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Mitratech Success Center

Publishing

The Publishing page is used to distribute Policies, Tests and Questionnaires to Users.

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Publication And Review Details

The options available in the Publication and Review details pane are described in Table 65.

TABLE 65. Publication And Review Details

Item

Description

Publication type

Select the Publication type:

  • Review – when a Document, Test or Questionnaire is being developed, it can be sent for review to a panel of reviewers. The Publisher can then determine which of the suggested changes to incorporate in to a new revision of the Document, Test or Questionnaire.
  • Compliance – the recipients are required to Confirm a Document as Read, pass a Test or respond to a Questionnaire.

Name

Enter a name for the Publication. This name is displayed in the recipient’s Inbox.

Note: A Publication must have a name.

Source

Enter the source of the Publication.

When only one item (Document, Test or Questionnaire) is in the Publication, this information is populated automatically using the library item’s Source information.

When multiple items (Documents, Tests or Questionnaires) are in the Publication, and all the items have the same Source information, this information is populated automatically using the library items’ Source information.

When multiple items (Documents, Tests or Questionnaires) are in the Publication, and the items do not have the same Source information, this information must be entered.

Note: A Publication must have a source.

Description

Enter a description of the Publication. The description is displayed when the User clicks the Publication’s image icon.

Conversion format

From the Conversion format dropdown list, select either to Use source format as the document’s distribution format or to Convert to PDF. This option applies to Office Documents only.

Contact

Enter the name or the email address of the person the recipients should get in touch with should they have any questions.

Note: When a Review Publication is created with the option Send status updates to this address selected, the Contact must be a valid email address (not a name). See Send status updates to this address” for more information.

Note: A Publication must have a contact.

On behalf of

Enter the name of the person or department the Publication is being sent on behalf of.

Message

Enter a message to be included in the email notification when the Publication is sent. (This Message is ignored if the rule used has Send notification message set to No.)

Allow printing/copying

In a Compliance Publication, if you select Convert to PDF as the Conversion format, you can choose to allow the recipients to print the document by selecting the Allow printing/copying tick box. (By default, Allow printing/ copying is selected.)

Send on specific date

When cleared, the Publication is sent when the Publish items button is clicked (assuming the PolicyHub service is running and there are no errors on the Build New Publication page). When Send on specific date is selected, you can configure a date and time when the Publication will be sent. Click in the Send on text box and select a date from the popup calendar. To set the time the Publication will be sent, use the slider controls next to Hour and Minute to change the time. Alternatively, you can change the time by clicking in the Send on text box again and entering the required time.

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

 

Resolve users

In a Compliance Publication, when you select Send on specific date, you can select when Users are resolved (i.e. when recipients are checked and validated).

  • At publication time – Users, Recipient Lists and Groups are resolved at the time the Publication is sent. Any Users who are on the distribution list but are in the Disabled state at the time of Publication will not receive the Publication.
  • Immediate Users, Recipient Lists and Groups are resolved at the time the Publish items button is clicked. Any Users who are on the distribution list but are in the Disabled state at the time the Publish items button is clicked will not receive the Publication.
  • Immediate, except groups – Users and Recipient Lists are resolved at the time the Publish items button is clicked. Any Users or Recipient List members who are on the distribution list but are in the Disabled state at the time the Publish items button is clicked will not receive the Publication. Groups are resolved at the time the Publication is sent. Any Group members who are on the distribution list but are in the Disabled state at the time of Publication will not receive the Publication.

Use contact as ‘From’ address for emails

Select this tick box to use your contact email address as the From address on the email notification. If this tick box is cleared, the default setting is used. This is only used when the Publication rule has Send notification message set to Yes.

Send status updates to this address

When this option is selected, the Reviewer will be sent an email when each user: 

Accepts the document without any changes,  Accepts the document with comments or Submits changes to the document.

Note: When this option is selected, the Contact must be a valid email address (not a name). See “Contact” above, for more information.

Note: This option is available for Review Publications only.

Pass mark for any included tests

Enter a value between 0 and 100. This is the percentage of correct answers the recipient has to achieve to pass the Test.

Note: This option is available only when a Test has been added to the Items to be published.

Questionnaire submission type

Select Not anonymous, Optionally anonymous or Anonymous as required. See “About Anonymous Questionnaires” for more detailed information about anonymous Questionnaires.

Note: This option is available only when a Questionnaire has been added to the Items to be published.

Allow publication to be completed after rule has expired

Rules are used to define the amount of time a User is allowed to complete the items in a Publication. When a User does not complete the items in the Publication in the allotted time, they are marked as noncomplied. However, the option Allow publication to be completed after rule has expired can be used to allow the recipients to complete the items in the Compliance Publication after the completion deadline has passed. When they successfully complete the items in the Compliance Publication after the deadline has passed, they are logged as Compliant but late.

