How to assign a document to a person or group

Once the user has the correct permissions from SharePoint as described above, an admin menu ‘Documents you manage’ will appear in the navigation within Xoralia. To assign a document click ‘All my documents’ in the left hand navigation and find the document you want to assign from the list that is presented. Clicking the document will launch a pop-up. Within this pop-up you can set the target audience, the read by date and whether it is a recurring or one-off assignment. Note that the document must also have an expiry date.

1. Expiry date

In order to be assigned, a document must first have an expiry date set. If there is already an expiry date you can skip this step.

2. The audience

In the ‘Assign to’ field you can build the audience that will be assigned the document. Simply enter the names of the people you want to assign it to. As you type the system will auto suggest names in a drop-down for the you to select from. The system will also suggest Active Directory Groups and Office 365 Groups. To find all the groups available in your organisation type the word ‘group’ in the field. A document can be assigned to a mixture of groups and individuals.

3. The read by date

The read by date, which can be a fixed (i.e. specific) date or a relative date. Choosing relative date is best if you are assigning a document to a group. This is because if you choose a fixed date then new group members could join after this fixed date and therefore receive an assignment where the due date has already past. By choosing relative date you are setting:

1. The number of days after the assignment date that existing group members have to read the document
2. The number of days after the join date that any new group members must read the document.

Example:
On 1st January, John assigns his document to the AD Group ‘Finance team’ and sets the read by date as ‘relative’ and 31 days. All members of the group receive an email notification on 1st January telling them they have to read the document by 31st January. On 1st March, Susan joins the Finance team and is added to the ‘Finance team’ AD Group by the IT admin. Although no change has been made in Xoralia, it automatically sends Susan an email notification telling her that she needs to read the document by 31st March. This is because Xoralia monitors groups to see if there are new joiner or leavers.

4. Recurring assignments

If your assignment is a recurring one, check the ‘Make this recurring’ checkbox and specify the number of days after which you want it to repeat. For example, if I am assigning the IT Security Policy and I want readers to re-read it once a year I set the number of days as 365.