Did you know about the document notifications in the Knowledgebase Content Manager (KCM)?
When preparing to go on vacation or sharing a heavy workload, KCM users can assign documents to each other.
They can also receive email notifications alerting them of the assignments and/or their due dates.
What is the KCM?
HR Knowledgebase customers can use the Knowledgebase Content Management (KCM) system—formerly known as the Client Content Toolset (CCT)—to add and modify specific types of documents on their HR Knowledgebase sites.
Who Can Use the KCM?
There are two types of access (user roles) in the KCM: Producer and Reviewer.
Producers can create, edit, configure, and publish specific types of documents via the KCM.
Reviewers can view documents via the KCM before they are published to the stage and/or live HR Knowledgebase sites, but they cannot modify them except in workflows.
Assigning Documents
After a Producer creates a document—or accesses an existing document—in the KCM, on the document's Details screen, the Producer can:
- Assign the document to another Producer; and/or
- Assign a review date (due date) to the document
The Notification Process
There two notification options for documents. Producers can use either one or both as needed.
The document's name, identification code, and review date appears in notification emails.
Document Assign
When the Producer assigns the document to another Producer, the assignee receives an email notification after 12:01 AM the next day.
The document's name and identification code appears in the email.
Document Review Date
When the Producer assigns a review date (due date) to the document, and has assigned the document to another Producer, the system sends an email notification to the assignee by 12:01 AM the next day.
When the Producer assigns a review date (due date) to the document, but has not assigned the document to another Producer, the system sends an email notification to the assigning Producer by 12:01 AM the next day.
Enabling Document Notifications: Steps
1. Login to the HR Knowledgebase stage site.
2. The Home page appears. In the upper right, under your user name, click the three dots icon, then click Document Manager.
3. In the KCM's Document Manager, in the menu bar, click Notifications.
There are two Notification options:
4. To enable Document Assign notifications, in the Notifications drop-down, click Assign Email.
The Assign Email page appears. At the bottom, click the Enabled switch, then click Update.
Note:
While the notification message's text is editable, do not modify the tokens' code:
- [*FirstName*]
- [*LastName*]
- [*DocumentName*]
- [*DocumentID*]
5. To enable Review Email notifications, in the Notifications drop-down, click Review Email.
The Review Email page appears. At the bottom, click the Enabled switch, then click Update.
Note:
While the notification message's text is editable, do not modify the tokens' code:
- [*FirstName*]
- [*LastName*]
- [*DocumentName*]
- [*DocumentID*]
For questions or more information, contact your HRSD Advisor (Customer Success Manager (CSM)).
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