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Hi guys,
We have global guidelines that we regularly need to send to all employees in our company and request confirmation.
I don’t want to do this by email and would prefer to use a tool like SharePoint to do this.
We would need to be able to review
When the document was released
Who received a notification
If the recipient confirmed that they read the document.
Could you please tell me if is there a tool in SharePoint that provides this opportunity?
Hi Rhiassuring,
Thanks for your reply! That is precisely what I need.
I have only a few files that I'll regularly send to our employees, and I require confirmation from them that they are read. Nothing special, as ensure the file was opened, confidential data, or anything else.
Could you please guide me and help me to do so, because I didn't have any experience in Power Automate.
Thanks a lot!
A tool in SharePoint?
I mean - Power Automate. You gotta build it. There are plenty of third party tools that do this stuff, but, it's always cheaper to build via Power Automate if you have that capability.
You'd create a library, make a "release date", make an "audience" column (for groups of who would receive the notifications). Then you'd probably have a list to track each user's responses, with a column probably with yes/no for each document. Something like that.
You'd probably have a notification flow so you could manually select an item and say "notify audience" and it would email everyone in that group. You'd probably want to create a task (maybe?) for each user to view the item and complete the task when complete.
But, this depends on a lot. For some organizations, this isn't enough. They want to track read-time, or they want to ensure the file was opened.
So, you'd need to think through all of the details of what you want to track, what you want as outputs, what your groups of people for different files would look like (would it be different for every document? only some? is anything confidential? which ones? do you need information protection?)
Lots to think about.
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