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Recipient Lists

Recipient Lists are used to store individual Users and Groups in a named list. This enables you to easily select the Users you want to receive a Publication without having to select all the Users individually.

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Recipient Lists Tab

The top half of the page shows the names of the Recipient Lists. When a Recipient List is selected in the top half of the page, the members of the selected list are displayed in the lower half of the page.

The Selected list members can be sorted by Name, First name, Surname and Email address. Click on a column header to sort the list by that column. Click the column header again to reverse the sort order.

The icons indicate the type of member.

image – Group

image – Inactive Group

image – Active User Account

image – Inactive User Account

Recipient List Menu

To display the Recipient List menu, rightclick on a Recipient List.

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Add To New Recipient List

Select Add to new recipient list to create a new Recipient List with the selected Recipient added as a member.

Add To Recipient List

Select Add to recipient list to add the member to the Recipient List you are currently creating.

Edit List

Select Edit list from the menu to open the selected Recipient List for editing. The list is opened in the Existing recipient list details pane. Users, Groups and Recipient Lists can be added by dragging and dropping them from the Groups, Recipient Lists and/or Unassigned users tabs. Members who have already been added to the list can be removed by selecting the member, clicking on the black triangle on the right and selecting Remove user from selected recipients.

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Delete List

Select Delete list from the menu to delete the selected Recipient List. A dialog is displayed asking you to confirm you want to delete the Recipient List. Click Yes to delete the Recipient List or No to close the dialog without deleting the Recipient List.

Note: A Recipient List cannot be deleted if it is associated with a document review schedule. See Configure Review Schedule or Configure Notification” for more information about creating a review schedule.

Activate/Deactivate Recipient List

When the selected Recipient List is already Active, the option displayed is Deactivate recipient list. Select Deactivate recipient list to make the selected Recipient List unusable.

When the selected Recipient List is not yet Active, the option displayed is Activate recipient list. Select Activate recipient list to make the selected Recipient List usable.

Note: Only Active Recipient Lists can be used to send Publications or can be added to newly created Recipient Lists.

Show All Users/Show Groups

When a Recipient List contains Groups and Recipient Lists, the Users belonging to the Recipient List can be seen by selecting Show all users. The member Recipient Lists and Groups can be seen by selecting Show groups.

The Users or the member Recipient Lists and Groups (as appropriate) are shown in the Selected list members pane.

When Show all users is selected, the menu option is replaced with Show groups. When Show groups is selected, the menu option is replaced with Show all users.

Reporting

You can view reports based on Recipient Lists you have saved. From the main menu, select Recipient Lists. Select the Recipient lists tab, rightclick on a Recipient List 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 Publications For This Recipient List

Show the report for all Publications sent to the selected Recipient List.

This chart shows the percentage of recipients in each Compliance State (Complied, In Progress, Not Complied or In Error).

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The column headings in the above report are described in Table 68.

TABLE 68. User Recipient List Compliance Report

Item

Description

Recipient

The name of a User belonging to the selected Recipient List.

Active Link. Click on a user name to display the User Compliance report for the selected user. See User Compliance Report” for more information.

Publication

The name of the Publication sent to the Recipient.

Active Link. Click on a Publication to display the User Compliance report for all recipients of the selected Publication. See User Compliance Report” for more information.

Date Sent

The date the Publication was sent.

Compliance

The compliance state (Complied, In Progress, Not Complied or Error) of the Publication for the Recipient.

Active Link. Click on a user’s Compliance Status for a Publication to display the User Action report for the selected Publication and the selected user. See User Action Report” for more information.

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 Recipient Lists page.

View Publication Audit Report For This Recipient List

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 sent to this Recipient List on the days specified only.

This report shows the Publication Status and the number of Users who received each Publication sent to the selected Recipient List.

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The column headings in the above report are described in Table 69.

TABLE 69. Recipient List Report

Item

Description

Recipient List

The name of the selected Recipient or Group List.

