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 and sorting newest or oldest first.
- Documents the content administrator has pinned sit at the top of the list under Pinned with a pin icon; the chosen sorting applies within that block and below it.
- 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 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.
- The Pin to top switch next to the name puts the document at the top of the readers’ list and applies to all its versions. You can pin or unpin it quickly with Pin / Unpin in the More menu or the row menu; in the administration table it is marked in the Pinned column.
- 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. If Employees are selected, only they receive the document. The Recipients tab shows who will receive the document.
- Enabling read confirmation and a custom Confirmation text, which the reader sees in full when confirming.
- 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 runs from the Valid from date, or from the day of entry if that date is in the past. 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 chooses Mine or Whole company in the Show filter. Mine (the default) shows the documents targeted at their assignment (cost centre, category), documents for everyone and the ones they created themselves, including drafts and expired ones. Whole company shows all of the company’s documents. The reader’s list My documents shows even an administrator only the valid documents targeted at them. In EDISONKA you switch between the reader’s list and the whole company in the Filter panel with Mine / Whole company.
- The State column and filter in the administration table show the state of the version in the row: Valid, Future, Expired or Draft; readers see only a valid version. In EDISONKA, with Whole company selected, a document that is not valid right now carries a state label.
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 the status All / Pending in the Filter panel.
- 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.