lists or Users.

Select None

Click to deselect all the selected Recipients Lists or Users.

Create Publication

The Build New Publication page is opened with the currently selected Questionnaire revision added to the Items to be published pane. The selected Recipient Lists or Users are added to the Intended recipients pane. If no Recipient Lists or Users are selected, the Publication is created with no recipients in the Intended recipients pane. See Publishing Configuration Examples” for examples and Publishing” for a description of all the options on the Build New Publication page.

Close

Click Close to return to the library without creating a Publication.

Send Questionnaire Revision For Review Or Request Feedback

Note: Depending on your PolicyHub system licence, the menu selection displayed will either be “Send Questionnaire Revision For Review” or “Request Feedback”.

Send Questionnaire Revision For Review

Select this option to open the Build Review Publication page with the selected Questionnaire revision added to the list of Items to be published. See Publishing Configuration Examples” for examples.

A Questionnaire is converted to a Word document before it is sent for Review.

Request Feedback

This option opens the Build New Feedback Request page with the currently selected Questionnaire added to the Items to include pane. See Publishing Configuration Examples” for examples and Publishing” for a description of all the options on the Build New Feedback Request page.

Test Menu

The Test menu is displayed when you rightclick on a Test.

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View Active Revision

Select View active revision from the menu. The active revision of the selected Test is opened for viewing but no changes can be made.

Edit Latest Revision

  • When the latest revision has already been Published, the following dialog is displayed.
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  • Click Yes to create a new revision of the selected Test, based on the latest revision, and open it for editing.
  • Click No to cancel the edit.
  • When the latest revision has not yet been Published, the latest revision of the selected Test is opened for editing.

Delete Test

Select this option to delete the Test.

This option is available for unpublished Tests only.

Publish Test

Select this option to open the Build New Publication page with this Test added to the list of Items to be published. See Publishing Configuration Examples” for Publishing examples.

Send Test For Review Or Request Feedback

Note: Depending on your PolicyHub system licence, the menu selection displayed will either be “Send Test For Review” or “Request Feedback”.

Send Test For Review

This option opens the Build New Review Publication page with the currently selected Test added to the Items to be published pane. See Publishing Configuration Examples” for examples and Publishing” for a description of all the options on the Build New Review Publication page.

A Test is converted to a Word document before it is sent for Review.

Request Feedback

This option opens the Build New Feedback Request page with the currently selected Test added to the Items to include pane. See Publishing Configuration Examples” for examples and Publishing” for a description of all the options on the Build New Feedback Request page.

View Publications Containing This Test

This option displays all the Publications which were used to send this Test. See View Publications Containing This Document” for details.

Manage Categories

Refer to Manage Categories” for a description of this menu selection.

Note: Depending on your PolicyHub licence, Categories may not be available in you application software.

Reporting

In the PolicyHub library, you can investigate the responses to a Test by Publication, Date Range (that is, when the Test was sent), Recipient List, Group, and Users.

Rightclick on a Test in the PolicyHub library and select Reporting. The following menu is displayed.

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When selected, each menu item will generate a report.

To investigate in more detail, click on any of the active links (underlined text) in the report.

Note: A report toolbar is displayed on each report. See “Report Toolbar” for a description of the toolbar.

Each report includes a Filters tab which displays or hides filters which can be used to refine the report. For more information about adding and or changing filtering options, see “Date Filters, Additional Filtering Options”, and Changing the Default Filtering Option.

Each report also has the capability to sort data within each column. For more information See “Sorting Report Data Within Columns.

The reports also include a Fields tab which displays or hides fields which can also be used to refine the report. For more information see “Adding/Removing Columns From Reports. Large reports contain a tool bar to navigate between report pages. For more information See “Report Pagination.

The Subscribe button enables the User to create a report subscription. For more information see “Creating Subscriptions.

View Compliance Report For All Recipients Of This Test

This report displays a chart for the selected Test showing the different versions published and whether they were Complied, In Progress, Not Complied or whether there was an Error.

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The column headings in the above report are described in Table 19.

TABLE 19. Item Compliance Report

Item

Description

Library Item

The name of the Document, Questionnaire or Test you rightclicked in the library.

Active Link. Click to display the Item Compliance report for the selected library item for all Publications.

Version

The version of the document which was included in the Publication.

Publication

The name of the Publication this version of the document was published with, on the date shown.