Active Link. Click on the Recipient/Group name to open the Recipient List Information report Information Report. See Recipient List Information Report” for information.

Publication

The names of the Publications sent to the selected Recipient List.

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

View Publication

Click View to open the Publication Information report for the selected Publication. See Publication Information Report” for information on the items displayed.

Received By

The number of recipients of the Publication.

Sent By

The name of the person who sent the Publication.

Active Link. Click on a User to display the User Information Report for the selected user. See “User Information Report” for more information.

Date Sent

The date the Publication was sent.

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.

Date Added (Hidden by default)

The date this version of the Document, Questionnaire or Test was created.

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 Recipient Lists page.

View Publication Audit Report For All Members Of This Recipient List

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 sent to the members of the selected Recipient List on the days specified only.

This report shows the Publication Status and the number of Users who received each Publication sent to the members of the selected Recipient List.

This report differs from the previous report. If User John Smith belongs to the selected Recipient List, then this report includes the Publications sent to John Smith via the selected

Recipient List and also those publications sent to John Smith directly and via any different Recipient Lists to which he belongs.

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The column headings in the above report are described in Table 70.

TABLE 70. Publication Audit By Recipient Lists Report

Item

Description

Recipient List

The name of the selected Recipient List.

Active Link. Click on the Recipient List name to open the Recipient List Information report Information Report. See Recipient List Information Report” for information.

Publication

The names of the Publications sent to the selected Recipient List.

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

View Publication

Click View to open the Publication Information report for the selected Publication. See Publication Information Report” for information on the items displayed.

Received By

The number of recipients of the Publication.

Sent By

The name of the person who sent the Publication.

Active Link. Click on a name to display the User Information report. See “User Information Report” for more information.

Date Sent

The date the Publication was sent.

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.

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 Recipient Lists page.

View Library Item Audit Report For This Recipient List

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 included in Publications sent to this Recipient List on the days specified only.

This report shows all the library items sent to the selected Recipient List. For each library item displayed, the number of users who read the Document, responded to the Questionnaire or passed the Test, or who did not read the Document, did not respond to the Questionnaire or who failed the Test is displayed.

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The column headings in the above report are described in Table 71.

TABLE 71. Library Item Audit By Recipients Report

Item

Description

Library Item

The name of a Document, Questionnaire or Test which was sent to the selected Recipient List.

Version

The version of the Document, Questionnaire or Test which was sent to the selected Recipient List.

View Revision

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

Received By

The number of recipients of the library item.

Active Link. Click the number of users who received this library item to see the General Library Item report for Publications which included this library item. See General Library Item Report” for more information.

Item Type

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

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.

Read / Passed

The number of people who read the Document, responded to the Questionnaire, or who passed the Test.

Active Link. Click to see the General Library Item report for the recipients who read this document, passed this Test or responded to this Questionnaire. See General Library Item Report” for more information.

Not Read / Failed

The number of people who did not read the Document or who did not respond to the Questionnaire or who failed the Test but the time specified by the distribution rule has not yet expired.

Active Link. Click to see the General Library Item report for the recipients who have not yet read this document, not yet passed this Test or have not yet responded to this Questionnaire. See General Library Item Report for more information.

Not Completed

The number of people who did not read the Document or who did not respond to the Questionnaire or who failed the Test and they have retries remaining and the time specified by the distribution rule has expired.

Active Link. Click to see the General Library Item report for the recipients who did not read this document, failed this Test or did not respond to this Questionnaire. See General Library Item 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 Recipient Lists page.

View Library Item Audit Report For All Members Of This Recipient List

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 included in Publications which were sent to members of the selected Recipient List on the days specified only.

This report shows all the library items sent to all the members of the selected Recipient List.

Note: This report differs from the previous report: If User John Smith belongs to the selected Recipient List, then this report includes the Publications sent to John Smith via the selected Recipient List and also those publications sent to John Smith directly and via any different Recipient Lists to which he belongs.

