This specification outlines the Notifications and Tasks related to compliance within Yonder. It focuses on informing end users about Changes in documents, specifically when Change Requests (CRs) are incorporated, leading to the publication of a new content revision or version and does not consider workflow notifications.

Change Requests, Changes & Compliance Tasks

When new documents are made available or undergo changes, the following process ensures that end users are appropriately informed.

Yonder allows you to create notifications and their corresponding tasks based on Changes you want to communicate. This is typically done for following occurances:

• New content: 
  A new document is released and you want to inform your workforce accordingly
• Revised content:    
  If Change Requests (CR’s) are incorporated, they result in a Change that is published as a content revision (aka version).

End users are selectively notified based on the necessity of communication. The options include:

• Does a change need to be communicated?
  • If yes, a change task can be generated    
     
• Who needs to be notified?    
  s to users can be sent out so that they receive personal tasks in their inbos.
  • Notifications can be sent do defined audiences:
    • Named users
    • Groups    
       
• What is the compliance relevance of the task?
  • Read – the task recipient just needs to read the task, no further action needed
  • Read & Acknowledge – the task recipient needs to confirm / acknowledge the task    
       
     
• What is the criticality of the task?    
  Depending on when the content is being effective, the criticality of tasks is raised:
  • Blue: not critical, task has been done
  • Orange: change will be effective in the future
  • Red: change is effective (today or overdue)    
    

Task Life-Cycle

Tasks undergo following life cycle:

Creation

Tasks are created in Yonder when a document is published respectively released and a change task has been generated.

At this point of time, the tasks are prepared in the system.

Visibility

Tasks respectively their entry in the Notification section are made visible to the recipient (their audicence) when the document is becoming visible.

For certain document types (such as files and memos) the visibility = effectivity and the receipients will be notified upon publication of the content.

Deletion

Tasks respectively their entry in the Notifications section can only be deleted once done (done = read respectively read & acknowledged). This is to ensure that compliance is tracked.

Compliance

The confirmation of tasks (read / read & acknowledge) is used to make sure that your team is informed about the defined changes.

Notifications and the contained tasks are not filtered so that the user has a complete overview over the personal reading status. Notifications can only be deleted once all tasks are done. 
A notification with all tasks done is not compliance relevant anymore and can be deleted at any point of time.

The system will therefor log the task confirmation on a user basis. For further details on compliance, please refer to the section ‘Analytics - Compliance Reports’.