Send to SME


1.   From the main menu, click on Content, then Compliance.



2.   From the Not Sent tab, click the checkbox next to each record to send (or click the checkbox in the header row to select all), and then click the Send to SME button.



3.   Check the Include Attributes box, enter a Due Date, and then click OK.



Additional Options


1.   To include notes already applied to a record, check the Include Notes box.

2.   To add a note to the selected records, click the Include Notes box, then click Add notes to the items and enter the desired notes.

3.   To change the SME, check the Change the SME or Compliance Approval box. This will change the SME permanently.

4.   To carbon copy someone, check the Add CCs to email and enter the email addresses separated by a semi-colon.

5.   To open a calendar reminder, check the Download an ICAL Reminder box.

6.   To send a calendar to the recipient, check the Attach an ICAL Reminder box.



7.   Click the Refresh button to refresh Compliance and close the window.



Download


Use the Download option to create a Word document you can attach to a custom email.

1.   From the main menu, click on Content, then Compliance.



2.   Click the checkbox next to each record to send, and then click the Download button.



3.   Check the option Mark downloaded items as sent. This is required to import the updated record back into Compliance.



4.   Check the Include Attributes box, enter a Due Date, update the Sort By, and then click OK.



Additional Options


1.   To open a calendar reminder, check the Download an ICAL Reminder box.

2.   To sort the records by an attribute, choose an option under Sort By.

3.   To sort the records by an additional attribute, choose an option under Then By.

4.   To add a note to all records, click the Include Notes box, then click Add notes to the items and enter the desired notes.



Import


To upload update content record documents, use the Import feature. Make sure the document(s) is(are) closed and in a location where they are easy to find.

1.         From the main menu, click on Content, then Compliance.



2.   Click the Import button.



3.   Click the Select Files… button.



4.   Navigate to file location, select the updated document(s), and then click Open. You can select more than one document at once. You can also continue to click Select Files… to select additional documents.



5.   To import the updated documents, click the Upload button.



6.   ResponseFull will be closing and opening Word during this process, so wait for the processing window to complete and close before doing any other work.



7.   Click Refresh button to refresh the Compliance page (this will also close the window).



Review


1.   To view an individual content record before approval, click the View Document button next to the record.



2.   To manually edit an individual content record before approval, check the box next to the record and click the Edit button. Save changes and close the record before approving.



Tips

  • Check the review frequency of content records before approving the updates back to the content records. This helps you ensure you are updating the expiration date appropriately (or not updating at all depending on preference) on approval.

  • Review the updated documents before importing them into Compliance. It's faster to review these in a single document where all that's required is to Approve the records in just three clicks.

Approve


Whenever there are records that have been imported into Compliance, the final step in the process is to approve them.

1.   From the main menu, click on Content, then Compliance.



2.         Click on the Returned From SME tab.



3.   Check the box next to the records to approve (or check the box in the header row to select all), and then click the Approve button.



4.   Confirm the number of records to approve, and then click OK.



Delete

You can remove content record(s) from Compliance. This will not delete a record from ResponseFull. It is not advisable to remove content records from the Returned From SME tab because you will lose any updates to that(those) content record(s).

Not Sent Records

1.   Check the box(es) next to the record(s) to remove, and then click the Delete button.



2.   Click Yes to proceed or No to cancel. The page will automatically refresh.



Sent Records

1.   Check the box(es) next to the record(s) to remove, and then click the Delete button.



2.   Choose whether to notify the SME, and then click Yes to proceed or No to cancel. The page will automatically refresh.