Active Link. Click to display the Item Compliance report for the selected Document, Questionnaire or Test for the selected Publication only.

Sent By

The name of the person who published this version of the document on the date shown.

Active Link. Click to see the Publication Compliance report for the selected user. See Publication Compliance Report” for more information.

Date Sent

The date the Publication was sent.

Active Link. Click to see the Publication Compliance report for all Publications sent on the selected date. See Publication Compliance Report” for more information.

Compliance

The compliance status (Complied, In Progress, Not Complied or Error) of this Document.

Active Link. Click to display the User Action report for the selected users and the selected Compliance Status. See User Action Report” for more information.

Percentage

The percentage of recipients of the Publication with the compliance state shown.

Publication Status (Hidden by default)

Publications have the status Completed when:

  • They have been complied with by all recipients.
  • The rule used for Publication has expired.
  • They were Published directly into user library.

Publications are Active when there are still some outstanding publications to be complied with and the rule has not expired.
Publications have the status Error In Issue when they weren’t sent because of an error.
Publications have the status Retracted when the Publication was Retracted.
Publications have the status Recalled when the Publication was Recalled.

Note: For more information about adding and or changing filtering and field options, see Date Filters, Additional Filtering Options, Changing the Default Filtering Option”, and Adding/Removing Columns From Reports.

Click Close to return to the folder containing the selected document.

View Audit Report For All Recipients Of This Test

From the selected menu item, select one of the following submenu options:

  • Across all dates – shows the report with no date filter.
  • For a specific date range – shows the report for Publications containing this Test which were sent on the days specified only.

This report shows how many people received each Published version of the selected Test.

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The column headings in the above report are described in Table 20.

TABLE 20. Recipients Audit By Library Items Report

Item

Description

Library Item

The name of the test you rightclicked in the library.

Version

The version of the test that was edited by the person shown.

Active Link. Click on a test version to display the Library Item Audit By Recipients report for the selected test version. See Library Item Audit By Group Report” for more information.

View Revision

Active Link. Click Preview to preview the selected test revision.

Added By

The name of the person who uploaded or edited this version of the test.

Active Link. Click to open the User Information report for the selected user. Report. See “User Information Report” for information.

Item Type

Tests have the Item Type Test.

Date Added

The date and time this version of the test was uploaded.

Received By

The number of recipients of the version of the test.

Active Link. Click on a number in the Received By column to display the Library Item Audit By Recipients report for the users who received the selected test version. See Library Item Audit By Group Report” for more information.

Note: For more information about adding and or changing filtering and field options, see Date Filters, Additional Filtering Options, Changing the Default Filtering Option”, and Adding/Removing Columns From Reports.

Click Close to return to the folder containing the selected document.

View Audit Report For All Publications Containing This Test

From the selected menu item, select one of the following submenu options:

  • Across all dates – shows the report with no date filter.
  • For a specific date range – shows the report for Publications containing this Test which were sent on the days specified only.

This report shows the number of times each version of the selected item was published.

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The column headings in the above report are described in Table 21.

TABLE 21. Publication Audit By Library Items Report

Item

Description

Library Item

The name of the Document, Test or Questionnaire you rightclicked in the library.

Version

The version of the Document, Test or Questionnaire that was Added by the person shown.

Active Link. Click the version to display the Library Item Audit By Publication report for the selected Library Item version. See Library Item Audit By Publication Report” for more information.

View Revision

Active Link. Click View to view the selected Document revision or Preview to preview the selected Test or Questionnaire revision.

Added By

The name of the person who uploaded or edited this version of the Document, Questionnaire or Test.

Active Link. Click to open the User Information report for the selected user. Report. See “User Information Report” for information.

Item Type

A Policy Document has the document type Document. A Questionnaire has the document type Questionnaire. A Test has the document type Test.

Date Added

The date and time this version of the Document, Questionnaire or Test was uploaded.

Publication Count

The number of times the version of the Document, Test or Questionnaire was published.

Active Link. Click the Publication Count to display the Library Item Audit By Publication report for the Publications included in the selected Publication Count.

See Library Item Audit By Publication Report” for more information.

Note: For more information about adding and or changing filtering and field options, see Date Filters, Additional Filtering Options, Changing the Default Filtering Option”, and Adding/Removing Columns From Reports.

Click Close to return to the folder containing the selected document.

View Review Summary Report For This Test

The Review Summary Report shows a summary review of the selected document.

