Alongside many core functions within Centrik the ability to track document distribution is valuable to a document owner or document manager. This allows you to track if a document has been read by an individual as well as sending reminders for unread documents.
The ‘Track’ button at a folder level allows you to track documents at an entire folder level.
When selecting the track option at a folder level the below screen is displayed, by default it will display users with due and overdue items first.
You can use the organisation, department, document type and ‘who to show’ areas to filter your view.
There is a ‘Send Reminder to All’ button, this will send an email notification reminder to all individuals still needing to read or acknowledged a document.
When viewing the list and clicking on an individual’s name will provide further details relating to the documents that have been distributed to that specific user. In the below scenario we have clicked on the first name on the list, Barron, John.
Within this area it is also possible to postpone document deadlines or due dates for all documents that have been distributed to this user.
Clicking on the ‘Postpone all’ button will allow a new deadline to be inputted.
A reason for postponing will be required alongside a new deadline, followed by clicking Postpone.
Once a reason and a new deadline have been entered all documents will be postponed. A PLAY button can be clicked on Postponed to date to view the reason for postponement, and who entered this into the system.
You are able to Un-Postpone by using the Un-Postpone All button, a confirmation button needs to be clicked in order to un-postpone. When un-postponing all documents revert to their original read by required date.
There is also a ‘track’ button available against each document allowing you to track individual document distribution and their readership.
Selecting track at an individual document level displays tracking of that document only.
The screen provides an overview of individual names and a date that this document was Read On (if it has been read). If not read there is an option to send individual reminders as well as a ‘Send Reminder to All’ button available on this screen.
If tracking is not enabled then track buttons will not be visible.