Xoralia 2.5.0 release notes

Xoralia 2.5.0 release notes

Highlights of this release:


Xoralia in Teams mobile enabled

The Xoralia in Teams integration has been available for some time, however to make it even easier for mobile users (front-line workers etc) we have also made Xoralia Teams compatible in mobile. Users can browse, view and attest to reading document in Teams on mobile.



Email reminder update

Before, our reminder notifications for end-users to read their document came 30, 15, 7 and 3, 2, 1 and 0 days before the due date, and a final notification is sent the day after the due date. We have since enhanced this functionality so that if the ready by date has passed, the assignee gets chased every 7 days post their lapsed read by date. This is to ensure chasers are sent notifications each week and they are not forgotten.


User dashboard UI enhancements

Average quiz score update includes removed documents

The user dashboard now helps users to understand the calculation of all their average quiz scores over time, so that it includes documents that may longer reside within its original document library.


User dashboard displays failed quiz attempts

Since this release, users can see their pass mark for each attempt at every quiz, whatever their pass mark.


Recurring documents UI in user dashboard

If a document assignment has been set as recurring by the document owner, the document reader will be able to identify the document as recurring, and see the regularity of the recurrence, in their user dashboard


Document viewer upgrade (better quality iFrame/user experience, plus the ability to download or print documents)

The document preview feature now allows for an easier user experience, enabling the user to zoom in and out of documents when reading them on desktop or mobile. This feature also allows users to download and print their documents, or read in accessibility mode.


Other UI changes

Document library sort order

Document libraries are easier to find now in the sort order A-Z. This is particularly beneficial for mobile users.


Document viewer width improved for Document Owners

The Document owner previewer pane is much wider, for a better reading experience when reviewing and assigning documents.


Expired label added to Document Owner pane

Documents that have expired and require review are clearly displayed to the document owner even when assigning documents.

Seven steps to successfully rolling out a new workplace policy or procedure

Seven steps to successfully rolling out a new workplace policy or procedure




From time-to-time organisations will need to introduce a new workplace policy or procedure, or make a significant change to a policy that then needs to be rolled out to employees who need to be made aware about it, and the relative changes involved. For example, recently many organisations have introduced new policies on remote and hybrid working that everybody needs to be aware of. Other areas where policy and policy changes are important can relate to security and compliance, the introduction of new processes, or new ways of working.

Rolling out a new workplace policy is something that requires some planning. You can’t just email out the policy to everybody and hope for the best. Taking a structured approach that follows all a number of different steps helps to ensure the policy is fully disseminated to all employees and that the changes are understood.

In this article we’re going to cover seven steps you need to follow to ensure the successful roll-out of a new workplace or employee policy.

1. Ensure the policy has been agreed upon by all stakeholders

This might sound obvious, but before you roll out the policy you need to make sure that the policy has been properly reviewed and agreed upon by all the necessary stakeholders. In our experience, this is an area which is ripe for misunderstanding, and there is nothing worse than rolling out a policy only to find someone needs to change it.

Getting agreement and consensus on a policy involving multiple stakeholders can be like herding cats, and inevitably some stakeholders will come up with feedback and alterations at the very last moment. People can get very particular on specific wording too. Always double- check and then triple-check that the policy has been finalised and approved by all stakeholders before rolling it out.

2. Create a launch plan with roles and a timetable

Launching a new policy is like a rolling out a marketing campaign or even an IT application. You need to have an overarching launch plan. This will have all the necessary people and roles involved in the roll-out, a detailed timetable and an idea of the main steps involved. Once you have a draft plan in place this then needs to circulated to and agreed upon by all those involved.

Usually having a planning meeting with the launch team giving input will help get them on board, and also finalise any plan.

