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  11. <title>SharePoint Archives - Collaboris</title>
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  31. <title>5 Reasons to use SharePoint for Standard Operating Procedure (SOP) Management</title>
  32. <link>https://www.collaboris.com/5-reasons-to-use-sharepoint-for-standard-operating-procedure-sop-management/</link>
  34. <dc:creator><![CDATA[Hugo Esperanca]]></dc:creator>
  35. <pubDate>Fri, 12 Nov 2021 14:20:56 +0000</pubDate>
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  40. <description><![CDATA[<p>5 Reasons to use SharePoint for Standard Operating Procedure (SOP) ManagementIt is fair to say that with the highly regulated world we live in, for many industries, a good Standard Operating Procedure (SOP) management system and approach is the key to achieving regulatory compliance.When people are looking to implement or improve their SOP management system, [&#8230;]</p>
  41. <p>The post <a href="https://www.collaboris.com/5-reasons-to-use-sharepoint-for-standard-operating-procedure-sop-management/">5 Reasons to use SharePoint for Standard Operating Procedure (SOP) Management</a> appeared first on <a href="https://www.collaboris.com">Collaboris</a>.</p>
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  43. <content:encoded><![CDATA[<div class="thrv_wrapper thrv_text_element"><p></p></div><div class="thrv_paste_content thrv_wrapper"><div class="thrv_wrapper tve_image_caption" data-css="tve-u-18db27dd574"><span class="tve_image_frame" style=""><a href="https://www.collaboris.com/wp-content/uploads/2024/02/sop_1-scaled.jpg" target="_blank"><img decoding="async" class="tve_image wp-image-1376502 tcb-moved-image" alt="" data-id="1376502" width="1080" data-init-width="2560" height="567" data-init-height="1343" title="Sop,,Standard,Operating,Procedure,Concept.,Businessman,Touch,Virtual,Sop,Icons" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2024/02/sop_1-scaled.jpg" data-link-wrap="true" data-width="1080" data-height="567" style="aspect-ratio: auto 2560 / 1343;" data-css="tve-u-18db27def8e" mt-d="-118" ml-d="0" center-v-d="false" srcset="https://www.collaboris.com/wp-content/uploads/2024/02/sop_1-scaled.jpg 2560w, https://www.collaboris.com/wp-content/uploads/2024/02/sop_1-scaled-300x157.jpg 300w, https://www.collaboris.com/wp-content/uploads/2024/02/sop_1-scaled-1024x537.jpg 1024w, https://www.collaboris.com/wp-content/uploads/2024/02/sop_1-scaled-768x403.jpg 768w, https://www.collaboris.com/wp-content/uploads/2024/02/sop_1-scaled-1536x806.jpg 1536w, https://www.collaboris.com/wp-content/uploads/2024/02/sop_1-scaled-2048x1074.jpg 2048w" sizes="(max-width: 1080px) 100vw, 1080px" /></a></span></div><div class="thrv_wrapper thrv_text_element"><h1 class="" style="" data-css="tve-u-18287c058b3">5 Reasons to use SharePoint for Standard Operating Procedure (SOP) Management</h1></div><div class="thrv_wrapper thrv_text_element"><h3 class="">It is fair to say that with the highly regulated world we live in, for many industries, a good Standard Operating Procedure (SOP) management system and approach is the key to achieving regulatory compliance.</h3></div><section></section></div><div class="thrv_wrapper thrv_text_element"><p style="" data-css="tve-u-17b2a5fc7ea">When people are looking to implement or improve their SOP management system, it is often difficult to see the wood for the trees. This can mean SharePoint may be overlooked as the best sop software for the job. Even though in most circumstances it is already in place and employees already have familiarity with it.</p><p>Not only should SharePoint be considered, it should be one of the main contenders for sop management. This blog post will give 5 of the many reasons why:</p><h3 class="">1) Collaboration</h3><p>Successful Standard Operating Procedures require collaboration across the organization at varying levels. Both publishing experts and end users need to be comfortable with the process.</p><p><span class="bold_text">SharePoint</span> is the perfect <span class="bold_text">c</span><span class="bold_text">ollaboration</span> tool for this, making it easy to create specific sites for authoring or updating SOPs. Functions including discussion, wikis, tasks, and calendars, offer the perfect platform for pulling all the references and points of view into one place. 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thrv-content-box tcb-local-vars-root" style="" data-css="tve-u-17db631eb52" data-ct-name="Call To Action 21" data-ct="callaction-57273" data-element-name="Call to Action"><div class="thrive-colors-palette-config" style="display: none !important"></div> <div class="tve-content-box-background" data-css="tve-u-17db631eb53" style="" data-tcb_hover_state_parent="1"></div> <div class="tve-cb tve_empty_dropzone" data-css="tve-u-17db631eb54"><div class="thrv_wrapper thrv-columns" style="--tcb-col-el-width: 1078.02;" data-css="tve-u-17db631eb55"><div class="tcb-flex-row tcb-resized v-2 tcb--cols--2" data-css="tve-u-17db631eb56" style="margin-left: 0px; padding-bottom: 0px !important;"><div class="tcb-flex-col ui-resizable-resizing" data-css="tve-u-17db631eb57" style="padding-left: 0px;"><div class="tcb-col tve_empty_dropzone tcb-local-vars-root" style="" data-css="tve-u-17db631eb58"><div class="thrv_wrapper thrv_text_element tcb-local-vars-root" style="" data-css="tve-u-17db631eb59" data-tag="h3"><h3 data-css="tve-u-17db631eb5a" class="" style=""><span data-css="tve-u-17edf4150be">Are your standard operating procedures&nbsp;</span><span data-css="tve-u-17db631eb5b"><strong>read on time and by the right people?