Request Re-read and Not Read
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In Xoralia, document owners can manage users’ progress on reading assigned documents. Two key features that help in this process are the Request Re-read and Mark as Not Read functions, which allow admins to request users to re-read a document or flag it as unread.
Requesting a Re-read
In Xoralia, document owners can request individuals to re-read a policy by navigating to the Read Report section. Under the "Read" tab, they can select the relevant users and choose the "Request a Re-read" option. This feature is particularly useful in cases where changes have been made to a document or when there is a need for users to revisit important content.
- End Users
- When a document is marked as "Request Re-read" for an individual to whom it was previously assigned, the document will move back into the "Documents I Must Read" section under My Reads. The user will also receive an email notification alerting them of the re-read request. If the document's read-by date is configured based on a relative number of days, this date will be reset accordingly. The "Request Re-read" function effectively works like a new assignment, prompting the user to treat the document as if it is a fresh task, ensuring they review the content again. Additionally, an email notification will remind the user of the updated requirement.
- Document owners
- Marking a document as "Request Re-read" moves it from the "Read" tab to the "Not Read" tab in the Read Report section. This action resets the read-by date, if set based on number of relative days. prompting users to treat the document as a new task that requires their attention. By requesting a re-read, document owners.
Mark as not read
In Xoralia, document owners have the ability to mark policies as "not read" for specific individuals by visiting the Read Report section. Under the "Read" tab, they can select the relevant users and choose the "Mark as not read" option. A practical use case for this feature is when a user is not complying with a policy they have previously read, and the document owner deems it necessary for the user to re-read the document. This feature is particularly useful when there is concern that the user has not fully acknowledged or understood the content.
- End Users
- When a document is marked as "Mark as Not Read" for an individual to whom it was previously assigned, it will move back into the "Documents I Must Read" section under My Reads. The user will receive an email notification, prompting them to revisit the document. Unlike the "Request Re-read" feature, the original read-by date, as set by the document owners, will remain unchanged. This function ensures that users are reminded to review the document without altering the initial deadline, maintaining the original compliance schedule while reinforcing the need for action.
- Document owners
- Marking a document as "Mark as Not Read" moves it from the "Read" tab to the "Not Read" tab within the Read Report section. Unlike the "Request Re-read" option, this action does not reset the read-by date. As a result, the user retains the same amount of time initially set to read the document.
Steps for Admins to Request a Re-read or Mark a Document as Not Read
- Requesting a Re-read:
- Navigate to the Read Report page.
- Locate the document you need the user to re-read.
- Click the Request Re-read button.
- The user will receive an email, and their read-by date will be reset.
- Marking as Not Read:
- On the Read Report page, find the document.
- Select the Mark as Not Read button.
- The document will be moved to the "Not Read" tab, without resetting the read-by deadline.
Practical Example of Read Management
- Relative Read-by Date Example:
- On January 1st, John assigns a document with a relative read-by date of 31 days from assignment. All current members receive an email notification on January 1st, requiring them to read the document by January 31st. On March 1st, if the document needs to be updated, John can request a re-read, giving the users another 31 days to read the updated version.
- Effect of Marking a Document as Not Read:
- If John marks a document as Not Read for one of the users on January 10th, it will return to their "Not Read" section, but the deadline remains unchanged, meaning they must still finish reading it by January 31st.
Download user guide: Read report