3. Work on the communications plan too

A key part of any launch plan for a new policy is having a good communications plan to introduce the policy that takes in the desired channels you’re going to use, the right messaging and the diversity of your workforce. This means your plan cover what you are trying to convey, the different audiences you are trying to reach and so on. In working out the plan, the kind of questions that need to be considered might be:

  • What messages are we trying to convey in the campaign?
  • Which channels are we going to use to actually disseminate the policy?
  • What channels are we going to use to communicate about the policy?
  • Do we need to run any training sessions?
  • Do frontline employees have access to the policy and communications about it?
  • Are there any other groups such as contractors who will need to know about the policy but might not have access to key channels?
  • Who is the person, if any, who is fronting the campaign; for example, is your CEO going to put their name behind communications relating to the new policy?
  • Considering the diversity of the workforce and the nature of the policy being launched, do communications and the policy need to be translated into different languages?
  • How long does the campaign last?
  • Do we need to target the messaging and content to different groups detailing what the change in policy means for them?
  • How do we deal with any questions about the policy?

4. Prepare any communications covering the “why” and the “what”

With a campaign plan made, it’s time to create any necessary communications relating to the policy. This could include making a summarized and more digestible version of the policy itself that is more likely to be read and understood than a very long document that is written in “legalease” and risks getting ignored.

Another important approach in preparing communications to launch a new policy is to ensure messaging covers both the “why” and the “what”. Providing the full context and the reasons for introducing the new policy is essential for driving compliance across employees. This then positions the “what” which explains the implications of the new policy for how people work and any required new ways of doing things.

It also helps to prepare managers and team leaders about the campaign, particularly if they are going to be involved in helping to disseminate the policy to their team and then monitoring the related employee attestation process.

5. Prepare the right digital channels

Your launch and communication plan will involve preparing various digital channels to both distribute the policy and also to issue any communications about it. You need to ensure that the channel where the policy is actually housed is something that all employees can access such as your company intranet or an appropriate policy management solution For example, the Xoralia platform seamlessly integrates with your SharePoint Online or Microsoft 365 digital workplace so policies are easily accessed by anybody with a Azure Active Directory ID. Other channels you may leverage for communications could include your intranet, email and Microsoft Teams.

6. Use an employee attestation process

As part of the roll-out of the policy, particularly if it is compliance-related, run an employee attestation process that confirms every employee has read and understood the new policy. This can have two elements; firstly, getting each employee to supply an online confirmation they have read and understood the policy. Secondly, you can also ask questions about the policy using an online quiz to make sure employees have digested it.

In powerful policy management software like Xoralia you can manage the whole employee attestation process from end-to-end, preparing an online confirmation, a quiz if required and using in-built reporting to track who has and hasn’t completed the process. It even includes automated notifications to send out reminders to anyone who has yet to confirm they’ve read the policy.

7. Chase all responses and embed the policy in onboarding

Once the attestation process has kicked off you then need to chase all responses so everybody in your company has confirmed that they have read and understood the policy. Using the very granular reporting on a solution like Xoralia means that managers can follow up with individual team members to ask them to complete the attestation process if required.

After this process, you may need to embed reading the new policy into your company’s standard employee onboarding process, adding it to the list of required reading. Some policy management solutions can help with this; for example, with Xoralia adding a new person to the appropriate Active Directory group when they join can automatically trigger the related onboarding and attestation process for that individual.

Rolling out a new policy

Rolling out a new policy is an important activity that needs to happen from time to time. By following the seven steps detailed above and using a solution like Xoralia, you’ll be able to successfully launch your policy and ensure it has been digested by employees.

If you’d like to discuss how Xoralia can help you roll out policies and procedures, then get in touch!

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During the demo, we'll walk you through Xoralia’s various features and functionality, providing plenty of time for you to ask our experts questions along the way.

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Why you need a central policy hub

Why you need a central policy hub




There is nothing more frustrating than trying to find a work document or piece of information that should be easy to find but proves difficult and time-consuming. Imagine you need to review a particular HR policy to resolve an issue within your team. You’re already pressed for time and trying to get things done, so spending time on a fruitless search can be highly aggravating.