</strong></span></h3></div></div></div><div class="tcb-flex-col" data-css="tve-u-17db631eb5d" style="padding-left: 0px;"><div class="tcb-col tve_empty_dropzone tcb-local-vars-root" style="" data-css="tve-u-17db631eb5e"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad tcb-local-vars-root" style="" data-css="tve-u-17db631eb5f"> <div class="tve-content-box-background" data-tcb_hover_state_parent="1" style="" data-css="tve-u-18dc2477254"></div> <div class="tve-cb"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad tcb-local-vars-root" style="" data-css="tve-u-17db631eb61"> <div class="tve-content-box-background" style="" data-css="tve-u-17db651d8fd" data-clip-id="f8d02b176b098" data-tcb_hover_state_parent="1"><svg width="0" height="0" class="tve-decoration-svg"><defs><clipPath id="clip-mobile-bottom-f8d02b176b098" class="decoration-clip clip-path-mobile-bottom" clipPathUnits="objectBoundingBox" data-screen="mobile-" decoration-type="pointer" pointer-width="100" pointer-height="17" style="" data-inverted="false" clip-path="url(#clip-mobile-right-f8d02b176b098)"><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-right-f8d02b176b098" class="decoration-clip clip-path-right" clipPathUnits="objectBoundingBox" data-screen="" decoration-type="pointer" pointer-width="100" pointer-height="0" clip-path="url(#clip-bottom-f8d02b176b098)"><polygon points="0 0, 0 1, 1 1, 1 1, 1 0.5, 1 0, 1 0"></polygon></clipPath><clipPath id="clip-bottom-f8d02b176b098" class="decoration-clip clip-path-bottom" clipPathUnits="objectBoundingBox" data-screen="" decoration-type="pointer" pointer-width="100" pointer-height="17" style=""><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-mobile-mobile-bottom-f8d02b176b098" class="decoration-clip clip-path-mobile-mobile-bottom" clipPathUnits="objectBoundingBox" data-screen="mobile-" decoration-type="pointer" pointer-width="100" pointer-height="17" style="" data-inverted="false" clip-path="url(#clip-mobile-mobile-right-f8d02b176b098)"><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-mobile-bottom-f8d02b176b098" class="decoration-clip clip-path-mobile-bottom" clipPathUnits="objectBoundingBox" data-screen="mobile-" decoration-type="pointer" pointer-width="100" pointer-height="17" style="" clip-path="url(#clip-mobile-right-f8d02b176b098)"><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-mobile-right-f8d02b176b098" class="decoration-clip clip-path-mobile-right" clipPathUnits="objectBoundingBox" data-screen="mobile-"><polygon points="0 0, 0 1, 1 1, 1 0"></polygon></clipPath></defs></svg></div> <div class="tve-cb" data-css="tve-u-17db631eb63"><div class="thrv_wrapper thrv_text_element"><p data-css="tve-u-17db631eb64" style="text-align: center;">DocRead can help</p></div></div> </div><div class="thrv_wrapper thrv-button tcb-local-vars-root tve_ea_thrive_animation tve_anim_sweep_to_right" data-css="tve-u-17db631eb66" data-button-style="default" style="" data-button-size="s" data-tcb_hover_state_parent=""> <a href="/products/docread365-makes-compliance-simple/" class="tcb-button-link tve_evt_manager_listen tve_et_mouseover" style="border-radius: 0px; overflow: hidden;" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;mouseover&quot;,&quot;config&quot;:{&quot;anim&quot;:&quot;sweep_to_right&quot;,&quot;loop&quot;:1},&quot;a&quot;:&quot;thrive_animation&quot;}]_TNEVE_BCT__" target="_blank" rel=""> <span class="tcb-button-texts" style=""><span class="tcb-button-text thrv-inline-text" data-css="tve-u-17db631eb67" style="">Show me how</span></span> </a> </div></div> </div></div></div></div></div></div> </div></div></div><div class="thrv_wrapper thrv_text_element"><h3 class="">2) Great Document Control within a Central SOP library</h3><p>We have all been there, told to go follow a policy or procedure, only to realize when you look for it you find multiple contradicting versions, or worse have no idea where to look, or find nothing at all.</p><p>SharePoint makes it much easier to have a controlled central <span class="bold_text">SOP library</span>. Using a central SOP library means employees will always know where to find the SOP and will be able to search easily. With the very strong <span class="bold_text">version control</span>
