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Read confirmation

The descriptions for read confirmation apply equally to processes, process groups and documents. The read confirmation has been changed with version 23.10. In order for existing customers with an ini…

Dennis Reichle
Updated by Dennis Reichle
The descriptions for read confirmation apply equally to processes, process groups and documents.

The read confirmation has been changed with version 23.10. In order for existing customers with an initial installation before October 2023 to be able to use it, the steps from section "New" read confirmation for existing customers must be implemented.

General

The read confirmation is a workflow whose purpose is on the one hand to inform users about newly published versions of processes and documents and on the other hand to request an active confirmation from these users that they have taken note of the changes of the process / document.

Process owners and document responsibles have different possibilities to request the read confirmation from the affected users. The process participants or document users in turn have various options to respond to these requested read confirmations.

Request & check read confirmations

With the approval workflow

When starting the approval workflow, you can use the Read confirmation required field to specify whether read confirmations are to be obtained.

If Yes is selected, a new case of the Read confirmation workflow is generated for editing after successful publication of the process or document for each process participant resp. document user and the owner resp. the responsible. The affected users are informed about this new case via e-mail.

An overview of all read confirmations already submitted or still requested for a process or document is available at the process/document via More actions -> Read confirmations.

A complete overview of all read confirmations can be found in the Read confirmation application menu.

In the user administration

In the user profile you can see for each user for which processes and documents read confirmations have been submitted or are still open.

Zur Übersicht dient die Spalte "Lesebestätigung" im Reiter "Prozesse und Dokumente", die folgende Werte anzeigen kann:

Yes

A read confirmation has been submitted by the user for the latest published version of the process / document.

No

No read confirmation has been submitted or requested by the user for any version of the process / document.

Read confirmation requested

A read confirmation has been requested by the user for the process / document, but has not yet been submitted.

Last read confirmation in version X

The user has submitted a read confirmation for a version of the process / document that was published in the past (e.g. version 1.00).

In the meantime, however, a more recent version of the process / document has been published (e.g. version 2.00), for which the user has not yet submitted or been requested to submit a read confirmation.

If any missing read confirmations are detected for the user, they can be marked in the list and requested using the Request read confirmation for these processes and documents button.

This button can also be used to subsequently request read confirmations for newly created users without having to republish the processes or documents.

Submit read confirmation

If a read confirmation has been requested by a user, he will be notified about it by e-mail.

The read confirmation is a case that needs to be processed in SmartProcess. The user has several options to open the case for editing:

  1. Clicking on the Submit read confirmation link in the notification email will take the user directly to the case window.
  2. In the SmartProcess menu Cases in the My cases list, all open cases, including requested read confirmations, are listed.
    1. This applies analogously on the start page for the elements "My cases" and "My tasks".
  3. In the Read confirmation application menu in the My list, the user sees the read confirmations that need to be submitted him or her.

If the user has opened the case window, he can open the affected process or document for viewing and confirm his task via the Submit read confirmation link.

"New" read confirmation for existing customers

The new form of read confirmation has been available since version 23.10. However, because it is a workflow and not a system feature, it is not automatically transmitted to existing customers as part of this update.

If customers with an initial installation prior to October 2023 wish to use the new read confirmation, the following steps must be completed.
Feel free to contact support@cwa.de if you need assistance with the transition. We are also happy to send you a quote for implementation through our consulting services.
  1. As an admin, check the Processes menu to see if there is a "Read confirmation" workflow in the Workflows folder. If Yes, the new read confirmation is already available to you. If No, you can continue.
This refers to a standalone workflow called "Read confirmation" and not the "Demand read confirmation" sub-workflow in the approval workflow.
  1. Import the "Read confirmation" workflow in the Processes menu: The import file will be provided by our support on request.
  2. In the Processes menu, open the approval workflow and there the form designer. In the form designer, edit the Demand confirmation field as follows:
    1. Expand the Extras area and set the "Field Tags for Approval Workflow" field property to Read confirmation required and save the field.
    2. Then open the field again for editing and edit the "Yes" and "No" selection list entries. The selection "Tagging for workflow" is now available here. Assign the "Yes" and "No" labels accordingly for the two options and save the field.
Optionally, an additional field "Read confirmation required (Heads only)" can be created as a Yes/No selection. This is only necessary if there are situations where read confirmations are only to be requested by the heads of the organizational units.

In this case, the new Yes/No field you are creating requires the "Read confirmation required (Heads only)" field tag and also the workflow tags on the "Yes" and "No" selection options.
  1. Set the newly imported "Read confirmation" workflow to active in the workflow settings.
  2. Remove the "Submit read confirmation" sub-process from the approval workflow process model.
If feedback from the "old" read confirmation is still outstanding at the current time, for which you want to wait in parallel, the object must not be deleted. In this case, only remove the decision and the connectors, as shown in the image, and leave the read confirmation "loose" in the model:
Background: Due to the set field tags in the approval workflow, the newly imported and configured workflow "Read confirmation" will be triggered in the future after the publication of a process / document. Therefore, the previous sub-process "Submit read confirmation" is no longer needed.

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