What the module does
- A list of documents; the number of unread / unconfirmed items is shown by a badge on the tile.
- Filter by type, by acknowledgement state, plus search.
- The type carries the colour the content administrator chose for it - on the card, in the list and in the detail - so you can tell the kind of document at a glance. A type with no colour set stays blue.
- Versioning of documents - version history. You always receive only the published, currently valid version to read; older versions can be opened from the detail.
- A confirmation is always valid for one version only. Publishing a new version starts a new round of acknowledgement for all recipients - the confirmation of the previous version no longer counts and you have to acknowledge the new wording again.
- Who the document is meant for is decided by targeting at depots, departments, categories or employees by name; empty targeting means everyone. Targeting is shared by all versions of the document.
- Attachments - images and PDFs open in a preview, other files are downloaded.
- Read confirmation, including the option of a custom confirmation button text. Anything awaiting confirmation is shown in purple, confirmed documents in green. When a deadline is set, an unconfirmed document shows “Confirm by dd.mm.yyyy”; once the deadline passes it turns red - “Past the deadline” with the date - and a reminder arrives.
For content administrators
Documents cannot be managed in EDISONKA - they are managed on the web:
- Creating a document and its new versions, editing, copying and deleting. Delete version removes one wording including its attachments and acknowledgement record; with a single version the whole document is gone.
- The version text is written in a WYSIWYG editor, including images inserted directly into the text; attachments can be uploaded to every version.
- Valid from – to and the Published version switch sit on the version card. Off = draft; readers do not see the version and the previous release stays valid.
- Targeting has four levels: Depots, Departments, Categories and Employees by name. You can pick at most 10 values per level; an empty level means everyone. The Recipients tab shows who will receive the document.
- Enabling read confirmation and a custom Confirmation button text.
- Acknowledgement deadline - for a version with confirmation you set a deadline in days (the default is configured by your carrier), optionally a reminder repetition and a Report e-mail. That e-mail replaces the author - an empty field means the version author receives the report. The deadline may not exceed the version’s validity.
- Acknowledgement check - once the deadline passes, the system sends a reminder to those who have not confirmed and a report by e-mail. Everything sits under the Acknowledgement (N) button, where N is the number of open checks: the acknowledgement overview and the Acknowledgement checks item with a log of checks that have run, a list of people who have not acknowledged the document, a repeated reminder, closing the check and a CSV export. For each recipient you can see whether the reminder is Delivered, Not delivered, or No contact - meaning the person has neither an e-mail address nor a device with EDISONKA.
- Remind - sending a reminder manually, only to those who have not confirmed yet.
- Sending a notification to EDISONKA. The confirmation dialog first states how many people the targeting reaches and how many of them have a registered EDISONKA phone, and warns when the targeting does not match you. A notification cannot be sent for a document recipients would not see - without a published version, with the version turned off, or outside its validity.
- An overview of who viewed and confirmed the document is kept separately for each version - Export Excel, Export CSV and Print record. A PDF is produced by the browser’s print dialog; it is not generated on its own.
- Clearing the history of views and confirmations for the given version.
- Move to news (in the More menu) - the published version including attachments is transferred, older versions and the whole acknowledgement record are lost. The action cannot be undone.
- Managing document types, including the colour that makes a type recognisable in the lists.
- In the administration table the administrator sees all documents. The reader’s list My documents shows even an administrator only the documents targeted at them.
Differences between the phone and the web
- Documents are managed on the web only; in EDISONKA they are read and confirmed.
- Search on the web also goes through the text of the published version; EDISONKA only offers a filter by title and type.
- The web offers the state options Not viewed / Not confirmed / Pending in the list; EDISONKA has a single pending switch.
- Past the deadline EDISONKA puts the date in brackets - “Past the deadline (dd.mm.yyyy)”; the web writes it without brackets.
- Attachments can be shared only in EDISONKA; the web opens the attachment in a preview or downloads it.
Carrier settings
Defaults the company sets once for the whole module. The administrator can override them on an individual version.
- Default acknowledgement deadline (days) - pre-filled for a new document. Empty = do not pre-fill, 0 = do not check.
- Default reminder repetition (days) - pre-filled for a new document. Empty = do not pre-fill, 0 = send once.
- Report copy to e-mails - comma-separated e-mails; they get a copy of every acknowledgement check report.
- Send the report even at 100 % - off = the report is sent only when someone has not acknowledged the document.