{"id":257,"date":"2014-12-15T15:03:23","date_gmt":"2014-12-15T15:03:23","guid":{"rendered":"http:\/\/collaboriscom.wpengine.com\/?p=257"},"modified":"2024-06-25T12:05:22","modified_gmt":"2024-06-25T12:05:22","slug":"how-to-automatically-assign-reading-tasks-to-new-employees","status":"publish","type":"post","link":"https:\/\/www.collaboris.com\/how-to-automatically-assign-reading-tasks-to-new-employees\/","title":{"rendered":"How to automatically assign reading tasks to new employees"},"content":{"rendered":"<h1>How to automatically assign reading tasks to new employees<\/h1>\n<p>&#8220;<em>We are currently using\u00a0<a href=\"\/products\/docread\/\">DocRead<\/a>\u00a0to manage an employee handbook. We have a group of every user in the company we have sent the handbook out to a couple weeks or so ago.<\/em><\/p>\n<p><em>This coming week we have 2 new users starting that we want to read and acknowledge our employee handbook. If I add the 2 new users to the existing user group that we have sent the handbook out to &#8211; go in the DocRead\u00a0properties for the handbook &#8211; and resave &#8211; will the doc go out to the 2 new users? Will it go out to all the existing users plus the 2 new users?<\/em><\/p>\n<p><em>What is the best way to manage this process for new employees that we want to read any existing DocRead\u00a0document?<\/em>&#8221;<\/p>\n<p><strong>The answer we gave was this :\u00a0<\/strong><\/p>\n<p>The\u00a0<a href=\"\/products\/docread\/docread-smart-move\/\">Smart Move<\/a>\u00a0feature of DocRead manages new starters (and promotions \/ transfers \/ secondments etc.) really easily.<\/p>\n<p><em>As soon as new starters are set up on your systems and are added to the relevant SharePoint Groups then the next time the DocRead automated timer jobs run (their schedules are controlled within SharePoint Central Administration and will have been configured during the installation and initial set up process) DocRead will assign new reading tasks to them (assuming they are added to groups that have reading tasks associated to them) &#8211; you don&#8217;t need to do anything!<\/em><\/p>\n<p><em>So, if for example you sent your employee handbook to the &#8220;all users&#8221; group on Sept 1st and gave everyone 2 weeks to complete the task, hopefully by 15th Sept existing employees with have completed the task (or begin receiving overdue notifications if not). When your new starters arrive on Sept 16th and are added to the same &#8220;all users&#8221; group they will receive notifications to read the same document by Sept 30th. You do not need to revisit or resave the document properties.<\/em><\/p>\n<p><em>Effectively you just need to make sure the new starters are added to the group that is required to read the document, DocRead takes care of the rest. You can read more here: <a href=\"\/products\/docread\/docread-smart-move\/\" target=\"_blank\" rel=\"noopener\">DocRead-smart-move<\/a><\/em><\/p>\n<p><em>It may be worthwhile revisiting the Timer Job Settings in DocRead Global Settings (<a href=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2021\/12\/DocRead-System-Administrators-Guide-2013-2016-2019-v5.pdf\" target=\"_blank\" rel=\"noopener\">section 2.6.2 of this guide<\/a>) to make sure they are set to repeat at a sensible frequency for your organisation. Note: if they are set to &#8216;Run Now Only&#8217; they will literally run once (when you last saved the page) and then not again until you reset them to hourly or daily.<\/em><\/p>\n<h2 style=\"color: var(--tcb-color-8) !important; --tcb-applied-color: var$(--tcb-color-8) !important;\">See how DocRead can help<\/h2>\n<p>DocRead allows you to fully automate your internal communications without leaving SharePoint. Automatically assign reading and training to new employees, ensure compliance with policies, and keep staff updated with announcements and news.<\/p>\n<p>__CONFIG_colors_palette__{&#8220;active_palette&#8221;:0,&#8221;config&#8221;:{&#8220;colors&#8221;:{&#8220;9296b&#8221;:{&#8220;name&#8221;:&#8221;Main Accent&#8221;,&#8221;parent&#8221;:-1}},&#8221;gradients&#8221;:[]},&#8221;palettes&#8221;:[{&#8220;name&#8221;:&#8221;Default Palette&#8221;,&#8221;value&#8221;:{&#8220;colors&#8221;:{&#8220;9296b&#8221;:{&#8220;val&#8221;:&#8221;var(&#8211;tcb-color-7)&#8221;}},&#8221;gradients&#8221;:[]},&#8221;original&#8221;:{&#8220;colors&#8221;:{&#8220;9296b&#8221;:{&#8220;val&#8221;:&#8221;rgb(19, 114, 211)&#8221;,&#8221;hsl&#8221;:{&#8220;h&#8221;:210,&#8221;s&#8221;:0.83,&#8221;l&#8221;:0.45,&#8221;a&#8221;:1}}},&#8221;gradients&#8221;:[]}}]}__CONFIG_colors_palette__ <a href=\"\/solutions\/internal-communications\" target=\"_blank\" rel=\"noopener\"> Find out more <\/a><\/p>\n<p>DocRead has enabled us to see a massive efficiency improvement&#8230; we are now saving 2 to 3 weeks per policy on administration alone.<\/p>\n<h4>Nick Ferguson<\/h4>\n<p>Peregrine Pharmaceuticals<\/p>\n<p><span style=\"font-style: normal;\">Feedback for the on-premises version of DocRead.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>How to automatically assign reading tasks to new employees &#8220;We are currently using\u00a0DocRead\u00a0to manage an employee handbook. We have a group of every user in the company we have sent the handbook out to a couple weeks or so ago. This coming week we have 2 new users starting that we want to read and [&hellip;]<\/p>\n","protected":false},"author":9,"featured_media":2108,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_lmt_disableupdate":"no","_lmt_disable":"","footnotes":""},"categories":[23,10],"tags":[],"class_list":["post-257","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-docread-kb","category-knowledgebase"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v25.9 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Automatically assign tasks to new employees - Collaboris<\/title>\n<meta name=\"description\" content=\"Automatically assigning important documents to new employees as they are onboarded can save you countless hours of admin\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" 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