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The column headings in the above report are described in Table 22.

TABLE 22. Review Summary Report

Item

Description

Library Item

The name of the selected Document, Questionnaire or Test.

Active Link. Click to see a Review History report for the selected item. For more information, see “View Review History Report For This Document.

Description

The name of the Document, Questionnaire or Test located in the selected Folder.

Added By

The name of the person who uploaded or edited this version of the Document, Questionnaire or Test.

Last Edited By

The name of the person who last changed either the:

  • Uploaded Document
  • The Test or Questionnaire
  • Current revision of the Document, Questionnaire or Test

Folder

The name of the folder in which the Document, Questionnaire or Test is located.

Active Link. Click to see the Document, Questionnaire or Test located in the selected Folder. See Folder View Options” for more information.

Current Version

The version of the Document, Questionnaire or Test located in the selected Folder.

Current Active Version

The latest active version of the Document, Questionnaire or Test located in the selected Folder.

Date Last Sent For Review

The date the Document, Questionnaire or Test (located in the selected Folder) was last sent for review.

Date Last Review Completed

The date the Document, Questionnaire or Test (located in the selected Folder) was last reviewed.

Next Review Reminder

The date the next review email for the Document, Questionnaire or Test (located in the selected Folder) will be sent.

Note: For more information about adding and or changing filtering and field options, see Date Filters, Additional Filtering Options, Changing the Default Filtering Option”, and Adding/Removing Columns From Reports.

Click Close to return to the folder containing the selected document.

View Review History Report For This Test

The Review History Report shows the review history of the selected document.

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The column headings in the above report are described in Table 23

TABLE 23. Review History Report

Item

Description

Library Item

The name of the selected publication (Document, Questionnaire or Test).

Version

The version of the reviewed publication.

Review

The name of the reviewed publication.

View Review

Active Link. Click the underlined View text link to inspect the reviewed publication.

Date Sent

The date the reviewed publication was sent.

Sent By

The name of the person who sent the publication

Publication Status

Publications have the status Completed when:

  • They have been complied with by all recipients.
  • The rule used for Publication has expired.
  • They were Published directly into user library.

Publications are Active when there are still some outstanding publications to be complied with and the rule has not expired.
Publications have the status Error In Issue when they weren’t sent because of an error.
Publications have the status Retracted when the Publication was Retracted.
Publications have the status Recalled when the Publication was Recalled.

Recipient

The name of the person who received the publication.

Reviewed

Indicates whether the publication was reviewed.

Yes has been reviewed.

No has not been reviewed.

Changes Made

Indicates whether changes have been made.

Yes changes have been made.

No changes have not been made.

Recipient Comments

Optional (helpful) comments added by the person who received the publication.

Publisher Comments

Optional (helpful) comments added by the person who published the review publication.

Note: For more information about adding and or changing filtering and field options, see Date Filters, Additional Filtering Options, Changing the Default Filtering Option”, and Adding/Removing Columns From Reports.

Click Close to return to the selected document.

Start Workflow

Note: Depending on your PolicyHub licence, Workflow may not be available in you application software.

Refer to Start Workflow” for a description of this menu selection.

View Workflows

Note: Depending on your PolicyHub licence, Workflows may not be available in you application software.

Refer to View Workflows” for a description of this menu selection.

Test Revision Menu

The Test revision menu is displayed when you rightclick on a Test revision.

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View Revision

Select View revision to open the Test in the Test management page. The Validate and Preview

buttons are available. You can view all the settings, but you cannot change any.

Activate Revision

When you select a Test and select Publish document from the menu, the current Active revision of the Test is always published. To publish a revision which is not Active, expand the Test to show all the revisions, select the required revision and select the Publish test revision menu option.

To make the current revision the Active revision, select Activate revision. When the selected Test revision is already the active revision, this menu option is dimmed.

The active Test revision is displayed in green text.

Create New Revision Based On This One

Select this option to create a new revision of the Test based on the selected revision. A dialog is displayed asking if you want to edit the new revision for editing.

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Click Yes to open the new Test revision for editing, or No to return to the library.

Delete Revision

To delete the selected revision, select Delete revision from the menu.

You are asked to confirm you want to delete the revision. Click Yes to delete the revision or No to cancel the deletion.

Note: Only Test revisions which have not been Published can be deleted.

If you delete the Active revision of a Test, you must then rightclick on another revision of the Test and select Activate revision.

