Following feedback from multiple customers, we are improving the way that you manage exceptions for campaign items and send ad-hoc reminder emails.
With this release, you will have a more straight-forward way to select recipients that you wish to create exceptions for or send reminder emails to.
Furthermore, you will now have more consistency right throughout the application. The exceptions you see on the screen will be reflected in in-app reports, Insights and OData, and vice versa.
The first change you should be aware of is that you now only access the manage exception option from the ‘By Recipient’ tab.
Previously you were also able to manage exceptions from the ‘Overview’ tab. The Manage Exceptions functionality is now only available from the ‘By Recipient’ tab.
When you go to the ‘By Recipient’ tab, you will notice a marked contrast to the previous screens.
The Manage Exceptions and Send Reminder buttons now appear together. You also now have the ability to select specific users from this screen.
Campaign completion statuses
Furthermore, we have added more filter options for campaign completion status.
The list of expanded options is shown below.
It is now easier than ever to select specific recipients. You have the option to select all the recipients visible to you on your current page, or indeed all recipients across all pages. You also have the ability to select specific recipients from each page as you navigate through the list.
Once you make your selection, the dropdown list options change and presents you with similar options to clear your selection. You will also note that the icon changes to provide a visual indicator of your current selection.
As you make your selections, the window keeps track of the number of recipients you have selected across all pages.
Once you have selected the appropriate recipients, click on Manage Exceptions.
You will then be presented with a list of all the actions items that form part of that campaign.
Select the items that you wish to provide an exception for.
Please note, when the exceptions are processed, if the system finds that a selected user has already completed the campaign action item(s), the completion will take priority and the exception will not be granted for that recipient.
You retain the option to select whether the recipient completed the action item outside of Convercent, or if they are being granted an exception and are not expected to complete the action item.
Tracking of Progress
Previously, if you granted a recipient an exception with no need to complete, the item for that participant was removed. In the example below, all 3 users have the 3 outstanding action items.
Once Cedar receives an exception for two items, you can see that he now only has one item outstanding.
You do not have visibility into the fact that an exception was granted. You would only see that information when you went to reporting.
Further, you might wonder why Cedar only has one item compared to the other recipients who all have three. Was there a system problem?
With the new functionality, all exceptions will now be visible on the page. In the example below, you can see that Minion1 was granted two exception; one exception (no need to complete) and one exception (completed).
Although there are two separate types of exceptions (no need to complete and completed), it is important to recognize that they will both be treated as completions by the application. In fact, as part of the roll out, we will modify previously granted exceptions so that they conform to this new behavior.
As such, when you are reviewing the campaign overview tab, all exceptions will be counted as completions.
Details regarding any exceptions are available in the Campaigns Completion Report
Ad-Hoc Reminder Emails
Previously, the Send Reminder function sent a reminder email to all recipients that had one or more outstanding action items.
This was confusing at times. Even if you had searched for a specific individual, and that person was the only recipient shown on the screen, the system still sent a reminder email to everyone with an outstanding action item on that campaign.
With the new functionality, Ad-hoc reminder emails use the same recipient selection screens as Manage Exceptions.
Please note, if you do select an individual that has completed all of their action items, that recipient will not receive an email.
Audit Trail of activities in disclosures
This enhancement applies to organizations configured to use customizable disclosure forms.
We have a great news for folks managing disclosures. The application now displays the history of activities in disclosures as well as specifics about the changes. This facilitates the ability to see at a glance what has transpired and helps to understand the change and its impact on the situation described in a disclosure. In addition, you will have a track record for each disclosure should an audit concern come up.
The last five actions display in Disclosure Details.
We track and display all activity, including changes to answers in a disclosure itself:
- Disclosure creation
- Viewing a disclosure
- Status changes (i.e. Pending to Cleared)
- State changes (i.e. Active to Inactive)
- Content changes:
- Changes to answers
- Disclosure updates:
- Flag for Data Privacy (if this field is used)
- Messages and Notes (both display as Posts*) – added and removed
- Tasks – creation and updates
- Access changes:
- Users and groups – added and removed
- Users and groups – denied access
*When messages and notes are added or removed, we refer to them as ‘posts’ in Recent activity. We will be updating this to specify what changed: an internal Note or a Message to/from the discloser.
Please note that some activity that occurred in the past may not display the complete details. For example, an activity called Disclosure Access Changed will contain the date of the change but will not display the names of users and groups that were granted access.
These details are stored in the system. If you need to obtain details of such activity for a specific disclosure, we will be able to provide it per your request.