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Document Sign Off - Administrative User Guide

Documentment Sign-Off - Administrative User Guide

Created by Greg Katz, Modified on Mon, 9 Feb at 7:27 AM by Greg Katz

Upload New Document to Policy & Procedure Document Library

 

  1. Go to the library which you have selected in policy sign off web.
  2. Click Add document choose the file (ex: pdf, word etc.) and click ok. 
  3. Enter the document information; enter title, check require sign off checkbox, enter Sign Off Revision, give Sign Off Deadline, enter Sign Off Groups value (in this field you can enter group or individual users,) check Notify Users and save the item.


Or we have document sign off link in left nav which will redirect to another screen.


When you click on new Policy & Procedure button you will see upload document screen see below:



Click on upload button and select the document to upload document.



after upload it will display like below:




Setup signoff for officers:


After doucment upload now you have to select three dots and then click on more and properties.


Now you will see other information which required setup signoff.




Setting Question and Answers for Document Sign off

 

  1. Go to the left navigation bar and click the Policy Sign off Question and Answers link. A new page will be open showing all policies and the question and answer format for entering questions and answers.
  2. Check the “enable questions and answers for this policy” checkbox if you want quiz functionality for this policy.
  3. Enter the policy questions and their representative options and answers (max number of questions is 10.)
  4. Save after entering all questions, options and answers.




Signing off the Document With the Quiz 

  1. Go to the library which you have selected in policy sign off web.
  2. Log in to the site as the user you assigned in the Sign off Groups field.
  3. You should now see the policy in the web part for sign off. Click “sign off” and the user is redirected to the quiz page.
  4. There will be 10 questions of which 3 questions need to be correct for the user to sign off successfully. 
  5. If the user fails to answer 3 correct questions the user will see a failure message and will be redirected to the home page.
  6. To successfully sign off the user should reattempt to answer 3 questions correctly by attempting the quiz again. 
  7. Upon successfully answering 3 correct questions a message will appear indicating successful sign off and the user will be redirected to the home page.



Signing off the Document Without the Quiz

 

  1. Go to the library which you have selected in policy sign off web.
  2. Log in to the site as the user you assigned in the Sign off Groups field.
  3. You should see the policy in the web part for sign off. Click “sign off” to sign off the document. 



Policy Sign off Report 

 

  1. Go to the page in the left navigation that says “Policy signs off”
  2. Choose the viewing order (organized by Policy, Archived Policy, or Officer) 
  3. Select the policy name in the drop-down menu and click” view” to see the status of officer sign off.
  4. Download the Policy to print if desired – click the PDF icon to export the report in PDF.







Archive Old Policies (or old versions of a current policy) no Longer Needing Sign Off 

 

  1. Go to site settings and click “DHQ Policy Sign Off Archived Settings” under DHQ Settings group.
  2. You can opt to automatically archive older policy revisions with the top check box if desired.
  3. To selectively choose a policy or officer to change archive status choose from the drop down menu. (Revisions of that policy will be shown.)
  4. Select the revision of the policy that you want to change the archived status (Archived/Not Archived.) You can select more than one at a time (press CTRL and click on the name of the policy revisions to select multiple policies to archive at once.)
  5. Click the “Is Archived” box to change the status to archive.
  6. Click the “Update” button to finalize the changes.
  7. After saving it will not be displayed in the Policy sign off Questions and Answers page.
     


Reassign a Policy to an Officer

 

  1. To enable officers to read policies which they have missed and the sign off deadline has passed: Select “Report by Policy,” choose the policy and click on the “view” button. You will see the officers whom have been assigned that policy and the status of whether each is signed off or not.

A “Reassign Policy” button appears at the bottom only when there is an officer remaining to sign off and the deadline date of that policy has passed. Click on “Reassign Policy” button to assign the policy again to only those officers who have not signed off. This creates a latest version of that policy with an extended deadline date of 15 days.



Add/Create Signoff Groups

  1. Go to Site Actions.
  2. Click on “Site Settings.”
  3. Under “Users and Permissions” click “People and Groups.”
  4. On the left hand side you will see “Groups.” If you want to build a new group click on “Groups,” “New” and “New Groups.” You will then be able to name the group and its owner and set all the group settings.
  5. If you want to add to an existing group select from the Group list by clicking on the name of the group.
  6. Click “New” and “Add Users.” Type in the user name and “enter” and then click “OK.”


Add a New Officer (Active Officer List)

  1. Go to Site Actions.
  2. Click on “Site Contents”
  3. Click on “Policy Sign Off Officers.”
  4. Click on “New” at the top of the list.
  5. Fill out the details of the officer title and name and click the box for officer status and click “Save.”



Remove/Retire Officer (Active Officer List)

  1. Go to Site Actions.
  2. Click on “Site Contents”
  3. Click on “Policy Sign Off Officers.”
  4. Unclick the box for officer status and it will change status to “No” in the overall list.

Note: if any officer retired from department or does not need further sign off on any document just change the officer status here, do not remove officer from AD/Active directory as this will give errors on report pages.




Assign Policies to a New Officer(s)

  1. Go the library containing your policies, orders, etc?
  2. Select the desired policy from the document library as shown below. Do not select whole folders on this step as it will cause issues due to some built in limits within the SharePoint platform. Open the folders first, then select the individual files


        3. Access the Files tab at the top of the screen and click on Assign Sign Offs 




        4. The Assign Policy Sign Off form with open. Specify the deadline to complete and assign the user in the Sign Off                    Groups box, check Notify Users and click on Assign Policy


        5. Click OK on next pop-up

        6. When a policy is published it will show on the homepage with a revision number and the deadline date. The user will need to click on the document to read and sign off and take any assigned quizzes.