You look on the intranet and on the shared drive without success. You look in your own inbox. Not only are you wasting your time, but it also might be preventing you from completing a particularly pressing task. Even worse, when you do find what seems to be the right HR policy, you’re not even be sure it’s up to date or the latest version. You email a colleague, but they don’t know. You then email a person in HR who you think is responsible for the document, although then they might not know the right person to contact.

For many employees this is the reality of trying to find key policy and procedural documents. Even important policy documents that are fundamental to the way people work are not always easy and obvious to find.

Creating a central policy hub where employees can quickly find every policy they need and know it is the correct version is the best way to avoid this situation. In this post we’re going to explore what a central policy hub is, the kind of challenges it helps overcome, and the benefits it brings.

What is a central policy hub?

A central policy hub is a single area where employees can access a collection of up-to-date policy and procedures and other related controlled documents from across the organisation. This hub will be a centrally controlled library or repository that will include a search facility to enable people to find the policies they need. It will also be easily accessible for all employees, for example integrated into the company intranet.

A central policy hub can be created using a document management solution like SharePoint or through dedicated policy and procedure software like Xoralia, which is based on SharePoint.

What challenges does a central policy hub help solve?

A robust policy hub solution such as Xoralia will help solve most of the associated challenges that come with managing policies in large and complex organisations.

Poor findability

The number one challenge for employees is finding the documents they need. Are they on the intranet? On a shared drive? In an email? On the HR portal or on ServiceNow? And is this the document or version I actually need? When there is poor findability for critical process and procedural documents because they are spread over multiple repositories that some employees may not even have access to, it can be time-consuming to find the right document. Employees may even give up in their search.

Wasting time

When there is poor findability, many employees will ask their colleagues if they know where the document is. If that colleague does not know, they may recommend someone else to ask, and the process gets repeated. Imagine how many times this occurs each day across a large workforce – it’s a total waste of time and drain on productivity. Equally, huge amounts of hours also get lost when people try to carry out searches which end up being unsuccessful.

Managing a large amount of policy documents

Some HR, IT and compliance-related teams have large numbers of process and procedural documents they need to manage. Keeping on top of these, ensuring they are easily disseminated, kept up to date and retiring them when needed, can be both time-consuming and logistically challenging.

Managing multiple stakeholders

Sometimes communications. HR or compliance teams try to organise better access to policies, for example on the intranet. But managing policies and procedures involves working with multiple stakeholders, who may not buy-in the approach or view it as a priority. Sometimes individual policies also need input from multiple stakeholders, all of whom are very busy.

Multiple versions in circulation

When you don’t have one source of truth for policies and procedures, inevitably multiple versions start to go into circulation. People rely on documents they were previously emailed or which they have stored in a local drive, because they know how hard it was to find the policy document in the first place. This has two outcomes. Firstly, employees act on potentially out-of-date policies that may open organisations up to various risks. Secondly, employees have little faith in the documents they find being up to date, so they sometimes check with policy owners.

Global vs local procedures

Some global organisations have both global policies that are relevant to all locations, but then also local policies that need to be applied too. Ensuring employees can access the right global policies as well as specific local policies can be very challenging. How does an employee know when a global or local policy applies to them? Sometimes access to specific local policies also needs to be restricted for risk management reasons, particularly in the HR space.

Making people aware of new policies and procedures

Making employees aware that a new policy and procedure has been issued and that they need to take notice of the change can be very difficult. Policies aren’t the most interesting items to read and it’s hard to get the attention of employees. Moreover, you may need to show an external regulator that a policy has been distributed and understood by employees, particularly if it is compliance-related.

Why you need a central policy hub

Many of the above challenges are solved quickly and in a straightforward way by having a central policy hub. Let’s explore some of the key benefits.

Making policies and procedures accessible for all

Policies and procedures apply to all employees and it’s important that everybody can access them. You can’t expect everybody to adhere to company policies if they cannot easily access the relevant documents. A central policy hub that the entire workforce can easily access is simply the best way to make this happen.