For each library item displayed, the number of users who read the Document, responded to the Questionnaire or passed the Test, or who did not read the Document, did not respond to the Questionnaire or who failed the Test is displayed.

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The column headings in the above report are described in Table 72.

TABLE 72. Library Item Audit By Recipient Lists Report

Item

Description

Library Item

The name of a Document, Questionnaire or Test which was sent to the selected Recipient List.

Version

The version of the Document, Questionnaire or Test which was sent to the selected Recipient List.

View Revision

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

Received By

The number of recipients of the library item.

Active Link. Click the number of users who received this library item to see the General Library Item report for Publications which included this library item. See General Library Item Report” for more information.

Item Type

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

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.

Read / Passed

The number of people who read the Document, responded to the Questionnaire, or who passed the Test.

Active Link. Click to see the General Library Item report for the recipients who read this document, passed this Test or responded to this Questionnaire. See General Library Item Report” for more information.

Not Read / Failed

The number of people who did not read the Document or who did not respond to the Questionnaire or who failed the Test but the time specified by the distribution rule has not yet expired.

Active Link. Click to see the General Library Item report for the recipients who have not yet read this document, not yet passed this Test or have not yet responded to this Questionnaire. See General Library Item Report for more information.

Not Completed

The number of people who did not read the Document or who did not respond to the Questionnaire or who failed the Test and they have retries remaining and the time specified by the distribution rule has expired.

Active Link. Click to see the General Library Item report for the recipients who did not read this document, failed this Test or did not respond to this Questionnaire. See General Library Item Report” for more information.

Date Added (Hidden by default)

The date this version of the Document, Questionnaire or Test was created.

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 Recipient Lists page.

View Standout Answers Report For All Members Of This Recipient List

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 the members of the selected Recipient List who submitted the Questionnaire on the days specified only.

In the Standout Answer Groups’ Parameters section (when available), you can filter by Publication, Date (from when the Questionnaire was sent), Everyone, Recipient Lists, Group and Users.

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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 73.

TABLE 73. Standout Answer Groups 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 the members of the Recipient List received Questionnaires without any Standout Answers (or you selected a Recipient List which did not receive any Questionnaires), you will see the message ‘No report data found’.

Click Close to return to the Recipient Lists page.

Download To CSV

The contents of a Recipient List can be exported to a CSV (comma separated values) file which can then be opened in a text editor or a spreadsheet.

Select the Recipient List you want to export and click the Download to CSV button. The CSV file is created, and, depending on your browser, you will be able to open the file in an associated application. The CSV file is given the same name as the exported Recipient List.

Note: The sort order of the Selected list members is maintained in the CSV file.

Create New List

This button is used to create a new, (empty) Recipient List. Enter a name for the Recipient List in the Name text box. Enter a description for the Recipient List in the Description text box.

New Recipient Lists are Active by default.

Drag and drop Users, Groups or Recipient Lists to the list of members. Click on the items you want to add, while holding down the Ctrl key. Alternatively, use the Shift key to select a consecutive list of recipients by clicking the first recipient in the list and the last recipient. Drag the required item(s) to the list of members on the right.

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This example shows the User Alison being added to a Recipient List which already contains Recipient List 1.

A member can be removed from the Recipient List by selecting the member, clicking on the black triangle on the right and selecting Remove user from selected recipients or Remove recipient list from selected recipients, as appropriate.

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The selected member is removed from the Recipient List.

Click Save to save the Recipient List or Cancel to discard the changes.

Add To List

This button is used to create a new Recipient List and add the selected User, Recipient List or Group as the first member. Enter a name for the Recipient List in the Name text box. Enter a description for the Recipient List in the Description text box.

New Recipient Lists are Active by default.

Users, Groups and Recipient Lists can be added to the new Recipient List or removed from the Recipient List as described in “Create New List”.

Groups Tab

The Groups tab displays a treeview of the Active Directory which has been synchronised to add the required Users to PolicyHub.

Groups Pane

The Groups pane shows the treeview of the Active Directory being used by PolicyHub. Click on an icon to expand the tree below that node.

