Executing the applicability evaluation
Prerequisites
For the applicability evaluation of electronic copies:
For the applicability evaluation of training documents:
Introduction
This feature can be used in two cases: in training distribution via documents and in document electronic copy distribution. Thus, it is necessary to configure the applicability evaluation according to the feature to be able to execute the task.
The applicability evaluation is useful for when it is necessary that the definition of the users who will receive the electronic copies or trainings is made by a different user than the one configuring the category.
For example, the director is creating the document category of a policy that is valid for full-time employees. In this case, instead of sending the publication acknowledgment to all teams, the leaders are added to perform an applicability evaluation, as they will know which users will be covered by the policy.
See how to execute the applicability evaluation task:
Executing the applicability evaluation
1. Access the Task center > Execution > Applicability evaluation menu.
2. Click on the 
button located in the task card.
3. Determine whether the document is applicable or not:
- Select the Not applicable option and enter an explanation to finish the evaluation. Thus, after the closure of the revisions performed on the document, the task will be generated again for the respective responsible parties.
- Select the Applicable option so that the task is no longer generated after the closure of the revisions that are performed on the document.
4. Click on the Save button to continue.
5. If the Applicable option was selected, the Distribution list tab will be enabled. In it, click on 
and add the users who will receive publication acknowledgment or training with their controls defined:
Access type | |
| Team | It will be composed of the members of a team already registered in SoftExpert Document. |
| Department/Position | It will be composed of users from a specific department of the company, who have a specific position. |
| Position | It will be composed of users who hold a specific position in the company. |
| User | It will be composed of a specific user. |
| All | It will consist of all users who have access to SoftExpert Document. |
Control | |
| Acknowledgment | The user will receive the document publication acknowledgment. Note that, by selecting this control, the Notification control will be disabled for selection. |
| Training | The user will be able to participate in document trainings recorded through SoftExpert Training. |
| Notification | The user will receive e-mail notifications when the revision of a document is created or released. For the notification to be sent to the user, it is also necessary for the Electronic copy control to be configured in the document category. Note that, when this control is checked, the Acknowledgment control will be disabled for selection. |
The controls that are not checked for a certain access type will be considered "denied".
6. Click on Save to finish.
Conclusion
The publication acknowledgment tasks have been generated, the users who will take part in the training have been defined, or the notifications are ready to be sent.