Making content easily findable and searchable

A central policy hub will also have a robust search to make it easy to find a particular policy with appropriate filters, such as viewing by department or subject area. A solution like Xoralia also has custom tagging so you can categorise policies in any way you like. Ideally, you can also integrate your central policy hub with your wider enterprise, intranet or Microsoft search. Making content easily findable and searchable lifts many of the challenges that employees experience in finding what they need.

Supporting version control and lifecycle management

Because a good central policy hub solution will have content appropriate version control built-in as well as lifecycle management tools such as automated review reminders and dedicated views for policy owners for all the documents that they are responsible for, it means many of the challenges associated with managing multiple policies will be gone. This will help policy owners ensure the latest versions of documents are always available and significantly reduce the risk of having multiple versions of policies in circulation.

Working with multiple stakeholders

A central policy hub solution should also allow you to work easily with multiple stakeholders, with clear and granular permissions to ensure different departments are responsible for specific policies, but which all feed into one common place to access them.

Ensuring information is trusted

Because a central policy hub should contain all the latest versions of policies it means that these will be trusted by employees; a central policy hub will encourage people to use policies with confidence.

Saving time

When employees know where to find policies, can search for them easily and have confidence they are the latest versions, it will eliminate much of the time wasted on unsuccessful searching and asking colleagues. Only a central policy hub can successfully save you time.

Establishing accountability

Because a central policy hub works well and is also transparent about who is responsible for each policy, it means policy owners are more accountable for keeping policies up to date. In our experience, this encourages good behaviour across the board.

Meeting complexity around global and local policies

Great policy management software like Xoralia can also use audience targeting to ensure that some documents are only visible to some audiences, and to show the right balance between global and local policies based on a user’s Active Directory profile.

Keeping employees up to date with new policies

A central policy hub also may have features that allow you to alert employees to new policies. Xoralia has a mature employee attestation feature that means employees can confirm they have read, agree and understand a policy, with automated reporting and notifications to drive adoption and show third party regulators your progress.

You need a central policy hub

Managing and disseminating policies can be challenging but a central policy hub goes a long way to overcoming many of the associated challenges. Why not book a demo of Xoralia to see what a central policy hub looks like in action?

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Find out more about Xoralia policy management software

During the demo, we'll walk you through Xoralia’s various features and functionality, providing plenty of time for you to ask our experts questions along the way.

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How to manage document reviews and version control

How to manage document reviews and version control

There are many ways in which you can utilize SharePoint’s version control functionality. However, in order for Xoralia to work correctly and to get the best reporting out of Xoralia our recommended process is as below.



Watch

Important notes:

Don't include version numbers within document titles, such as “[Document title] v1.0” or “[Document title] June 2022”, as this dilutes the importance of the document title and also suggests that you may be keeping multiple iterations of the same document within a SharePoint document library.

Our requirement is that you keep one document per policy/procedure, and it’s content changes as per its lifecycle - but with the same document title (retaining its SharePoint document ID). The only change to the document records within SharePoint (excluding the content) is that the Document Version metadata column is updated at an appropriate time as to when the document content itself is updated (and perhaps sent for review). When up-versioning a document by using the drag and drop functionality within Xoralia, the document title must be the same and you must overwrite the existing document within the document library in order to keep the assignments within Xoralia active and to create a rolling read record history.

If you delete a document from its document library, then upload a new document (even with the same document title) SharePoint considers this a new document and gives it a new Document ID, therefore the assignment records and read history will no longer display within Xoralia.





There’s no need to worry when it comes to losing old document version and its content. The back-end of SharePoint is powerful and previous document iterations can always be found using the Version history feature under the Document epilepsies. You can restore old versions of documents using this tool.





See example document below that has been assigned to and read by a document reader in Xoralia. The version the users has read is Leavers procedure, version 2.7 (July 2022).





However, if a new version of the document is uploaded (and overwrites the previous document in the SharePoint library) the new version is displayed in Xoralia. Note document title MUST be the same to enable this functionality and audit history within Xoralia.





