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To amend the e-mails that get sent out with DocRead, follow these instructions. Please try this first on a “test” or “development” farm because any changes you make are immediate and will affect every e-mail (of that type) that gets sent out. It is also important not to amend any other tables directly (or amend the schema of the DocRead database in any way), as these changes will be lost during an upgrade. We plan to make a management screen for this in a subsequent release of DocRead.

Steps to amend the template :

• In “SQL Server Management Studio” navigate to your DocRead database. (To find out what your database is called, look at the ‘Database Settings’ under the ‘DocRead Database Name’ (Highlighted below)

• Find the database table called ‘Readership.EmailTemplate’ and select ‘Edit Top 200 Rows’

The table contains columns that map to the email. As follows :

• Title. Important : don’t change this! This is used by DocRead to identify the correct email to send.
• Subject. Appears on the subject line of the email.
• Description. Not used in this release.
• Body. The main body of the e-mail.

• To edit a particular type of email, click into the appropriate row and change either the ‘Subject’ and/or the ‘Body’. Once you have made the necessary changes, click out of the row. At this point your changes will be saved and are effectively live.
• The ‘Body’ column should contain HTML. It is advisable to make a copy of the existing HTML and amend that, with your favourite HTML E-mail editor. You can also embed a number of tokens that will be replaced with the real value when the email is created. (I haven’t sent you the HTML for the newer, shorter version. If you require this – just shout).

The tokens are fairly self-explanatory, as follows :

1. {TaskPanelUrl} (The url to open the task information panel for the document, so the user can confirm)
2. {CreationDate}
3. {DueDate}
4. {Period}
5. {DocumentVersion}
6. {CompletionDate}
7. {CompanyName}
8. {TaskStatus}
9. {DocumentName}
10. {DocumentId}
11. {DocumentTitle}
12. {UserName}
13. {DocumentUrl}
14. {ReadershipType} (Required / Recommended)
15. {ReceiptUrl}
16. {ChangeComments} (If a comments column is registered in the DocRead enabled library, the value typed here will be used).

• To test your changes, use DocRead to configure a task to the new status (assigned, overdue or completed), then restart the email service which will cause the email to be sent immediately.

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• Navigate to the site where you want to create specific templates and go to ‘Site Settings’.
• From the DocRead ‘Manage Templates’ option, existing templates will be listed on this page
• Select ‘Create Template’.

To change the email that is sent upon assigning a DocRead task to a 'Required Audience' use the drop down arrow and select "Required"

Once the template loads up, enter an appropriate subject, amend the body of the email and adapt the out of the box look and feel to suit your business. You can include links, add images and essentially do anything you can normally do with any HTML format email.

If you are a more advanced HTML user, you can access all of the content direct from the html editor option on the template screen (see the image on the left).

This will amend the text viewed by the user here:

If you were to update the terms as above, it will amend the text viewed by the user here:

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DocRead emails are sent by the DocRead Notification Scheduler windows service and date information that may be displayed will depend on the operating system regional settings specified on the server running that service.

If dates being displayed in the DocRead emails are in the wrong format (e.g. dd/mm/yy or mm/dd/yy) you will need to check the server running the scheduler and ensure that the regional settings are set to display dates in the format you prefer.

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The DocRead Notification Scheduler is responsible for sending out email notifications on a scheduled basis. The scheduler sends out 3 types of emails :

• Task Assigned – sent to a recipient when they are required to read and confirm / acknowledge a document.
• Task Confirmed – sent to a recipient when they have confirmed / acknowledged a document.
• Task Overdue – sent to a recipient if the ‘due date’ has passed on a document.

When a scheduled job runs, it will interrogate the DocRead Database and send the correct emails based on the current status of the tasks at that point in time.

The email timer jobs are set to run by default as follows:

• Task Assigned – once per hour every day.
• Task Confirmed – every 15 minutes.
• Task Overdue – once per day.

The timings of these can be amended to suit your circumstances, find out how here:  How to adjust the timing of DocRead notification emails – Collaboris

What does this mean?

Imagine that a DocRead Publisher sent out a document to 100 staff members at 9am and by 10am 50 users confirmed reading, (by using a DocRead web part on their MySite). If the Scheduler was started (or scheduled to run) at 8pm that evening, then it would send out 50 ‘Assigned’ emails and 50 ‘Confirmed’ emails.

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How to send overdue reminders repeatedly with DocRead

The DocRead notification scheduler is responsible for sending emails to users when tasks are assigned, completed or fall overdue.

By default, after the DocRead Notification Scheduler is installed, when a reading task becomes overdue only 1 reminder email is sent. This article will illustrate how to change DocRead so that you can send overdue reminders repeatedly until reading is confirmed.

Steps – versions prior to v2.0.

1. Navigate to the folder where the Notification Scheduler was installed. This is likely to be ‘C:\Program Files\Collaboris\DocRead\Scheduler’.

2. Edit ‘CollaborisSchedulingAgent.exe.config’ in Notepad.

3. Locate this line :

<add key=”AllwaysSendOverdue” value=”false” />

and change it to this :

<add key=”AllwaysSendOverdue” value=”true” />

4. Save the file.

5. Load the Notification Scheduler application and ‘Restart The Service’.

Steps – version 2.0 onwards.

1. Load the Notification Scheduler application.

2. Select “General Settings”

3. Check “Send Overdue Repeatedly”.

4. Click “Ok”.

Overdue emails will now be sent repeatedly once per day.

It is also possible to copy these overdue reminder emails to the users line manager. This can help escalate the requirement and ensure you stay compliant. To find out how to do this, please refer to section 2.9.3 of the DocRead System Administrators Guide

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The DocRead Notification Scheduler is responsible for issuing emails to users when tasks are assigned to them, are completed by them or fall overdue.

Depending on your situation, you may find it helpful to disable ‘task completed’ emails from being sent out with DocRead.

To disable task completed emails please follow these steps : 

1. Navigate to the directory where you installed the DocRead Notification Scheduler. (This will probably be : C:\Program Files\Collaboris\DocRead\Scheduler\).
2. Open ‘Jobs.Config’ in Notepad.
3. Find the ‘Job’ Xml element that contains a ‘job-detail’ with the name DocReadCompletedNotifications. (e.g.'<name>DocReadCompletedNotifications.</name>’).
4. Delete the entire ‘job’ section as shown in the figure below.
5. Save the file.
6. Restart the scheduler.

If you may want to start these emails again in the future, rather than ‘delete’ the code that drives the completed emails I would recommend that you ‘comment them out’ so you can easily add them back again in the future.

Please note: any future updates / upgrades or re-installations of the Collaboris Notification Scheduler will overwrite the changes you make to this file.

We recommend that you do not ‘turn off’ the assigned or overdue email notifications as these are really helpful to ensure users keep up to date with their compliance responsibilities. However, if you would find this useful during an evaluation of DocRead, then you can follow the same procedure for the other email types.

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