Select Allow publication to be completed after rule has expired to allow the recipients to complete the Compliance Publication after the deadline has expired.

Clear Allow publication to be completed after rule has expired to ensure the recipients can complete the items in the Compliance Publication before the deadline expires.

Note: When a Login Intercept rule is selected (see Intended Recipients), Allow publication to be completed after rule has expired is automatically selected. This is done to prevent a noncomplied User from being locked out of their Windows session.

The Allow publication to be completed after rule has expired option is used with Compliance Publications only – it is not available for Review Publications.

Distribute to new users

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

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

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

Items To Be Published

Documents, Questionnaires and Tests can be added to (or removed from) the list of items to be Published. The columns displayed in the Items to be published pane are described in Table 66.

TABLE 66. Items To Be Published

Item

Description

Icon

The icon indicates the type of Office Document being Published or that the Test or Questionnaire has been validated or has not been validated.

Note: A Text or a Questionnaire which has not be validated (the icon includes a cross on a red circle) cannot be Published. Save the Publication as a draft and correct the errors in the Test or Questionnaire. You can then edit the draft Publication and send it.

Description

The description given to this revision of the Read Document, Reference Document, Test, Questionnaire or Review Document/Test/Questionnaire.

Version

The version number of the document being Published or sent for Review.

Show differences

For Reference, or Read documents either No, Optional or Yes is displayed. For Review documents either No or Optional is displayed. See Show Differences” for more information on changing this setting.

Publish type

The Publish type can be selected and changed for some documents. See Change The Publish Type” for more information on changing this setting.

Modified date

The date this revision of the document, Test or Questionnaire was created.

Modified by

The name of the User who created this revision of the Document, Test or Questionnaire.

Used

The number of times this revision of the document has previously been published. (The total number of Compliance and Review Publications used to Publish it.)

Note: Multiple Documents can be sent in a Compliance or a Review Publication. Reference documents can also be added to a Publication. (Reference documents do not need to be Confirmed as Read or commented on as part of a Review.) In a Compliance Publication, a Read Document can be sent with a Test or with a Questionnaire, but a Test and a Questionnaire cannot be sent together. In a Review Publication, neither a Test nor a Questionnaire can be sent with any other items. 

Although you are allowed to save a draft Publication with all these documents, you will not be allowed to send the Publication until any errors have been resolved.

Show Differences

The Read Documents, Review Documents\Tests\Questionnaires and Reference Documents listed in the Publication have a Show Differences setting. Show Differences can be selected and changed for these document types.

  • No – the differences between the current version of the document and the previous version sent to you are not shown to the recipients.
  • Optional – the differences between the current version of the document and the previous version sent to you are shown optionally – the recipient can decide whether or not to show the differences by clicking the View document differences icon to show the differences:
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  • and clicking the Return to original document icon to view the document without the changes highlighted.
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Note: For Review Documents, differences are always displayed in a PDF document. For Review Tests and Review Questionnaires, differences are always displayed in a Word document.

For a Read Document sent as a Word document, the differences are displayed in a Word document. For a Read Document sent as a PDF document, the differences are displayed in a PDF document.

  • Yes – the differences between the current version of the document and the previous version sent to each recipient are always shown to the recipients.

Note: Show differences can be set to Yes, No or Optional for Compliance Publication items. However, Review documents have the options No or Optional only. 

For a Read Document sent as a Word document, the differences are displayed in a Word document. For a Read Document sent as a PDF document, the differences are displayed in a PDF document.

Change The Publish Type

The documents which are listed in the Publication have a Publish type. The Publish type can be selected and changed for some documents.

When a Publication type is changed from Compliance to Review, or from Review to Compliance, the Publish type is changed automatically, as appropriate.

Review

  • Review Questionnaire – the Publish type cannot be changed.
  • Review Test – the Publish type cannot be changed.
  • Review Document – the Publish type can be changed to Reference only. A Reference document cannot be commented on but provides extra information to help the Reviewer.
  • Reference Only – the Publish type can be changed to Review document. A Review document requires the Reviewer to either accept it without any comments, or to accept it with comments.

Compliance

  • Take Questionnaire – the Publish type cannot be changed.
  • Take Test – the Publish type cannot be changed.
  • Read Document – the Publish type can be changed to Reference only. A Reference document cannot be Confirmed as Read but it provides extra information to help the User.
  • Reference Only – the Publish type can be changed to Read document. A Read document must be Confirmed as Read.