If the user is expected to re-read the document due to the up versioning, the document owner will need to mark the user as unread using the ‘mark as not read’ functionality. This will automatically send a notification to the user to re-read the document. Once they then re-read the document, all history will be stored in Xoralia.





How to assign yourself or others as Document Owners

How to assign yourself or others as Document Owners

To be a Document Owner means the user will be able to assign the document to a user or groups to read in Xoralia. The metadata field that drives these permissions can be found in SharePoint. First, navigate to your SharePoint site and document library associated with Xoralia. You should see three columns which drive the access and data displayed in Xoralia, Document Contact, Document Owner and Document Version. Edit these columns using grid view.



The Document Owner column is a People Picker field. Select as many Document Owners as you need within your Active Directory to manage the document within Xoralia. Giving people the Document Owner permission means they will be able to set expiry dates, assign documents, set read by dates and access document read history in Xoralia.



Exit grid view once done, then wait a few minutes for Xoralia to sync and pull through the new permission level.

AD groups and how we use them in Xoralia

AD groups and how we use them in Xoralia

It would be an unmanageable task to assign documents to your wider organisation by individual. To resolve that problem, Xoralia uses Active Directory (AD) and O365 Groups to help target a document for attestation.

When assigning a document, the document will allow the document owner to select as many Groups or individuals as they want within the Assign to audience field. This field is smarter than it looks, when using an AD group it is also dynamic and will adapt to changes made within the Active Directory automatically.

For example, if you assign a document to an AD group of people to read and they have 30 days to read the document, as and when new people are added to the group Xoralia will assign the document to them too. When using the relative read by date field, this also gives the new user the amount of time specified to read the document as to when they were added. It may be the case everyone needs to read the document by a fixed date, lets say 31/03/2023 – but we think that would be less likely than a relative date as to when the document was requested to be read by each user.

Subsequently, if a user is removed from the Active Directory group the opposite happens – the assignment for the user to attest to the document is cancelled. However, users and their read records will always remain. If an individual leaves the organisation, their read audit log is not lost and will still be available within the document read reports ‘log’ tab.

User reports for everyone will also always be available in the reports tab for Xoralia system admi users.

Compliance monitoring: how policy and procedure software can help

Compliance monitoring: how policy and procedure software can help




Ensuring regulatory and legal compliance is a critical activity for every business, but is particularly important for regulated industries such as financial services, healthcare, utilities and more. Businesses must ensure they comply with regulations in multiple different areas such as health & safety, data privacy, and even marketing; not complying can result in everything from reputational damage to extensive financial penalties.

To help ensure and maintain compliance, many organisations put compliance monitoring in place to check on an ongoing basis that commitments are being met. This can involve different processes and using various applications, including the use of policy and procedure software to ensure employees are keeping up to date with new compliance-related policies. In this post we’re going to explore compliance monitoring in more detail, why its important, the plans that need to be put into place, and how policy and procedure software can help.

What is compliance monitoring?

Compliance monitoring can be considered as the different processes and relative activities carried out by organisations to gather, review and report data that will help indicate whether employees, teams and systems are complying with regulatory and legal commitments. Some regulators will expect or insist that compliance monitoring is put in place.

Compliance tracking and monitoring reduces the risk of non-compliance by:

  • indicating if there are areas of risk and where interventions need to be made
  • showing where there have been specific example of non-compliance and where corrective action needs to be made
  • ensuring employees are compliant as they know there are monitoring systems in place
  • measuring and tracking employee attestation relating to changes in polices and processes that relate to compliance
  • providing data and reports that can be shown to regulators and other third parties.

Why is compliance monitoring important?

Regulators across different industries and areas expect companies to be actively doing what they can to ensure regulatory compliance; active and ongoing compliance monitoring is an important part of this. Falling foul of regulators can have serious consequences, resulting in:

  • Potential financial penalties
  • Reputational damage as non-compliance goes public
  • Potential legal action
  • Even suspension of core activities by the regulator.

