{"id":376,"date":"2014-02-10T15:08:30","date_gmt":"2014-02-10T15:08:30","guid":{"rendered":"http:\/\/collaboriscom.wpengine.com\/?p=376"},"modified":"2023-02-06T10:48:56","modified_gmt":"2023-02-06T10:48:56","slug":"what-happens-if-an-audience-is-changed-on-a-docread-configured-document","status":"publish","type":"post","link":"https:\/\/www.collaboris.com\/what-happens-if-an-audience-is-changed-on-a-docread-configured-document\/","title":{"rendered":"What happens if an audience is changed on a DocRead configured document?"},"content":{"rendered":"<\/p>\n<h1>What happens if an audience is changed on a DocRead configured document?<\/h1>\n<p>This blog post will explain what happens to DocRead tasks and reading receipts when a SharePoint Group or Global Audience is changed on a previously configured document with DocRead.<\/p>\n<p>Let&#8217;s assume a document is configured to be sent to a group by configuring the SharePoint document&#8217;s &#8216;edit properties&#8217; screen as shown below:<\/p>\n<p><a href=\"\/wp-content\/uploads\/2014\/02\/document-assigned-to-a-group-of-users.jpg\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2014\/02\/document-assigned-to-a-group-of-users.jpg\" alt=\"document-assigned-to-a-group-of-users\" width=\"614\" height=\"474\" \/><\/a><\/p>\n<p>Once this is done, individual tasks are then assigned to all of the users who are members of the &#8216;All United Staff&#8217; group. Task will also be assigned to all <strong>new users\u00a0<\/strong>who join the group.<\/p>\n<p>Each individual will then receive a task in their reading list (a DocRead web part placed on the intranet site). An example is shown below:<\/p>\n<p><a href=\"\/wp-content\/uploads\/2014\/02\/my-reading-list.jpg\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2014\/02\/my-reading-list.jpg\" alt=\"my-reading-list\" width=\"383\" height=\"247\" \/><\/a><\/p>\n<p>The DocRead reports monitor who have and haven&#8217;t completed the DocRead tasks:<\/p>\n<p><a href=\"\/wp-content\/uploads\/2014\/02\/document-reading-report.jpg\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2014\/02\/document-reading-report.jpg\" alt=\"document-reading-report\" width=\"975\" height=\"599\" \/><\/a><\/p>\n<p>You can see in this report that 14 people have completed the task and 2 (Foya Farrington and Helen) have not.<\/p>\n<p>The current status of the receipts report looks like this:<\/p>\n<p><a href=\"\/wp-content\/uploads\/2014\/02\/initial-receipts-report.jpg\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2014\/02\/initial-receipts-report.jpg\" alt=\"initial-receipts-report\" width=\"1120\" height=\"736\" \/><\/a><\/p>\n<p>All 14 users who have completed the task are listed with positive receipts (note there is no mention of the 2 people who have not yet completed the task).<\/p>\n<p>Now lets see what happens when we change the group associated with this document:<\/p>\n<p><a href=\"\/wp-content\/uploads\/2014\/02\/amended-audience.jpg\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2014\/02\/amended-audience.jpg\" alt=\"amended-audience\" width=\"604\" height=\"64\" \/><\/a><\/p>\n<p>Let&#8217;s return to the &#8216;edit properties&#8217; page for the document and simply select a different group (remember to save the page).\u00a0If you have enabled version settings on the document library, this change will create a new version of this document.<\/p>\n<p>Now go to &#8216;Site Actions &gt; Site Settings&#8217; and select &#8216;Process Reading Tasks&#8217; from the DocRead menu.<\/p>\n<p><a href=\"\/wp-content\/uploads\/2014\/02\/process-site-reading-tasks.jpg\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2014\/02\/process-site-reading-tasks.jpg\" alt=\"process-site-reading-tasks\" width=\"227\" height=\"133\" \/><\/a><\/p>\n<p>If we return to the Document Reading Report we now see that only tasks assigned to members of the &#8216;Finance Group&#8217; are displayed&#8230;<\/p>\n<p><a href=\"\/wp-content\/uploads\/2014\/02\/revised-document-reading-report.jpg\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2014\/02\/revised-document-reading-report.jpg\" alt=\"revised-document-reading-report\" width=\"1079\" height=\"565\" \/><\/a><\/p>\n<p>More importantly, these tasks are <strong>already marked as completed<\/strong> for Freddy Fawcett, Freddy Farrington and Frank Farrington because DocRead knows that they completed the task earlier when they were assigned it as members of the original &#8216;All United Staff&#8217; group.<\/p>\n<p>Foya&#8217;s task remains &#8216;assigned&#8217; because she did not complete it initially and she now has 7 days to complete this new task.<\/p>\n<p>When we go back to the Site Receipts report and filter for this specific task the report still shows the original 14 &#8216;Positive Receipts&#8217; for the people who had completed the task and also now includes 2 new &#8216;Negative Receipts&#8217; for the 2 users who had not completed the task before the group was removed. Receipts are retained indefinitely in this report until you decide to follow the archiving procedure.<\/p>\n<p><a href=\"\/wp-content\/uploads\/2014\/02\/revised-receipts-report.jpg\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2014\/02\/revised-receipts-report.jpg\" alt=\"revised-receipts-report\" width=\"1083\" height=\"722\" \/><\/a><\/p>\n<p>The task still shows in Foya&#8217;s reading list but has a new due date to reflect the new task requirements.<\/p>\n<p><a href=\"\/wp-content\/uploads\/2014\/02\/foyas-revised-task-list.jpg\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2014\/02\/foyas-revised-task-list.jpg\" alt=\"foyas-revised-task-list\" width=\"392\" height=\"277\" \/><\/a><\/p>\n<p>When Foya finally completes the task 2 records are kept in the receipts report. The negative receipt relates to the fact that she did not complete the task when it was assigned to the &#8216;All United Staff&#8217; group. This receipt was generated at the point when the &#8216;All United Staff&#8217; group was removed from the propertied of the document.<\/p>\n<p>The positive receipt relates to version 2 of the document which she completed as a member of the &#8216;Finance&#8217; group.<\/p>\n<p><a href=\"\/wp-content\/uploads\/2014\/02\/foya-receipts-report.jpg\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2014\/02\/foya-receipts-report.jpg\" alt=\"foya-receipts-report\" width=\"1104\" height=\"452\" \/><\/a><\/p>\n<p>The task still appears in the Audience report and relates to the 4 tasks that are currently &#8216;live&#8217; for members of the Finance team.<\/p>\n<p><a href=\"\/wp-content\/uploads\/2014\/02\/revised-audience-report.jpg\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.collaboris.com\/wp-content\/uploads\/2014\/02\/revised-audience-report.jpg\" alt=\"revised-audience-report\" width=\"1099\" height=\"479\" \/><\/a><\/p>\n<p>Please also review the blog post: <a href=\"\/what-happens-when-an-audience-is-removed-from-a-docread-configured-document\/\" target=\"_blank\" rel=\"noopener\">What happens if the user group is removed from a DocRead configured document<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>What happens if an audience is changed on a DocRead configured document? This blog post will explain what happens to DocRead tasks and reading receipts when a SharePoint Group or Global Audience is changed on a previously configured document with DocRead. Let&#8217;s assume a document is configured to be sent to a group by configuring [&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":[1],"tags":[],"class_list":["post-376","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-docread"],"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>Changing the audience in DocRead - Collaboris<\/title>\n<meta name=\"description\" content=\"This blog post will explain what happens to DocRead tasks and reading receipts when a SharePoint Group or Global Audience is changed.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link 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