  44. <span class="bold_text">built in</span>, they should always get to the latest one too.</p><p>SharePoint makes it really easy to see changes and revert to previous versions if required. This makes it much easier to ensure the correct SOP is being referred to and used at all times. F<span class="bold_text">ull traceability</span> of how and when an SOP changed and evolved is also available.</p><h3 class="">3) Security and Accessibility</h3><p>Single&nbsp;or groups of SOP libraries are great, but there still needs to be some access control.</p><p>The features of SharePoint for sop software include fantastic permission options. Meaning you can truly <span class="bold_text">control</span> which employees or groups of employees can <span class="bold_text">view</span>, <span class="bold_text">edit</span>, or <span class="bold_text">delete</span> documents.</p><p>To give true flexibility on the audiences of your SOP’s, SharePoint can even be configured so that people outside your organization and on the Internet can access it.</p><h3 class="">4) SOP Distribution and Training</h3><p>One thing is for sure, just having an SOP in a SharePoint library will not <span class="bold_text">ensure it is read or ensure it is understood</span>. SharePoint has some great features available as standard to aid in publishing and circulating of documents. However, the true value comes in the various 3rd party SharePoint Add-ons that are available to support this process such as <a href="https://www.collaboris.com/products/docread/" class="" style="outline: none;">DocRead</a> and <a href="https://www.collaboris.com/products/sharepoint-survey/" class="">DocSurvey</a>.</p><ul class="thrv_wrapper"><li class="" style="" data-css="tve-u-17b2a609ae5"><span class="bold_text">Distribution</span> - DocRead allows new or updated SOP’s to be distributed to any group of employees. It even tracks that they have read them, providing reminders if not.</li><li class="" style="" data-css="tve-u-17b2a60b5da"><span class="bold_text">T</span><span class="bold_text">raining</span> – Using DocRead in conjunction with DocSurvey, employee comprehension of an SOP can also be ensured by adding a test.</li></ul><p>NB: Take a look at this blog on <a href="https://www.collaboris.com/how-to-improve-your-sop-training-using-sharepoint/" class="" style="outline: none;">How to improve your SOP training Using SharePoint</a></p><h3 class="">5) Compliance, Compliance, Compliance</h3><p>Ensuring compliance is so important to every industry and process these days. Proving you are compliant is also important. Having SOP’s managed in SharePoint is an immediate plus point to any regulator and has a number of related benefits:</p><ul class="thrv_wrapper"><li class="" style="" data-css="tve-u-17b2a602cc7">A single, easy to search database of policies and procedures. Make it much easier to demonstrate that you are doing the right things when managing SOP's.</li><li class="" style="" data-css="tve-u-17b2a606579">Once activated SharePoint <span class="bold_text">auditing</span> can track key events and interactions with your policy, again helping in your compliance efforts.</li><li class="" style="" data-css="tve-u-17b2a607aa5">If SOP’s are <span class="bold_text">created wel</span><span class="bold_text">l</span>, are easy to find in SharePoint, and distributed and <a href="https://www.collaboris.com/how-to-improve-your-sop-training-using-sharepoint/" class="" style="outline: none;">trained</a> effectively using SharePoint add-ons like <span class="bold_text">DocRead </span>and<span class="bold_text"> DocSurvey</span>, this will go a long way to tightening the employee execution of these SOP’s. &nbsp;Therefore, ensuring that your company remains compliant and can demonstrate compliance.</li></ul><p>NB: Take a look at this blog post on <a href="https://www.collaboris.com/10-steps-for-implementing-successful-sops-with-sharepoint/" class="" style="outline: none;">10 Steps for Implementing Successful SOP's with SharePoint</a></p></div><div class="thrv_wrapper thrv_text_element"><h3 class="">Conclusion</h3><p>The basic features offered by SharePoint mean it has the potential to be used for a SOP management system. If your organization is already using SharePoint, then you may already have all of the functions you need.</p></div><div class="thrv_wrapper thrv-page-section tve-height-update tcb-window-width" style="" data-css="tve-u-18db2810054">
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  156. <p>The post <a href="https://www.collaboris.com/5-reasons-to-use-sharepoint-for-standard-operating-procedure-sop-management/">5 Reasons to use SharePoint for Standard Operating Procedure (SOP) Management</a> appeared first on <a href="https://www.collaboris.com">Collaboris</a>.</p>
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  163. <title>Target external content with Office365 and DocRead</title>
  164. <link>https://www.collaboris.com/target-external-content-office-365/</link>
  166. <dc:creator><![CDATA[Helen Jones]]></dc:creator>
  167. <pubDate>Fri, 28 Apr 2023 11:51:06 +0000</pubDate>
  168. <category><![CDATA[DocRead]]></category>
  169. <category><![CDATA[SharePoint]]></category>
  170. <guid isPermaLink="false">https://www.collaboris.com/?p=1374663</guid>
  171.  