Moreover, most compliance measures are in place to prevent bad things happening such as accidents or corporate fraud, so tracking and monitoring to ensure that rules and regulations are being understood and followed also reduces risks across key business areas.

Which team should monitor compliance?

Monitoring compliance is rarely just the responsibility of one team. While there may be some functions whose main activity relates to compliance such as the legal team, a professional services team, a health & safety team, or a specific regulatory department, actually monitoring tends to involve multiple support functions. For example:

  • HR teams may need to ensure compliance monitoring is built into people-related processes
  • Learning teams may need to facilitate training that covers areas of compliance, and which needs to be tracked
  • IT teams may be responsible for software used for compliance monitoring or manage systems which need to be monitored
  • Communications teams may control channels and tools which are involved in compliance monitoring, for example the corporate intranet.

To a certain extent, compliance monitoring also involves every manager, who needs to ensure that compliance commitments are being met within their team.

What processes and activities are involved in monitoring compliance?

Typically, compliance monitoring can involve various different activities, including:

  • Performing automated tests on different systems to indicate potential compliance-related risks
  • Carrying out manual audits of systems and processes by central compliance units or third-party regulators or expert organisations
  • Training new and existing staff on areas of compliance and any relative updates, and then reporting on this to show the training has taken place
  • Asking staff to confirm that they are following compliance-related processes and understand changes to compliance when they arise, and then reporting on these confirmations.

Policy management software like Xoralia can help organisations meet their regulatory responsibilities and achieve compliance (particularly in these latter two areas).

Do we need a strategy and plan for monitoring compliance?

Having a formal strategy and plan for monitoring compliance is important. This should be documented and can be shown internally to stakeholders, teams and employees, but also to a regulator, external third-party or even a client. A documented compliance strategy and plan will show that your organisation:

  • is doing what it can to monitor compliance
  • takes regulatory compliance seriously.

What should be in a compliance monitoring plan?

The plan should provide the overall strategy and approach, as well as the key processes, such as:

  • Automated testing across different systems
  • Central manual review processes
  • Training for new and existing employees
  • Employee attestation processes relating to compliance
  • Communicating changes
  • Reporting and controls used
  • Who is responsible for all of the above
  • Frequency of any processes.

How can policy and procedure software help with monitoring company-wide compliance?

Policy and procedure software like Xoralia can help organisations effectively monitor and track compliance throughout an organisation. Compliance with regulatory commitments is usually down to the individual actions of employees; therefore, training and related employee attestation processes are key. Employees confirming that they have read and understood a policy or procedure plays an important role in monitoring for compliance.

Policy and procedure software can be a backbone of compliance by providing a central, carefully controlled library of compliance-related policies and process documents that employees can access. It also supports employee attestation by:

  • Asking employees to acknowledge they have read and understood a policy or procedure, including new hires
  • Requesting employees read and acknowledge a new or updated policy or procedure
  • Reporting on progress to ensure that all employees have read a policy or procedure
  • Automating much of this to make it easier to communicate changes in policies and avoid employees being missed in the attestation process.

How does software like Xoralia help organisations achieve regulatory compliance?

Superior policy and procedure software like Xoralia adds particular value to your core compliance monitoring in a number of ways, which not only improves your monitoring, but also gives extra confidence to external regulators that your monitoring processes are robust, thorough and efficient.

Specific strengths of Xoralia include:

  • Integrating with Office 365 and Active Directory groups to allow you to automate attestation processes for new starters
  • Helping establish recurring annual attestation processes
  • Adding an additional layer of compliance monitoring by testing employees to see if they have understood or digested a policy
  • Providing targeted reporting and related output that can help monitor compliance progress across different teams, but also be ready for third-party regulators to view, as well as integrate into different Power BI dashboards
  • Providing additional auditing of changes to policy and procedure document libraries.

Using policy and procedure software

Compliance tracking and monitoring is important, particularly in regulated industries. Policy and procedure software provides critical monitoring around employee attestation and should be a part of any compliance monitoring strategy and plan.

If you’d like to discuss compliance monitoring get in touch or even arrange a free Xoralia demo.

