{"id":528,"date":"2014-12-15T06:21:18","date_gmt":"2014-12-15T06:21:18","guid":{"rendered":"http:\/\/collaboriscom.wpengine.com\/?p=528"},"modified":"2022-02-16T11:13:06","modified_gmt":"2022-02-16T11:13:06","slug":"what-happens-when-a-user-leaves-a-docread-audience-or-group","status":"publish","type":"post","link":"https:\/\/www.collaboris.com\/what-happens-when-a-user-leaves-a-docread-audience-or-group\/","title":{"rendered":"What happens when a user leaves a DocRead audience or group?"},"content":{"rendered":"

Users may leave a SharePoint audience, (or SharePoint group) for a variety of reasons, such as they have left the organization, they have moved jobs, they have gone on long term sick leave, and so on. When these events happen it\u2019s very likely that they will also be moved (or removed) within an AD group and \/ or SharePoint group.<\/p>\n

If any of these groups \/ audiences have been configured against a document with DocRead then it is important you understand how DocRead behaves in these situations. The first major point to make is – if a user is no longer in the audience then they shouldn\u2019t be required to read documents assigned to that audience as this makes no business sense. So, what happens to the tasks and receipts once they leave the audience?<\/p>\n

    \n
  1. Negative receipts<\/strong>\u00a0are\u00a0created for all\u00a0incomplete (assigned or overdue) tasks assigned to the user. This serves as audit-able record for both end-user and DocRead administrators to register that the user once had\u00a0reading tasks assigned but\u00a0never completed\u00a0them, (because they left the Audience). The receipt will clearly state the reason for issuing the receipt (in this case, it will be “User left Audience<\/strong>“).<\/li>\n
  2. Positive receipts<\/strong>\u00a0still remain intact for all completed tasks assigned to the user as a result of being a member of the Audience they just left. This serves as an audit-able record that the user has confirmed reading a document before leaving the\u00a0audience. As an example, if \u2018Joe Bloggs\u2019, confirmed the \u2018Health and Safety Policy\u2019 (because he was in the \u2018Fire Marshall’s group\u2019) a receipt will be generated and stored for ever inside of DocRead. If Joe then leaves the\u00a0 company (or changes role), his reading tasks will be removed (see next point), but his receipt will be stored on-going.<\/li>\n
  3. All incomplete\u00a0tasks<\/strong>\u00a0assigned to the user (as a result of being a member of the audience they just left), are\u00a0deleted<\/strong>\u00a0and negative receipts automatically generated\u00a0for each one (receipts are\u00a0never<\/strong>\u00a0removed from DocRead so it\u2019s possible to run reports across \u2018Document Title\u2019, \u2018Document Id\u2019 and \u2018User Name\u2019 to\u00a0 ascertain who read a document regardless if they left the organization or not)<\/li>\n
  4. All completed tasks<\/strong>\u00a0assigned to the user remain unchanged in the system.<\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"

    Users may leave a SharePoint audience, (or SharePoint group) for a variety of reasons, such as they have left the organization, they have moved jobs, they have gone on long term sick leave, and so on. When these events happen it\u2019s very likely that they will also be moved (or removed) within an AD group […]<\/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-528","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-docread-kb","category-knowledgebase"],"yoast_head":"\nWhat happens when a user leaves a group - Collaboris<\/title>\n<meta name=\"description\" content=\"Users may leave a SharePoint audience, (or SharePoint group) for a variety of reasons. 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