  172. <description><![CDATA[<p>Target external content with Office365 and DocReadMicrosoft 365 / SharePoint Online is an amazing place to store documents and important information. Documents and links are searchable, sharable and secure. SharePoint security ensures any sensitive information does not get into the wrong hands.&#160;From time to time you may need to give the effect of storing documents [&#8230;]</p>
  173. <p>The post <a href="https://www.collaboris.com/target-external-content-office-365/">Target external content with Office365 and DocRead</a> appeared first on <a href="https://www.collaboris.com">Collaboris</a>.</p>
  174. ]]></description>
  175. <content:encoded><![CDATA[<div class="thrv_paste_content thrv_wrapper"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-187dc2503d5" style=""><h1 class="" style="" data-css="tve-u-1808fcd58f9">Target external content with Office365 and DocRead</h1></div></div><div class="thrv_wrapper thrv_text_element"><p>Microsoft 365 / SharePoint Online is an amazing place to store documents and important information. Documents and links are searchable, sharable and secure. SharePoint security ensures any sensitive information does not get into the wrong hands.</p><p>From time to time you may need to give the effect of storing documents in SharePoint Online, without them actually being stored in SharePoint Online document libraries. Maybe you have documents in external systems that you want to make available with SharePoint Online or you have found an interesting blog post or video that you want to share with your colleagues. Creating Links to these documents opens up a whole new world of opportunities.</p></div><div class="thrv_wrapper thrv_text_element"><p>Documents can be made available in SharePoint Online with a few easy steps using the '<strong>Link To a Document</strong>' content type. This 'How to' post will first illustrate how this is set-up and how to create a link. Then we will consider how to distribute that 'link' with DocRead.</p><p>Using DocRead will mean that you can request that users read and confirm the document by a deadline. The video also shows this in action.</p></div><div class="thrv_wrapper thrv-page-section tve-height-update tcb-window-width" style="">
  176. <div class="tve-page-section-out" style="" data-css="tve-u-187dc1da7cb" data-clip-id="8dfdffdcb423"><svg width="0" height="0" class="tve-decoration-svg"><defs><clipPath id="clip-top-8dfdffdcb423" class="decoration-clip clip-path-top" clipPathUnits="objectBoundingBox" data-screen="" decoration-type="slanted" slanted-angle="12" style="" clip-path="url(#clip-bottom-8dfdffdcb423)"><polygon points="0 0.2126, 0 1, 1 1, 1 0"></polygon></clipPath><clipPath id="clip-bottom-8dfdffdcb423" class="decoration-clip clip-path-bottom" clipPathUnits="objectBoundingBox" data-screen="" decoration-type="slanted" slanted-angle="10" style=""><polygon points="0 0, 0 1, 5.6713 0, 1 0"></polygon></clipPath></defs></svg></div>
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  183.        </svg></div></span></div><iframe title="How to create a link to a document in SharePoint Online" class="tcb-responsive-video" data-code="axcNdTuwdMs" data-hash="undefined" data-provider="youtube" frameborder="0" allowfullscreen="" loading="lazy" data-gtm-yt-inspected-5="true" id="253103248" data-src="https://www.youtube.com/embed/axcNdTuwdMs?rel=0&amp;modestbranding=1&amp;controls=1&amp;showinfo=1&amp;fs=1&amp;wmode=transparent&amp;enablejsapi=1"></iframe></div>
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  186. </div><div class="thrv_wrapper thrv_text_element"><h2 class="" style="" data-css="tve-u-17ff4e9a783">Allowing external links to be created</h2></div><div class="thrv_wrapper thrv_text_element"><p style="">Navigate to the document library where you want to add the ‘<strong>Link to document</strong>’. Select the "Cog" icon in the top right corner of your screen and then the ‘<strong>Library Settings</strong>’ option.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-17ff4a5882f" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1371840 tve_evt_manager_listen tve_et_click" alt="Image showing the Library setting option in SharePoint" data-id="1371840" width="282" data-init-width="399" data-init-height="352" title="Link to a document 3" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/04/Link-to-a-document-3.png?_t=1649076947" data-link-wrap="true" data-width="282" data-css="tve-u-17ff4d579cc" style="aspect-ratio: auto 399 / 352;" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1371840&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" height="249" data-height="249" srcset="https://www.collaboris.com/wp-content/uploads/2022/04/Link-to-a-document-3.png 399w, https://www.collaboris.com/wp-content/uploads/2022/04/Link-to-a-document-3-300x265.png 300w" sizes="(max-width: 282px) 100vw, 282px" /></span></div><div class="thrv_wrapper thrv_text_element"><p>Now select ‘<strong>Advanced Settings</strong>’.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-17aa5e20bc7" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1369010 tve_evt_manager_listen tve_et_click" alt="Image showing the advanced settings option" data-id="1369010" width="505" data-init-width="505" data-init-height="484" title="advanced settings" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2021/07/advanced-settings.png?