Book a live demo

Find out more about Xoralia policy management software

During the demo, we'll walk you through Xoralia’s various features and functionality, providing plenty of time for you to ask our experts questions along the way.

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Xoralia 2.4.0 release notes

Xoralia 2.4.0 release notes

Highlights of this release:


User dashboard

With the release of a user dashboard, end users are now able to view their read statistics against all documents across all document libraries in a singular view. Our new dashboard displays long term statistics in an easily understood visual chart, encouraging them to read documents on time and try to improve their average quiz score.

For more information, visit our knowledge base page: Xoralia user dashboard


Suite of reports

For users that are a Xoralia system administrator, a suite of reports is now available to help with the use and statistics stored within Xoralia. The following reports are available with their denoted purpose below and can be found in the Reports button in the heading menu.

  1. Xoralia system information
  2. Document information
  3. Document expired or pending review
  4. Document and associated assignments
  5. User read history

For more information, visit our knowledge base page: Reporting suite


Custom notification email address

There is now the functionality to update the email address used by Xoralia to send notifications to individuals within your organisation.

For instructions on how to update the email address used by Xoralia to send notifications to individuals within your organisation, visit our knowledge base page: Changing Xoralia notification emails


Notification on/off functionlity

There is functionality in Xoralia to turn on and off notifications to document owners and end users as well as to modify the from email address.

The toggles and domain modification settings can be found by Xoralia system administrators under the settings menu, which can be found top right to the Xoralia landing screen.


Extensive read history logs

An additional tab has been released into the Xoralia read reports allowing for the visibility and audit history of document readers who are no longer assigned a document, either through the recipient assignees field or whether they have been removed from the active directory group.

The log tab also records when an email reminder was sent to each user, when and by whom. Also, it tracks whether the status change was forced by an administrator or changed by the document reader.

All read tabs are downloadable using our Download this report button and are styled for ease of use.

For more information, visit our knowledge base page: Read report

Read report

Read report

Within the read report there are three tabs for attestation information. The read and not read tabs are indicative of all individuals that are currently assigned the document and their attestation (read) status.

The log tab, provides an extensive view of all read history of the document, regardless of active assignments, plus details of when email reminders have been sent by document owners.

All tabs are downloadable, using the ‘Download this report’ button.

The read tab will give you details of all active assignees that have read the document. It also details the version of the document they read, on what date and other information such as if the status was overridden by the document owner at any point in time.

The not read tab is the same format as the read tab, including functionality to search for users within the assignment by name, location, and department. As a document owner you can also override the status of each individual if desired.

The read log will provide a record of all actions against the documents for both currently assigned and no longer assigned individuals. For example, if someone has left the company, their read records will remain in the log tab.

The log tab is also useful to see when email reminders have been sent to document readers.

All information displayed within the read tabs (including log) is also available in download excel form and follows the same format.

Changing Xoralia notification emails

Changing xoralia notification emails

Changing the notification emails from Xoralia to your custom domain

To update the email address used by Xoralia to send notifications to individuals within your organisation, please ensure first you have an appropriate email address set up within your Active Directory, set with email address and password. The account must also have the correct license to send emails from the account.

The steps below document the process to update/active and de-activate your custom email from address. Note if unchanged or reset, all emails from Xoralia will be received from [email protected]

1. First, switch the Connect account toggle to on, and type the desired from email address into the search field. Click Authorise and save.

2. Next, authentication is required using a password.

3. Once successfully authenticated, authenticate button will be greyed.

4. It is recommended a test email is sent from Xoralia to confirm the account.

5. Test email will be sent to Xoralia system administrators and the account populated within the search field in Xoralia settings.

6. View example below of custom email address being used from Xoralia from a document reader’s perspective.

7. To disconnect or modify the custom notification email address, turn off the Connected account toggle and click ‘Save’. Unless Save is clicked, email address will not be modified.

8. Once reset, the notifications will again be received from [email protected] and the connected account will appear as off.

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