Add Documents Button

Click to add Documents, Tests or Questionnaires to the Publication. Select the folder which contains the Documents, Tests or Questionnaires you want to Publish. Multiple items can be selected from the same folder by holding down the Ctrl key while you click on all the required items. Consecutive items can be selected by holding down the Shift key and clicking on the first item in the list and the last item in the list. Click the Select button.

Items To Be Published Menu

Rightclick on an item in the Items to be published list or the Items to be reviewed list to display the menu.

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View This Item

Opens the selected item in the appropriate application.

Note: A Questionnaire or Test which is sent for review is converted to Word before it is sent. However, this menu option will open the actual Test or Questionnaire in readonly mode.

Remove This Item From The Publication

Removes the selected item from the list of Items to be published or the list of Items to be reviewed.

Changing The Document Order

The arrows can be used to change the order documents are presented in the recipient’s Inbox. This is used to highlight, for example, that a Reference Document is associated with the Read Document above it in the list.

image – moves the selected document to the top of the document list.

image – moves the selected document up one position in the list.

image – moves the selected document down one position in the list.

image – moves the selected document to the bottom of the document list.

Note: A Test cannot appear higher in the list than a Read Document, Reference Document or Questionnaire.

Intended Recipients

This pane lists the Recipient Lists which have been added to the Publication. The items displayed in the Intended recipients pane are described in Table 67.

TABLE 67. Intended Recipients

Item

Description

Name

The name of the Recipient List.

For an unnamed Recipient List, ‘ ‘ is displayed instead of a name.

Description

The description given to the Recipient List.

For an unnamed Recipient List, ‘Created by user on date and time’ is displayed.

Publication rule

The name of the Publication rule which has been selected for the Recipient List.

Priority

The priority assigned to the selected Recipient List.

Add Recipients Button

Click the Add recipients button to open the list of Recipient Lists. Select the required Recipient Lists from those displayed.

The members of a Recipient List are displayed in the Selected list members pane, below the Recipient lists pane. When a Recipient List contains Groups and Recipient Lists, the active Users belonging to the Recipient List can be seen by selecting the View contents of this

recipient list option from the Intended recipients menu (see View Contents Of This Recipient List). The Download to CSV button is active when there are items in the Selected list members pane. Click the button to export the contents of the Selected list members pane to a CSV file.

To create a new named, or unnamed, Recipient List, click on the Groups tab or the Unassigned users tab and select the Users you want to add to the Recipient List. Click Add to list to create a new list containing the selected Users, or click Create new list to create a new, empty, Recipient List. See Creating A Recipient List While Creating A Publication” for an example showing how to create a new Recipient List while creating a Publication.

Note: When you have selected Users, the Select button is disabled. This is because Users cannot be added directly to a Publication. The Select button is enabled only when a Recipient List is selected on the Recipient Lists tab.

Click Select to select the Recipient List. Alternatively, rightclick on the required Recipient List and select Select from the menu. You are returned to the Build New Publication page with the selected Recipient List added to the Intended Recipients pane.

Intended Recipients Menu

Rightclick on a Recipient List from the Intended recipients list to display the Intended recipients menu.

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View Contents Of This Recipient List

Select this option to display all the members of the selected Recipient List.

Click Close to close the Selected list members window and return to the Build New Publication page.

Remove This List From This Publication

Select this option to remove the selected Recipient List from the list of Intended Recipients.

Buttons

The buttons at the bottom of the page enable the User to send a Publication, save a draft Publication or cancel the current Publication.

Send Publication/Send For Review

The appropriate button is displayed depending on whether Compliance or Review is selected for the Publication type.

Click this button to send the current Publication. If Send on specific date was selected, the Publication will be sent at the scheduled time.

The Publications page is displayed showing all the Publications which include the item which was at the top of the list of Items to be published when the Publication was sent.

Note: The Send publication and Send for review buttons can be clicked at any time. When mandatory fields are incomplete, the border turns red. These fields must be completed before the Publication or Review can be sent.

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In addition, a dialog is displayed showing what information is missing and preventing the Publication from being sent.

Save Draft Publication/Save Review

The appropriate button is displayed depending on whether Compliance or Review is selected for the Publication type.

Click this button to save the current Publication as a draft. It can be edited later and sent when it is complete.

Note: The Save draft publication and Save review buttons can be clicked at any time. When mandatory fields are incomplete, the border turns red. These fields must be completed before the Publication or Review can be saved.

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In addition, a dialog is displayed showing what information is missing and preventing the Publication from being saved.

When Send on specific date is selected, this button is not available.

Cancel Publication/Cancel Review

The appropriate button is displayed depending on whether Compliance or Review is selected for the Publication type.

Click this button to close the Build New Publication page without saving any of the changes. The Publication is not sent or saved as a draft.

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