_t=1626280643" data-width="505" data-link-wrap="true" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1369010&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" height="484" style="aspect-ratio: auto 505 / 484;" data-height="484" srcset="https://www.collaboris.com/wp-content/uploads/2021/07/advanced-settings.png 505w, https://www.collaboris.com/wp-content/uploads/2021/07/advanced-settings-300x288.png 300w" sizes="(max-width: 505px) 100vw, 505px" /></span></div><div class="thrv_wrapper thrv_text_element"><p>Ensure ‘<strong>Allow management of content types</strong>’ is set to ‘<strong>Yes</strong>’ and click 'OK'.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-17aa5e47cb3" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1369012 tcb-moved-image tve_evt_manager_listen tve_et_click" alt="Image showing the content type option box" data-id="1369012" width="649" data-init-width="849" data-init-height="313" title="content types" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2021/07/content-types.png?_t=1626280802" data-width="649" data-link-wrap="true" style="aspect-ratio: auto 849 / 313;" data-css="tve-u-17ff4fe2665" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1369012&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" height="239" data-height="239" srcset="https://www.collaboris.com/wp-content/uploads/2021/07/content-types.png 849w, https://www.collaboris.com/wp-content/uploads/2021/07/content-types-300x111.png 300w, https://www.collaboris.com/wp-content/uploads/2021/07/content-types-768x283.png 768w" sizes="(max-width: 649px) 100vw, 649px" /></span></div><div class="thrv_wrapper thrv_text_element"><p>Select ‘<strong>Add from existing site content types</strong>’.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-17aa604d647" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1369014 tve_evt_manager_listen tve_et_click" alt="Image showing the add from existing site content types option" data-id="1369014" width="651" data-init-width="729" data-init-height="243" title="add from existing content types" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2021/07/add-from-existing-content-types.png?_t=1626282921" data-width="651" data-link-wrap="true" data-css="tve-u-17ff4fe3615" style="aspect-ratio: auto 729 / 243;" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1369014&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" height="217" data-height="217" srcset="https://www.collaboris.com/wp-content/uploads/2021/07/add-from-existing-content-types.png 729w, https://www.collaboris.com/wp-content/uploads/2021/07/add-from-existing-content-types-300x100.png 300w" sizes="(max-width: 651px) 100vw, 651px" /></span></div><div class="thrv_wrapper thrv_text_element"><p><a href="/wp-content/uploads/2015/07/add-from-existing-content-types.png" class="" style="outline: none;"></a>Choose ‘<strong>Link to a Document</strong>’ from the list in the left. Then click ‘<strong>Add</strong>’ to move it into the right-hand column and click ‘<strong>Ok</strong>’.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-17aa606f96e" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1369016 tve_evt_manager_listen tve_et_click" alt="Image showing how to select content types" data-id="1369016" width="650" data-init-width="908" data-init-height="463" title="select link to a document" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2021/07/select-link-to-a-document.png?_t=1626283061" data-width="650" data-link-wrap="true" data-css="tve-u-17ff4fe4cef" style="aspect-ratio: auto 908 / 463;" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1369016&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" height="331" data-height="331" srcset="https://www.collaboris.com/wp-content/uploads/2021/07/select-link-to-a-document.png 908w, https://www.collaboris.com/wp-content/uploads/2021/07/select-link-to-a-document-300x153.png 300w, https://www.collaboris.com/wp-content/uploads/2021/07/select-link-to-a-document-768x392.png 768w" sizes="(max-width: 650px) 100vw, 650px" /></span></div><div class="thrv_wrapper thrv_text_element"> <p><strong>Note:</strong> you will only need to do this once per library.</p><p>Now that we have done this, we are able to add ‘Links to a document’. So let’s try it!</p></div><div class="thrv_wrapper thrv_text_element"><h2 class="" style="" data-css="tve-u-17ff4e9e165">Creating an external link to a Document</h2></div><div class="thrv_wrapper thrv_text_element"><p>Firstly, navigate to the document library where you want to add the ‘<strong>Link to document</strong>’. From the <strong>+ New</strong> menu select ‘<strong>Link to a Document</strong>’.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-17ff49b046e" style="--tve-border-width:1px;"><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1371834 tve_evt_manager_listen tve_et_click" alt="Image showing how to select the Link to a Document option from the +New menu" data-id="1371834" width="734" data-init-width="734" data-init-height="391" title="Link to a document 1" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/04/Link-to-a-document-1.png?