Publish Test Revision

Select this option to open the Build New Publication page with the selected Test revision added to the list of Items to be published. See Publishing Configuration Examples” for examples.

Publish Revision To Previous Recipients

When you want to Publish a specific revision to a Recipient List which was used previously when publishing this Test, select Publish revision to previous recipients from the menu.

This opens the Distribution options dialog.

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This dialog displays the Recipients Lists which were used for previous Publications which included this Test. To display individual Users, select the Users radio button. Users can be sorted by First name or Surname. Recipient Lists can be sorted by Recipient list name or Description.

Note: If the Test has been sent for review, the Recipient Lists sent the review are not included in the list of Recipients.

Select All

Click to select all the listed Recipient Lists or Users.

Select None

Click to deselect all the selected Recipients Lists or Users.

Create Publication

The Build New Publication page is opened with the currently selected Test revision added to the Items to be published pane. The selected Recipient Lists or Users are added to the Intended recipients pane. If no Recipient Lists or Users are selected, the Publication is created with no recipients in the Intended recipients pane. See Publishing Configuration Examples” for Publishing examples and Publishing” for a description of all the options on the Build New Publication page.

Close

Click Close to return to the library without creating a Publication.

Send Test Revision For Review Or Request Feedback

Note: Depending on your PolicyHub system licence, the menu selection displayed will either be “Send Test Revision For Review” or “Request Feedback”.

Send Test Revision For Review

Select this option to open the Build Review Publication page with the selected Test revision added to the list of Items to be published. See Publishing Configuration Examples” for examples.

A Test is converted to a Word document before it is sent for Review.

Request Feedback

This option opens the Build New Feedback Request page with the currently selected Test added to the Items to include pane. See Publishing Configuration Examples” for examples and Publishing” for a description of all the options on the Build New Feedback Request page.

Search For Words In Documents, Tests And Questionnaires

You can search through your PolicyHub library to find items containing specified words.

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Enter the text for which you want to search. You must enter at least two alphanumeric characters (letters az and numbers 19). Some symbols such as ( * and are ignored, as are single letters and numbers. Therefore, the following searches are not valid:

  • 1
  • a
  • (a)
  • a.

The most accurate results are obtained by searching for whole words. For example, enter company car in the search text box to search the contents of all the items in the library for the words company or car.

Advanced search options allow you to specify the file name, author or date the item was added to the library. See Advanced Search Options.

Note: You can search through your PolicyHub library for any words, except for words on the exception list. See Searching Exception List for more information.

All the Documents, Test and Questionnaires are searched, and if any revisions contain one or more of the words specified, the Document, Questionnaire or Test is listed.

Advanced Search Options

Click on Advanced to display additional text boxes which enables you to search for the item’s Name, Description, Source, On behalf of, and by date (the item was first added to the library).

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Select the appropriate tick boxes to determine whether the contents of Documents and/or Tests and/or Questionnaires are searched.

Select Limit search to selected folder to search the currently selected folder only. Leave this option clear to search all the folders in the library.

To start the search, click the Search button.

All the Documents, Test and/or Questionnaires (depending on the tick boxes selected) are searched, and if any revisions contain one or more of the words specified, the Document, Questionnaire or Test is displayed.

Search By Name, Description, Source Or ‘On Behalf Of’

You can search for documents by words in the item name, description and source fields. No words or symbols are ignored in the advanced search options and words are searched for exactly as entered. For example, entering Hitec Software will find Hitec Software Policy but not Hitec Company Software Policy. Enter text in the required search boxes to activate the corresponding search.

  • Search by name – enter all or part of the Document, Questionnaire or Test name.
  • Search by description – enter all or part of the Document, Questionnaire or Test description.
  • Search by source – enter all or part of the source of the Document, Questionnaire or Test.
  • Search by on behalf of – enter all or part of the On behalf of property of the Document, Questionnaire or Test.

Note: These properties are set in the Item Properties. See Editing A Document Revision’s Details” for more information.

  • Search by classifications – if this option is available, click Select and select a Document classification from the Available classifications list, and click the single right arrow button to add it to the Document classifications list. Continue until you have added all the required Classifications. Click the double right arrow button to add all the Classifications to the Document classifications list. Click the single left arrow to move the selected Classification back to the Available classifications list, or click the double left arrow button to move all the Classifications back to the Available classifications list. Click OK. This search will find any Documents with any of the selected Classifications.
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To start the search, click the Search button.