When an Organisational Unit or Group is selected in the tree, the Users belonging to it are displayed under Users.

The Groups treeview uses the following icons:

image – Root node

image – Domain name node

image – Organisation Unit

image – AD Group

Rightclick on a Group to display the Group menu.

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Reporting

Reports based on Groups can be viewed. From the main menu, select Recipient Lists. Select the Groups tab, rightclick on a Group 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 Showing All Publications Sent To This Group

The chart shows the percentage of recipients whose compliance state is Complied, In Progress, Not Complied or Error (as appropriate) for all Publications sent to the selected Group.

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The column headings in the above report are described in Table 74.

TABLE 74. Organisational Compliance Report

Item

Description

Recipient/Group

The name of a Group or User which belongs to the selected Group.

Active Link. When you click on a Group name, the Organisational Compliance report is displayed for that Group. When you click on a User name, the User Compliance report is displayed for that user. See “User Compliance Report” for more information.

Compliance

The compliance state (Complied, In Progress, Not Complied or Error) for the displayed User or Group.

Percentage

The percentage of Publications which have the Compliance state which were sent to the recipient or members of the Group.

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 Recipient Lists page.

View Publication Audit Report For This Group

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 which were sent to members of this Group on the days specified only. This report shows the Name and the Publication Status of Publications sent to the selected Group.

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The column headings in the above report are described in Table 75.

TABLE 75. Publication Audit By Group Report

Item

Description

Recipient / Group

The name of the selected Group.

Active Link. Click on a Group name to display the Group Information report for the selected Group.

Publication

The name of the Publication sent to the selected Group.

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

View Publication

Click View to view the Publication Information report for the selected Publication. See Publication Information Report” for more information.

Received By

The number of recipients belonging to the selected Group who received the Publication. When the Recipient listed is a user name, 1 User(s) is displayed.

Sent By

The name of the person who sent the Publication.

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

Date Sent

The date and time the Publication was sent.

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.

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 Recipient Lists page.

View Library Item Audit Report For This Group

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 included in Publications which were sent to members of this Group on the days specified only.

This report shows all the library items sent to the selected Group.

For each library item, the number of Users who read the Document, responded to the Questionnaire or Passed the Test, or who did not read the Document, did not respond to the Questionnaire or who Failed the Test is displayed.

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The column headings in the above report are described in Table 76.

TABLE 76. Library Item Audit By Group Report

Item

Description

Library Item

The name of the Document, Questionnaire or Test sent to members of the selected group.

Version

The version of the Document, Questionnaire or Test sent to members of the selected Group.

View Revision

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

Received By

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

Active Link. Click to display the General Library Item report for the selected recipients of the version of the Document, Questionnaire or Test. See General Library Item Report” for more information.

Item Type

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

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.

Read / Passed

The number of people who read the Document, responded to the Questionnaire, or passed the Test.

Active Link. Click to display the General Library Item report for the recipients who read the version of the Document, who responded to the version of the Questionnaire or who passed the version of the Test. See General Library Item Report” for more information.

Not Read / Failed

The number of people who did not read the Document, did not respond to the Questionnaire, or who failed the Test and the time specified by the distribution rule has not yet expired.

Active Link. Click to display the General Library Item report for the recipients who did not read the version of the Document, who did not respond to the version of the Questionnaire or who failed the version of the Test. See General Library Item Report” for more information.

Not Completed

The number of people who did not read the Document, did not respond to the Questionnaire or who failed the Test and the time specified by the distribution rule has expired.

Active Link. Click to display the General Library Item report for the recipients who did not complete the version of the Document, Questionnaire or Test. See General Library Item Report” for more information.

Date Added (Hidden by default)

The date this version of the Document, Questionnaire or Test was created.

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 Recipient Lists page.

View Standout Answers Report For This Group

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 which were submitted by members of this Group on the days specified only.

In the Standout Answer Groups’ Parameters section (when available), you can filter by Publication, Date (from when the Questionnaire was sent), Everyone, Recipient Lists, Group and Users.