_t=1649076258" data-link-wrap="true" data-width="734" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1371834&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" height="391" style="aspect-ratio: auto 734 / 391;" data-height="391" srcset="https://www.collaboris.com/wp-content/uploads/2022/04/Link-to-a-document-1.png 734w, https://www.collaboris.com/wp-content/uploads/2022/04/Link-to-a-document-1-300x160.png 300w" sizes="(max-width: 734px) 100vw, 734px" /></span></div><div class="thrv_wrapper thrv_text_element"><p>Add the document name and provide a URL (use the test option to check that it works)</p><p><strong>Note:</strong> The URL can be *<strong>anything</strong>* such as a URL from an Internet/Intranet web page, a document in another document library, YouTube video, document in another system and so on. In fact, as long as it can be navigated to by the end-user it can be linked to and stored in your document library.</p><p>The links to documents are stored in the same libraries as your normal SharePoint documents.</p></div><div class="thrv_wrapper tve_image_caption tve_ea_thrive_zoom img_style_lifted_style1" data-css="tve-u-17aaa80bc1a" style="--tve-border-width:1px;"><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1369023 tve_evt_manager_listen tve_et_click" alt="Image showing where to add document name and url details" data-id="1369023" width="808" data-init-width="830" data-init-height="251" title="add name and link" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2021/07/add-name-and-link.jpg?_t=1626358431" data-width="808" data-link-wrap="true" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1369023&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" data-css="tve-u-17ff4fe73df" style="aspect-ratio: auto 830 / 251;" height="244" data-height="244" srcset="https://www.collaboris.com/wp-content/uploads/2021/07/add-name-and-link.jpg 830w, https://www.collaboris.com/wp-content/uploads/2021/07/add-name-and-link-300x91.jpg 300w, https://www.collaboris.com/wp-content/uploads/2021/07/add-name-and-link-768x232.jpg 768w" sizes="(max-width: 808px) 100vw, 808px" /></span></div><div class="thrv_wrapper thrv_text_element" data-css="tve-u-18e325b5479" style=""><p>Now you have your link to a document, you may want to target the external content to different people in your organization. Other employees may find this information useful and want to use the link and read the information it contains. DocRead can help you assign the information to groups of users and also provides dashboard reports so you can track who has/has not read it.</p></div><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tcb-local-vars-root" style="" data-css="tve-u-18e3268fc38" data-ct-name="Call To Action 21" data-ct="callaction-57273" data-element-name="Call to Action"><div class="thrive-colors-palette-config" style="display: none !important"></div> <div class="tve-content-box-background" data-css="tve-u-187dc0ca03a" style="" data-tcb_hover_state_parent="1"></div> <div class="tve-cb tve_empty_dropzone" data-css="tve-u-187dc0ca03c"><div class="thrv_wrapper thrv-columns" style="--tcb-col-el-width: 1080;" data-css="tve-u-187dc0ca03d"><div class="tcb-flex-row tcb-resized v-2 tcb--cols--2" data-css="tve-u-187dc0ca03e" style="margin-left: 0px; padding-bottom: 0px !important;"><div class="tcb-flex-col ui-resizable-resizing" data-css="tve-u-18dbd507876" style="padding-left: 0px;"><div class="tcb-col tve_empty_dropzone tcb-local-vars-root" style="" data-css="tve-u-18dbd50f50c"><div class="thrv_wrapper thrv_text_element tcb-local-vars-root" style="" data-css="tve-u-187dc0ca041" data-tag="h3"><h1 class="" style="" data-css="tve-u-187dc0ca042"><span data-css="tve-u-187dc0ca043">Interested in DocRead for Office 365?</span></h1></div></div></div><div class="tcb-flex-col" data-css="tve-u-18dbd509b45" style="padding-left: 0px;"><div class="tcb-col tve_empty_dropzone tcb-local-vars-root" style="" data-css="tve-u-18dbd50ddfb"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad tcb-local-vars-root" style="" data-css="tve-u-187dc0ca046"> <div class="tve-content-box-background" data-tcb_hover_state_parent="1" data-css="tve-u-18e32699e2c" style=""></div> <div class="tve-cb"><div class="thrv_wrapper thrv-button tcb-local-vars-root tve_ea_thrive_animation tve_anim_sweep_to_right" data-css="tve-u-18e3269bca5" data-button-style="default" style="" data-button-size="s" data-tcb_hover_state_parent=""> <a href="https://www.collaboris.com/products/register-interest-o365/" class="tcb-button-link tve_evt_manager_listen tve_et_mouseover" style="border-radius: 0px; overflow: hidden;" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;mouseover&quot;,&quot;config&quot;:{&quot;anim&quot;:&quot;sweep_to_right&quot;,&quot;loop&quot;:1},&quot;a&quot;:&quot;thrive_animation&quot;}]_TNEVE_BCT__" target="_blank" rel=""> <span class="tcb-button-texts" style=""><span class="tcb-button-text thrv-inline-text" data-css="tve-u-187dc0ca048" style="background-color: rgb(0, 47, 64) !important; --background-color:rgb(0, 47, 64)  !important;">Find out more</span></span> </a> </div></div> </div></div></div></div></div></div> </div><div class="thrv_wrapper thrv_text_element"><h2 class="" data-css="tve-u-1808fced99d" style="">Using DocRead to target the external links to the right people</h2></div><div class="thrv_wrapper thrv_text_element"> <p>In a document library that you have already activated DocRead on, select "+New" and then "Link to a Document".