Document/policy sign off

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pwo0123
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Document/policy sign off

Post by pwo0123 »

Hello everyone. Before I go down the rabbit hole of installing openkm I want pose a scenario/question.

Does openKM have a feature where when a group of users are assigned to view a document, Once a user views the document they must sign off saying they read the document. And does openKM have a feature to see what users read the document?

Thanks.

jllort
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Re: Document/policy sign off

Post by jllort »

Yes, you have a complete activity log in the application what makes you control of everything what happened with the document, all the history and actions done with them. Take a look here https://docs.openkm.com/kcenter/view/ok ... y-log.html

In case community you might use the events "GET_DOCUMENT_CONTENT" and "GET_DOCUMENT_CONTENT_BY_VERSION". In case professional edition we have an extra granularity separating the download from the preview with the events "DOWNLOAD_DOCUMENT", "DOWNLOAD_PREVIEW", "DOWNLOAD_PRINT"

The data you keep in logs - level of the audit - is controled by the OpenKM configuration parameter named "activity.log.actions" -> https://docs.openkm.com/kcenter/view/ok ... logactions

The data is stored into the table OKM_ACTIVITY, almost reports are using that table for retrieving data -> https://docs.openkm.com/kcenter/view/ok ... -pack.html

pwo0123
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Re: Document/policy sign off

Post by pwo0123 »

Thank you for the quick response.

Do you mind explaining how a user would “sign off” or acknowledge reading a document?

Is there a button or checkbox that the user submits saying yes I’ve read this?

Or is it based on the user viewing the document?

jllort
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Re: Document/policy sign off

Post by jllort »

Because in professional we have separated download events indicating what has been previewing you can quickly identify when a user has previewing a document and make reports about it.

In case community should modify the source code to take in consideration when document is for previewing an add a new event. It is something quite easy to be implemented. Also you can use GET CONTENT event but ... download a document is not exactly the same as previewing .... sometimes the user will really download the document and other is using the previewer ... because are using the same event you have not enought information about what really happened. If you want add an issue at https://github.com/openkm/document-mana ... tem/issues and we'll try to add this new event.

Another option might be the user set a comment in the notes ... indicating has been readed. But I think the best option for this kind of control is a new event.

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