All the documents (in your PolicyHub library) which meet your search criteria are displayed.

Search Based On Date First Added

To search based on when the items were added to the PolicyHub library (that is, the date a Test or Questionnaire was first created or a Document was uploaded to the library), select Search by date and, from the dropdown list, select one of the following options:

  • Search after (inclusive)
  • Search before (inclusive)
  • Search between (inclusive)

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Search After (Inclusive)

Select Search after (inclusive) from the dropdown list. Click in the Start date text box and select a date from the calendar.

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Note: You can use the < and > symbols on the left and right of the displayed month and year to change the currently displayed month and year, as required.

The date appears in the text box above the calendar. This can be edited, as required. To start the search, click the Search button. The documents (in your PolicyHub library) which meet your search criteria are displayed.

Search Before (Inclusive)

Select Search before (inclusive) from the dropdown list. Click in the End date box and select a date from the calendar.

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Note: You can use the < and > symbols on the left and right of the displayed month and year to change the currently displayed month and year, as required.

The date appears in the text box above the calendar. This can be edited, as required. To start the search, click the Search button. The documents (in your PolicyHub library) which meet your search criteria are displayed.

Search Between (Inclusive)

Select Search between (inclusive) from the dropdown list. Click in the Start date text box and select the required date from the calendar.

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The date appears in the text box above the calendar. This can be edited, as required. Click in the End date text box and select the required date from the calendar.

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Note: You can use the < and > symbols on the left and right of the displayed month and year to change the currently displayed month and year, as required.

The date appears in the text box above the calendar. This can be edited, as required. To start the search, click the Search button. The documents (in your PolicyHub library) which meet your search criteria are displayed.

Locate A Search Result

Search results are listed below the search criteria. You can perform the same actions on the search results as you can perform from the library. Additionally, you can also locate the search result.

Rightclick on the search result you want to locate to display the menu.

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Select Locate Folder to open the library folder which contains the selected item.

Reporting On Search Results

The menu which is displayed when you rightclick on a search result includes a Reporting option. The report menu which is displayed when Reporting is highlighted in the menu depends on the search result which has been selected. Document reports are described Reporting, Questionnaire reports are described in Reporting”, and Test reports are described in Reporting.

Buttons

Delete Selected

To delete multiple documents from the library, select two or more unpublished Documents, Tests or Questionnaires from the library and then click the Delete selected button. A dialog is displayed asking you to confirm you want to delete the items.

Note: The Delete selected button is greyed out when a Published Document, Test or Questionnaire is selected. This button is not available for revisions.

Compare Revisions

Two or more revisions of the same Word Document can be compared to show the differences between them. This example shows how to download the comparison document, edit it, then upload the edited document as a new revision.

Click on the document revisions you want to compare, while holding down the Ctrl key. Alternatively, use the Shift key to select a consecutive list of documents by clicking the first revision in the list and the last revision. The Compare revisions button is displayed at the bottom of the pane.

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Note: Selecting a single document revision will not enable the Compare revisions button.

Open Document Comparison

When the Compare revisions button is clicked, the Open document comparison dialog is displayed.

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Buttons

Open Document For Editing

Click the Open document for editing button to open the comparison document for editing in Word. Make the required changes to the document. When you are ready to upload the new

document revision, save and close the document. You are returned to the Open document comparison dialog. To save the comparison document as a new revision, click Save as new revision. The Document description update dialog is displayed. Enter a revision description for the new revision and click Save. The edited document is added to the library as a new revision of the selected Document. Click Close to close the Open comparison dialog and return to the library.

View Document (Read Only)

Click the View document (read only) button to view the comparison document in Word. When you close the comparison document, you will not be given the option of uploading the document as a new revision (even if you have made changes to the document).

Cancel

Clicking the Cancel button cancels the document comparison. You are then returned to the document library.

Review Selected

To create a Review Publication with the selected Documents, Tests or Questionnaires, select two or more Documents, Tests or Questionnaires and click the Review selected button. The Build New Review Publication page is opened and you can complete the required options for the Publication. See “Publishing” for a description of all the Publishing options.

Publish Selected

To create a Compliance Publication with the selected Documents, Tests or Questionnaires, select two or more Documents, Tests or Questionnaires and click the Publish selected button. The Build New Publication page is opened and you can complete the required options for the Publication. See “Publishing” for a description of all the Publishing options.

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