</p></div><div class="thrv_wrapper tve_image_caption tve_ea_thrive_zoom img_style_lifted_style1" data-css="tve-u-187bd16a267" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1374658 tve_evt_manager_listen tve_et_click" alt="Image showing the new link to a document option in Office365" data-id="1374658" width="590" data-init-width="590" data-init-height="423" title="new link to a document" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2023/04/new-link-to-a-document.png?_t=1682504525" data-link-wrap="true" data-width="590" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1374658&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" height="423" style="aspect-ratio: auto 590 / 423;" data-height="423" srcset="https://www.collaboris.com/wp-content/uploads/2023/04/new-link-to-a-document.png 590w, https://www.collaboris.com/wp-content/uploads/2023/04/new-link-to-a-document-300x215.png 300w" sizes="(max-width: 590px) 100vw, 590px" /></span></div><div class="thrv_wrapper thrv_text_element"> <p>Add the details of the document (or website address) that you want to create a link to.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-187bd18bf74" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1374659 tcb-moved-image tve_evt_manager_listen tve_et_click" alt="Image showing where to add the document details for the link" data-id="1374659" width="799" data-init-width="978" data-init-height="414" title="add the document details you want to link to" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2023/04/add-the-document-details-you-want-to-link-to.png?_t=1682504663" data-link-wrap="true" data-width="799" style="aspect-ratio: auto 978 / 414;" data-css="tve-u-187bd18cbff" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1374659&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" height="414"></span></div><div class="thrv_wrapper thrv_text_element"><p>Then click the ellipsis for the link to access the DocRead settings for the link you have just created.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-187c24f460d"><span class="tve_image_frame"><a href="https://www.collaboris.com/wp-content/uploads/2022/12/DocRead-settings.png" target="_blank"><img decoding="async" class="tve_image wp-image-1373995 tve_evt_manager_listen tve_et_click" alt="" data-id="1373995" width="177" data-init-width="177" data-init-height="115" title="DocRead settings" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/12/DocRead-settings.png?_t=1682671410" data-link-wrap="true" data-width="177" height="115" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1373995&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" style="aspect-ratio: auto 177 / 115;"></a></span></div><div class="thrv_wrapper thrv_text_element"> <p>This will open the DocRead settings window where you can create the audience you want the item to be assigned to.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-187bd1ad1e5" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1373998 tve_evt_manager_listen tve_et_click" alt="Image showing the create a document audience screen" data-id="1373998" width="621" data-init-width="621" data-init-height="686" title="Create a document audience" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/12/Create-a-document-audience.png?_t=1682504503" data-link-wrap="true" data-width="621" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1373998&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" height="686" style="aspect-ratio: auto 621 / 686;" srcset="https://www.collaboris.com/wp-content/uploads/2022/12/Create-a-document-audience.png 621w, https://www.collaboris.com/wp-content/uploads/2022/12/Create-a-document-audience-272x300.png 272w" sizes="(max-width: 621px) 100vw, 621px" /></span></div><div class="thrv_wrapper thrv_text_element"><p>Once the item is ‘Checked In’, ‘Published’ and ‘Approved’ (if workflow is enabled), DocRead will create ‘Reading Assignments’ for all of the people in the groups specified. Each person will then be given a set number of days to confirm reading the item before it falls overdue. Users will also receive an email notifying them that they are required to read the document. In addition to this, the DocRead web part is usually placed in a prominent place in SharePoint Online so that users can never avoid their required reading!</p><p>The screen below is an example of what the end user sees when they click on the new reading tasks. They can view information about the document (which is really a link), and also click ‘<strong>View Document</strong>’ to access it. Once the user is happy they have read the page, they are then required to confirm the document using the 3rd tab, by clicking the ‘<strong>I agree</strong>’ and clicking '<strong>Confirm</strong>'.</p></div><div class="thrv_wrapper tve_image_caption" data-css="tve-u-17ff4f40017" style=""><span class="tve_image_frame"><a href="https://www.collaboris.com/wp-content/uploads/2023/04/Reading-required-panel-with-i-agree-ticked.png" target="_blank"><img decoding="async" class="tve_image wp-image-1374594" alt="" data-id="1374594" width="449" data-init-width="496" height="570" data-init-height="570" title="Reading required panel with i agree ticked" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2023/04/Reading-required-panel-with-i-agree-ticked.png?