Must-read documents: confirmations, versions and the read report

Switch on Must read for anything people have to confirm they have read and understood: a policy, a safe way of working, a rule for drivers. Maliru records who confirmed which version, and when.

Make an item a must-read

Switch on Must read when you upload a file, write a page or add a link (Everyone who can see it confirms they have read it.), or later in the item's Details tab, then Save changes. When you add an item or publish a new version, tick Tell people to send a notification as well.

The table's Must read column then counts confirmations, such as 18 of 22, highlighted until everyone has confirmed. The Must read filter above the table lists only must-read items.

On the phone

The item appears under To confirm in the Binder with a Must read tag. The Binder row in Work shows a badge such as 2 to confirm, and Today shows 2 documents to read and confirm.

At the foot of the item is Read & confirm:

• for a file, it works once the file has been opened: Open the document, then confirm you have read it.
• for a page or a link: Confirm that you have read and understood this.
• for an uploaded video: Play the video, then confirm you have watched it.

Afterwards the item says You confirmed this on 3 Oct.

Without signal

A confirmation made with no signal is kept on the phone: Saved on this phone. Your confirmation will send when you have signal. It is sent by itself when the phone is back in coverage, and recorded once however many times it is tried. To read a file without signal in the first place, use Keep on this phone: see The Binder on the job.

New versions: a minor change, or read it again

To change an item, open it, go to Versions and choose Publish new version. Choose the new file, or edit the page or the link, and write What changed (Shown above it to everyone who opens it.). Then answer Does everyone need to read it again?:

• Minor change (keep confirmations) — A typo or a small fix. Whoever confirmed the last version stays confirmed.
• Everyone must read it again — everyone it is for is asked to confirm this version.

People who saw an earlier version see Updated: and your note above the new one. The version list marks each version Minor change or Read again. If someone is still reading the old version when you publish one that everyone must read again, Maliru asks them to read the new one before they can confirm.

The read report

The Reads tab shows where things stand, for example 18 of 22 confirmed version 3 and 4 people still to confirm · 20 opened. Each person's row shows when they opened it and when they confirmed. Outstanding means they have not confirmed. Confirmed v2 only means they confirmed an earlier version, but not the one everyone must read again.

The report counts only the people the item's folder is shared with. Export as CSV, the download icon, saves it with each person's name and team, when they opened it, when they confirmed, the version they confirmed, and whether that is the current one.

An item that is not a must-read still records who opened which version: 12 of 22 opened version 1.

Reminders, then the manager

Nobody needs chasing by hand. Three days after a must-read version is published, or three days after a person's start date if they joined later, anyone who has not confirmed gets a reminder. Three days after that, if they still have not confirmed, the person they report to (Reports to on their record in Users) is told, once. A manager with several people still to confirm the same item gets one notice, such as "3 of your people have not confirmed {title}". After a week, the row on their Today is marked as urgent.

These notifications are in the Binder group of notification settings.

Review dates

An item's Review date reminds its Owner to look at it again: two weeks before the date, and on the day. With no owner, the people who keep the Binder are told. The Due for review filter lists items whose review date is within the next 30 days or has passed.