How to manage Concerns and reading receipt per documents.

This article explains how to enable the Concerns and reading receipt function per document, what to consider before activation, and how it works.

Background

In version 6 of the AM System, we introduced category management, which has simplified document handling. This feature allows settings related to concerns and reading receipt to be managed at the category level, rather than for each individual document. As a result, settings can be inherited from parent categories, creating a clearer and more standardized document structure.

Our users have welcomed this functionality, appreciating the ease of managing and maintaining documents with less administrative overhead than before.

However, some customers have inquired about the ability to control the Concerns and reading receipt per documents, as documents can sometimes be categorized together even if they do not concern the same users. Therefore, we are now offering users the option to manage the concerned parties and reading receipt settings on a per-document basis.

Please make every effort to utilize category settings for the Concerns and reading receipt feature as much as possible, as this approach fosters a more organized and standardized document management system. If you find it necessary to establish specific settings for individual documents, consider relocating those documents to separate categories first.

❗Avoid using document-specific settings for Concerns and reading receipt unless absolutely necessary; reserve them for situations where they are truly required.

Step 1: Enable the Feature on Your Site

If you wish to enable the ability to set specific settings for Concerns and reading receipts on individual documents, this feature must first be activated on your site. An administrator can do this by navigating to Documents » Settings » Advanced Settings. Here, you will find the option to enable the feature for managing Concerns and reading receipts per documents basis.

Please note that activating this feature will not affect any existing settings currently in the system.

Please note:

If you do not see the option to enable Concerns and reading receipts per document on your site, this feature must first be made available by AM System. We kindly ask you to contact us through the Help & Feedback section on your site.
If the option to enable Concerns and reading receipts per document is already activated on your site, you can proceed to Step 2.
Be aware that if this setting is deactivated, all documents with specific settings will be reset and will revert to the category's default settings.

concerns per doc

Step 2: Identify Categories for Document Specific Settings

catSettings As we advise our customers to use document-specific settings for revision as sparingly as possible, it is essential to activate these settings for each category where you wish to deviate from the default category settings.

Navigate to Documents » Categories and select the relevant category along with the settings for Concerns and reading receipts. Here, you will find the option to enable the feature for managing Concerns and reading receipts per document. Once you activate this setting, you will be able to specify individual document settings for all documents within that category. Any document in the selected category that does not have a specific Concerns and reading receipts setting (as outlined in Step 3 below) will default to the category's settings.

❗Please note: Typically, only users with administrative access (those with elevated permissions) can modify category settings, such as concerns and reading receipts. However, once the option to Enable concerns and reading receipts per document basis is activated for a category, other users will also have the ability to adjust these settings for documents within that category. For instance, users who have permission to publish documents in that category, as well as users with the profile setting that allows Access to edit the document information on all published documents, can override the category settings by applying document-specific revisions.

Step 3: Configure Document-Specific Settings for Each Document

Once you have enabled the ability to manage Concerns and reading receipt per document settings for a category, you can now customize these settings for selected documents. For already published documents, navigate to the Change publishing settings option within the document. From there, select the Concerns and reading receipts option and choose Specific users to set your desired configurations.

You can also establish document-specific settings for Concerns and reading receipts when publishing a new version of a document.

concerns

Summary

The option to enable Concerns and reading receipts per document must first be activated on your site by contacting support.

Once this feature is available, you can activate it under Advanced Settings.

After that, you will need to enable this setting for each category where you wish to allow document-specific configurations. Please note that these settings will NOT be inherited by subcategories.

Finally, the document-specific settings can be applied during the publishing process for both new documents and already published documents by users who have permission to publish in the category or have the profile setting that allows Access to edit the document information on all published documents.