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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 77.

TABLE 77. 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.

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 Recipient Lists page.

Note: If the no one chose the Standout Answers or if the members of the Group received Questionnaires without any Standout Answers (or you selected a Group which did not receive any Questionnaires), you will see the message ‘No report data found’.

View Compliance Overview Report For This Group

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 sent to members of this Group on the days specified only.

This report shows all the library items sent to each member of the selected Group. For each User, the library items which were sent in each Publication are listed.

Both the Publication compliance and the current status of each library item is displayed.

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The column headings in the above table are described in Table 78.

TABLE 78. User Compliance Overview Report

Item

Description

Recipient

The name of a User belonging to the selected Group.

Publication

The name of the Publication sent to the members of the selected Group.

Date Sent

The date the Publication was sent.

Compliance

The compliance state (Complied, In Progress, Not Compliedor Error) of the Publication.

Library Item

The name of the library item included in the Publication.

Version

The version of the library item included in the Publication.

Status

The current status of the library item. For example:

  • Not Read – The User did not read the Document before the Publication expired. Either the User did not comply or there was an error when the Publication was sent and the User did not receive the Publication.
  • Not Yet Read – Although the User has not yet read the Document, they can still confirm the Document as read before the Publication expires.
  • Document Read – The User read the Document.
  • Not Completed – The User did not pass the Test before the Publication expired although there were still Test retries remaining.
  • Not Yet Completed – Although the User has not yet passed the Test, they can still pass the Test before the Publication expires.
  • Test Failed – The User did not pass the Test in the allotted number of retries.
  • Test Passed – The User passed the Test.
  • Questionnaire Not Taken – The User did not complete the Questionnaire before the Publication expired.
  • Questionnaire Not Yet Completed – Although the User has not yet completed the Questionnaire, they can still complete the Questionnaire before the Publication expires.
  • Questionnaire Taken – The User completed the Questionnaire.

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 Recipient Lists page.

Users Pane

When an Organisational Unit or Group is selected in the tree, the Users belonging to it are displayed in the Users pane.

Multiple Users can be selected by holding down the Ctrl key while clicking on the Users. Consecutive Users can be selected by selecting the first User and holding down the Shift key while selecting the last Users.

Rightclick on a User name to display the User menu.

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Add To New Recipient List

Select to create a new Recipient List with the selected Recipient added as a member.

Activate/Deactivate User

When an Active User is selected, the Deactivate menu option is displayed. Select the Deactivate button to deactivate the selected User accounts. Inactive accounts cannot be used and will not allow the user to log in to PolicyHub.

When multiple Users are selected and they are all Inactive, the Activate button is displayed. Click the Activate button to activate the selected User accounts.

Reporting

You can view reports based on individual Users. From the main menu, select Recipient Lists, select a Group, rightclick on a User 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 Publications Sent To This User

The chart shows the percentage of Publications for which the selected User’s status is

Complied, In Progress, Not Complied or In Error.

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The column headings in the above report are described in Table 79.

TABLE 79. User Compliance Report

Item

Description

Recipient

The name of the selected User.

Publication

The name of the Publication sent to the selected User.

Active Link. Click to display the User Compliance report for all recipients of the selected Publication.

Date Sent

The date the Publication was sent.

Compliance

The compliance status (Complied, In Progress, Not Complied or Error) of the selected User to the Publication.

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

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 Recipient Lists page.

View Publication Audit Report For This User

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 this User for Publications which were sent to this User on the days specified only.

This report shows the Publication Status of each Publication sent to the selected User.

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The column headings in the above report are described in Table 80.

TABLE 80. Publication Audit By User Report

Item

Description

Recipient / Group

The name of the User who received the Publication.

Active Link. Click to see the User Information report for the selected recipient. See “User Information Report for more information.

Publication

The name of the Publication sent to the selected User.

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

View Publication

Click View to view the Publication Information report for the selected Publication. See Publication Information Report” for more information.

