Understanding of procedures & training

Last updated: 2021-06-08
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 This article is intended for distribution list managers. A distribution list manager is an employee who sets up the distribution of directives to your company's employees. Therefore, only authorized users can see the distribution list settings.

How the settings of the directives and documents listing work

Directive familiarization is built on distribution lists. You create a distribution list for each document (directive), and you create a list of people to whom the document will be offered for acknowledgment. The distribution list also has a date - by when people have to get acquainted with the document. 

Once you have created the distribution list, the system will automatically send out notifications to all the people (users) listed on the list. It will send out reminders to those who have not yet acquainted themselves with the document on that date.

Aptien How to start using directive acknowledgment in Aptien

We'll walk you through a simple guide on how to set up policy acknowledgment for your needs. This functionality is available starting with the Company pricing plan. 

Install the "Policies and procedures" Organizer. How to install the new Organizer, please see this separate article.

  • Customize the template (predefined structure) of the Organizers to match the needs of what your company needs to record in the context of directives
    • Create the details that are missing 
    • Edit existing details (name, but also field type) 
    • Get rid of all unnecessary details 
    • Create / edit / deactivate detail groups 
  • Create categories for your items

Upload the directive you want to make employees aware of in the form of attachments. Ideally, in PDF format and declare it valid and effective in controlled documentation mode. The directive must be valid and effective to start the acknowledgment process.

The system administrator can now divide employees into groups for easier distribution of directives. Employees who will not be grouped can be selected by name.

The system administrator can enable the "Manage Distribution Lists" feature on the user role to manage the listing processes within the company. A role that gets this setting enabled will find the option to enable the "Manage Distribution Lists" functionality on its "Homepage". This setting can be found directly in the role settings in the top right corner.

For system users who will only be familiarizing themselves with the directives, create a special role or use the "Employee" role prepared by us, enable the "Policies" application in the same place for this role and set the start page to "Policies". This means that users will log in and familiarise themselves via a special application designed for this purpose.

Once logged in, the role can turn on Distribution List Management on the "Homepage".

Now we will learn how to create distribution lists. Select the name of the distribution list and click on "Add". Specify a deadline for employees to become familiar with the directive. Select the members (either user groups or individual users). If a user would be in more than one group, they will only be notified of the new directive once. Next, select the directive from your database of directives that you want users to become familiar with. Once these three conditions have been completed, saved, and the bubble closed, the directive distribution will automatically start.

For each directive, you will then find information about the percentage of acknowledgment with that directive. Once the acknowledgment is complete, you have the option to archive the directive, print the results of the acknowledgment, or delete the directive completely.

Notification to users after distribution of the new Directive

If the Directive is in force and the distribution list is ready, users will start receiving notifications of the new Directive to be familiarized with according to the following dates:

  • If a new directive is distributed, users will receive an email notification at 6:00 a.m. the following morning
  • 3 days before the end of the deadline for familiarisation with the directive 
  • On the day of the end of the familiarisation period 
  • Every day after the end of the familiarisation period, up to a maximum of 11 days in total after the end of the familiarisation period