Introduction
The Read and Understood ‘Onboarding’ feature is for businesses that need to ensure new starters joining are notified with acknowledgement reading requests.
How does it work
The Read and Understood App can monitor new users added to groups and send acknowledgement notifications. The Groups you choose to work with will be assigned in our Document Selectors using the To field or the SharePoint column on the Library when Column Recipient Addressing is enabled.
Options for Sending Notifications
When this feature is enabled, we provide two options:
New group members from midnight today, and
All group members on first use
New group members from midnight today
When this option is selected Read and Understood will process the group overnight for the first time for onboarding but not send any acknowledgement requests to existing group members. After the midnight run, any new group members will be treated as an onboarded user and the notifications will be sent.
All group members on first use
This is particularly useful when first setting up Read and Understood and you don’t want to make a change to a document to trigger an acknowledgement notification. With this option selected all members of the group will be processed during the midnight run and notifications will be sent to all documents targeted by that reading category.
What if a user is a member of another group, will they receive duplicate acknowledgement requests?
No. When processing groups, we filter users out if they have already been asked to acknowledege that version of the document in SharePoint.
Can I use both SharePoint and AD Groups?
Yes. As long as the groups are defined in the To field of the document selector then you can use both.
Can I use nested groups in a single group?
Yes. There are limitations to what group can be nested in Entra, however SharePoint groups support Entra groups being added. In addition Entra Security Groups support other Security groups being added. However, you cannot nest 365 groups due to a Microsoft limitation.
Can we get a reports?
Yes. Our Read and Understood Excel reports provide details of those groups defined and a percenantage of those users, within the group, that completed their acknowledgement request.