Received By

The number of users who received the Publication. When the Recipient listed is a User name, 1 User(s) is displayed.

Sent By

The name of the person who sent the Publication.

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

Date Sent

The date and time the Publication was sent.

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.

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 Recipient Lists page.

View Library Item Audit Report For This User

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 included in Publications which were sent to this User on the days specified only.

This report shows all the library items sent to the selected User.

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The column headings in the above report are described in Table 81.

TABLE 81. Library Item Audit By Recipients Report

Item

Description

Library Item

The name of the Document, Questionnaire or Test sent to members of the selected group.

Version

The version of the Document, Questionnaire or Test sent to members of the selected Group.

View Revision

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

Received By

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

Active Link. Click to display the General Library Item report for the selected recipients of the version of the Document, Questionnaire or Test. See General Library Item Report” for more information.

Item Type

Policy Documents have the Item Type Document.

Questionnaires have the Item Type Questionnaire.

Tests have the Item Type Test.

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.

Read / Passed

The number of people who read the Document, responded to the Questionnaire, or passed the Test.

Active Link. Click to display the General Library Item report for the recipients who read the version of the Document, who responded to the version of the Questionnaire or who passed the version of the Test. See General Library Item Report” for more information.

Not Read / Failed

The number of people who did not read the Document, did not respond to the Questionnaire, or who failed the Test and the time specified by the distribution rule has not yet expired.

Active Link. Click to display the General Library Item report for the recipients who did not read the version of the Document, who did not respond to the version of the Questionnaire or who failed the version of the Test. See General Library Item Report” for more information.

Not Completed

The number of people who did not read the Document, did not respond to the Questionnaire or who failed the Test and the time specified by the distribution rule has expired.

Active Link. Click to display the General Library Item report for the recipients who did not complete the version of the Document, Questionnaire or Test. See General Library Item Report” for more information.

Date Added (Hidden by default)

The date this version of the Document, Questionnaire or Test was created.

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 Recipient Lists page.

View Standout Answers Report For This User

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 which were submitted by this User on the days specified only.

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

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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 82.

TABLE 82. 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: 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 Recipient Lists page.

Activate/Deactivate Buttons

When multiple Users are selected and they are all Active, the Deactivate button is displayed. Click the Deactivate button to deactivate the selected User accounts. Inactive accounts can not be used and will not allow the User to log in to PolicyHub.

When multiple Users are selected and they are all Inactive, the Activate button is displayed. Click the Activate button to activate the selected User accounts.

Search For A User

To search for a User, type the required name into the Search users text box.

To search for an exact match, select the Only return users that match exactly tick box.

Click the Search button. The results are displayed under the Users heading by First name, Surname and Member of.

Member of shows the names of the Groups the returned item is a member of.

Drag Users and Groups to the area below Drag and drop to add users and groups in the righthand pane, as required.

‘Show’ Options

There are two options near the bottom of this page:

  • Show inactive accounts – When cleared, inactive User accounts are not displayed. When selected, inactive accounts are displayed. Accounts are made active or inactive from within PolicyHub. See Activate/Deactivate Buttons.
  • Show disabled accounts – When cleared, disabled User accounts are not displayed. When selected, disabled User accounts are displayed. Disabled User accounts have the icon: image

Note: Accounts are disabled or enabled externally and cannot be changed from within PolicyHub.

Unassigned Users Tab

Users Not In A Recipient List

All Users who are not in a Recipient List are shown on this tab.

‘Show’ Options

  • Show users only in unnamed recipient lists – when this option is selected, Users who have been added to an unnamed Recipient List are displayed (in addition to the Users who do not belong to any named or unnamed Recipient Lists).
  • Show users only in inactive recipient lists – when this option is selected, Users who belong to one or more Inactive Recipient Lists (but not to any Active Recipient Lists) are displayed (in addition to the Users who do not belong to any named Recipient Lists). See Activate/ Deactivate Recipient List” for information on how to deactivate a Recipient List.
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