Configuration

Send documents and request acknowledgement

When the tool is installed, editors can see the Acknowledgement command among the actions available in a document library. With this action, you can email employees to inform them that one or more documents should be read. The Acknowledgement button appears when one or more documents are selected. So, the first steps you need to take are as follows:

• Click on the gear icon at the top right of the page, and then on Site contents.

• Select a document library.

• Select one or more files and click on Acknowledgement.

The following panel will appear:

Here, you can select one or more groups or individual users. More specifically, you can select:

• Individual users;

• Microsoft 365 groups;

• Distribution lists (even with guest users).

If you need to write additional comments or you want to customize the message, use the Additional email message box. Then, you have two options:

• If you click the Send email button, you will send an email to the selected users, inviting them to open and read the document.

• If you click the Generate links button, you will generate a link to open the document through the “Acknowledgement” page (see below).

Send email

If you click on Send email, the selected users will receive an email of this kind:

The email features a short text, the title of the document and a button to open it. When the user clicks on Open, they will land on the “Acknowledgement” page., i.e., a page where the Acknowledgement web part is configured. See the “Acknowledgement” page sub-section for a detailed description of this page. To learn how to configure the “Acknowledgement” web part, please refer to the Create the "Acknowledgement" page section.

Generate links

If you click on Generate links, you will create a link to open the document through the “Acknowledgement” page. Thanks to this option, you can notify the document via a different channel (e.g., Teams) or include the link in a news or a page of the intranet.

The “Acknowledgement” page

On this page, the user can view the document and confirm that they have read it. In particular, the page features two buttons:

• By clicking on the Acknowledgement button, the user can confirm that they have read the content;

• By clicking on the Acknowledgement and download button, the user can download the document besides confirming that they have read it.

These buttons can be activated or deactivated when configuring the Acknowledgement web part. See the Create the "Acknowledgement" page section to learn more.

When the user clicks on the Acknowledgement button, the following pop-up appears:

And the “Acknowledgement” page is updated as follows:

Integration with Company Documents and Company Documents with Folders

You can configure the Company Documents and Company Documents with Folders web parts in order to integrate them with the Acknowledgement system. This way, when the user clicks on a file, they will access the “Acknowledgement” page. There, they will be able to confirm that they have viewed the content. This configuration is carried out in the web part property pane, specifically in the Document settings section. This section includes the following field:

Here, you need to enter the URL of the “Acknowledgement” page. This way, all the documents displayed in the web part will be opened through the “Acknowledgement” page.

Create the “Acknowledgement” page

To build the “Acknowledgement” page, first of all you need to create a new page. To do so, take the following steps:

• Click on the gear icon at the top right of the page, and then on Site contents.

• Scroll down until you see the Site Pages folder and click on it.

• Click on the SystemPages folder.

• Click on New > Site Page to create an empty page.

• Add a title to the page, which can simply be “Acknowledgement”, and choose your preferred layout for the title area.

Add the Acknowledgement web part to the page

• If your page is not already in edit mode, click on Edit at the top right of the page.

• Click on it and, in the web part search box, enter Acknowledgement to quickly find and select the Acknowledgement web part.

Configuration

The configuration pane of the Acknowledgement web part allows you to customize texts and to activate or deactivate buttons and sections.

• The first field allows you to customize the text of the Acknowledgement button. If you leave this field blank, the default text will be used, which is “Acknowledgement”.

• With the Hide Acknowledgement button option, you can deactivate the Acknowledgement button.

• The third field allows you to customize the text of the Acknowledgement and download button. If you leave this field blank, the default text will be used, which is “Acknowledgement and download”.

• With the Hide Acknowledgement and download button option, you can deactivate the Acknowledgement and download button.

• Next, you can decide to hide or show the pdf toolbar. If you choose Yes, the following bar will not be displayed:

• You can then customize the introductory text. If you leave this field blank, the default text will be used, which is “By clicking on the following action buttons I confirm that I have read this content”.

• The last option allows you to choose the position of the button section, which can be either at the top or at the bottom of the page.

When you have completed the configuration of the web part, click on Publish.

Report

Thanks to the integration with Power BI, our component provides you with a detailed overview of the documents shared with this tool. In particular, you’ll be able to access a dynamic report which includes:

• The name of the user who was notified;

• The department to which the user belongs;

• The link to the document;

• The title of the document;

• The date when the document was sent;

• The date when the document was read;

• The date when the document was downloaded (if the user clicked on the Acknowledgement and download button).

Notify users of a new file version

To manage file versions, an additional button, Notify new Version, is available. When a new version of a file is uploaded, it can be notified to the same users who received the previous version. Simply click on Notify new version to send an email notification.

When you click the Notify new version button, the following message appears:

You don't need to select users again: the same users who received the previous version of the file will automatically be notified of the new version. Therefore, you just need to click on Send email. When you do so, the following confirmation message appears:

The email explicitly states that it refers to a new version of the file.