General

Compliance reports is a feature in order to create statistics on the ‘readiness of users and user-groups’. Auditors will thereby check the ratio of the read / read & acknowledge status of the changes of documents. 

The feature can be accessed in through the ‘hamburger menu’ select ‘Analytics’ and click on ‘Compliance Reports’.

Use Cases

Compliance reports serves three main use cases:

Retrospective view (Past)

As an auditor I want to see the compliance status of changes for a given past date.

Expected result:

• List of document versions that were effective on that past date
• List of changes per document versions that were effective on that past date
• User or user group read / read&ack status for changes on that past date

Note: Archived and hidden documents and revisions have to be included

Current view (Current)

As an auditor I want to see the compliance status of changes for this point of time.

Expected result:

• List of document versions that are effective now
• List of changes per document versions that are effective at the current point of time
• User or user group read / read&ack status for a change at the current point of time

Upcoming view (Upcoming)

As an auditor I want to see the read status of change tasks at this point of time that will be effective in the future (document version must be released).

Expected result:

• List of document versions that are currently visible and effective in the future
• List of changes (available now) that are effective in the future
• User or user group read / read&ack status now for the changes already available

Note: as several document versions may exist, there can be multiple document version entries and within multiple changes per module.

Query parameters

The query consists of below parameters:

• Documents
  • Following documents are considered:
    • Only documents containing changes / tasks
    • Hidden and archived documents must be included
• Tags
  • Currently all tags of the respective tenant are available.
• Users
  • User information must be made accessible only by dedicated role
  • All users of the corresponding tenant are considered
• Roles
  • All roles (user groups) receiving change notifications are considered.

General principles

• Only documents containing changes (read and/or read & acknowledged) are considered.
• Document versions must be released to be considered.
• Hidden and archived documents are included for the reporting purpose
• User related information can be only seen with the role compliance_show_user (see roles)
• Compliance report is a feature exclusive to the online / web version
• If a document has been archived, the tasks still can be seen (status remains untouched: done / open)
• if a document has been deleted, the tasks will also be deleted

Roles

Required permissions see (here)

Manual Compliance Reports

Yonder offers a basic set of queries that can be executed in the reader.

Reports can be executed on three levels:

• Document
  • Aim: Show all documents that contain change tasks
• Change Tasks
  • Show all change tasks for a selected document
• User
  • Show the compliance status of a user / group

Current compliance report

Current is selected as the default view.

Perform a query:

• select the required query parameters (DOCUMENTS, TAGS, USERS, ROLES) and click APPLY

• you now can further drill down in the report by selecting a document (click on the document):

• the chapters containing change tasks for the selected document will be listed

• you now can (if you have the corresponding permission) select a change and see the compliance status for the individual users by clicking on the change task:

Upcoming compliance report

Similar to the current report you can query the compliance status for upcoming revisions at the given point of time:

Past compliance report

You can query Yonder as well for the compliance status at a given date and time in the past. This is especially useful if you want to see the status for a defined even.

Perform a query:

1. select date
2. select time
3. select the query parameters (as in the current reports) and click APPLY

You now can drill down in the report if required.

Save a report query

As a user you can save a query to be reused. E.g you are a team leader and want to query team A and team B to check their compliance status.

Proceed as follows:

1. execute the desired query
2. click on SAVE AS
   1. enter the report nae
   2. click SAVE

Your saved reports are accessible in the sidebar under MY REPORTS:

Export a report

Reports can be exported manually. Simply access the export functionality by:

• click on the 3-dot (kebab) menu 
• select export type
  • PDF
  • CSV

→ the report will be saved to your local storage

Automated Export (API)

If you want the full data exported to be used in your business intelligence system (BI) , we can configure Yonder to provide an automated export via our API (here).

Please contact your responsible to set up the interface.

General notes

• File is provided on a defined interval
• Time zone: UTC
• File format: CSV
• Encoding: UTF-8
• Field delimiter: comma
• Columns and order: Document name, Document owner, Document id, Document version, Document version id, Effective from, Effective to, Visible from, Chapter title, Chapter id, Change title, Change id, Role, Task type, User name, Compliance status, Compliance date