_t=1682680138" data-link-wrap="true" data-width="449" style="aspect-ratio: auto 496 / 570;"></a></span></div><div class="thrv_wrapper thrv_text_element" style="" data-css="tve-u-17ff4f85e32"><h2 class="" style="" data-css="tve-u-180938b2bec">Conclusion</h2><p>I hope this post has shown how easy it is to incorporate external sources of information to your SharePoint environment and also how to target external content to users. Using DocRead can help ensure that specific groups of users read a document that’s initially stored outside of SharePoint.&nbsp;</p><p>I am sure you will agree - this is a really neat way to increase the number and types of documents that can be issued and tracked with DocRead.</p></div><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tcb-local-vars-root" style="" data-css="tve-u-187dc108552" data-ct-name="Call To Action 21" data-ct="callaction-57273" data-element-name="Call to Action"><div class="thrive-colors-palette-config" style="display: none !important"></div> <div class="tve-content-box-background" data-css="tve-u-187dc0ca03a" style="" data-tcb_hover_state_parent="1"></div> <div class="tve-cb tve_empty_dropzone" data-css="tve-u-187dc0ca03c"><div class="thrv_wrapper thrv-columns" style="--tcb-col-el-width: 1080;" data-css="tve-u-187dc0ca03d"><div class="tcb-flex-row tcb-resized v-2 tcb--cols--2" data-css="tve-u-187dc0ca03e" style="margin-left: 0px; padding-bottom: 0px !important;"><div class="tcb-flex-col ui-resizable-resizing" data-css="tve-u-187dc0ca03f" style="padding-left: 0px;"><div class="tcb-col tve_empty_dropzone tcb-local-vars-root" style="" data-css="tve-u-187dc0ca040"><div class="thrv_wrapper thrv_text_element tcb-local-vars-root" style="" data-css="tve-u-187dc0ca041" data-tag="h3"><h1 class="" style="" data-css="tve-u-187dc0ca042"><span data-css="tve-u-187dc0ca043">Interested in DocRead for Office 365?</span></h1></div></div></div><div class="tcb-flex-col" data-css="tve-u-187dc0ca044" style="padding-left: 0px;"><div class="tcb-col tve_empty_dropzone tcb-local-vars-root" style="" data-css="tve-u-187dc0ca045"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad tcb-local-vars-root" style="" data-css="tve-u-187dc0ca046"> <div class="tve-content-box-background" data-tcb_hover_state_parent="1"></div> <div class="tve-cb"><div class="thrv_wrapper thrv-button tcb-local-vars-root tve_ea_thrive_animation tve_anim_sweep_to_right" data-css="tve-u-187dc0ca047" data-button-style="default" style="" data-button-size="s" data-tcb_hover_state_parent=""> <a href="https://www.collaboris.com/products/register-interest-o365/" class="tcb-button-link tve_evt_manager_listen tve_et_mouseover" style="border-radius: 0px; overflow: hidden;" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;mouseover&quot;,&quot;config&quot;:{&quot;anim&quot;:&quot;sweep_to_right&quot;,&quot;loop&quot;:1},&quot;a&quot;:&quot;thrive_animation&quot;}]_TNEVE_BCT__" target="_blank" rel=""> <span class="tcb-button-texts" style=""><span class="tcb-button-text thrv-inline-text" data-css="tve-u-187dc0ca048" style="background-color: rgb(0, 47, 64) !important; --background-color:rgb(0, 47, 64)  !important;">Find out more</span></span> </a> </div></div> </div></div></div></div></div></div> </div><div class="thrv_wrapper thrv-page-section tve-height-update tcb-window-width" style="" data-css="tve-u-187dc09bced">
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  247. <div class="thrv_wrapper thrv-columns" data-css="tve-u-17ff4fc1147" style="--tve-font-size: 13px; --tcb-col-el-width: 480;"><div class="tcb-flex-row v-2 tcb-mobile-no-wrap m-edit tcb-medium-no-wrap tcb-resized tcb--cols--2" data-css="tve-u-17ff4fc1148"><div class="tcb-flex-col" data-css="tve-u-17ff4fc1149" style=""><div class="tcb-col"><div class="thrv_wrapper thrv_text_element" style=""><p data-css="tve-u-17ff4fc114a" style="font-size: var(--tve-font-size, 13px);"><span class="thrive-shortcode-content" data-shortcode="tcb_post_published_date" data-shortcode-name="Post date" data-extra_key="" data-attr-type="published" data-attr-date-format-select="F j, Y" data-attr-date-format="F j, Y" data-attr-show-time="0" data-attr-time-format-select="g:i a" data-attr-time-format="" data-attr-link="0" data-attr-target="1" data-attr-rel="0" data-option-inline="1">January 16, 2024 </span></p></div></div></div><div class="tcb-flex-col" data-css="tve-u-17ff4fc114b" style=""><div class="tcb-col"><a href="https://www.collaboris.com/essential-tips-policy-management/#comments" class="tve-dynamic-link" dynamic-postlink="tcb_post_comments_link" data-shortcode-id="1374624"></a></div></div></div></div><div class="thrv_wrapper thrv_text_element" style="" data-css="tve-u-17ff4fc1153"><h2 class="" data-css="tve-u-17ff4fc1154" style=""><span class="thrive-shortcode-content" data-shortcode="tcb_post_title" data-shortcode-name="Post title" data-extra_key="" data-attr-link="1" data-attr-target="0" data-attr-rel="0" data-option-inline="1" data-attr-static-link="{&quot;className&quot;:&quot;&quot;,&quot;href&quot;:&quot;https://www.collaboris.com/importance-of-employee-knowledge-management/&quot;,&quot;title&quot;:&quot;The Importance of Employee Knowledge Management&quot;,&quot;class&quot;:&quot;&quot;}" data-attr-css="" data-css="tve-u-17ff4fc1155"><a href="https://www.collaboris.com/essential-tips-policy-management/" title="Essential Tips for Effective Policy Management" data-css="" class="">Essential Tips for Effective Policy Management</a></span></h2></div><section class="tcb-post-content tcb-shortcode thrv_wrapper" data-css="tve-u-17ff4fc1156"><p>10 Essential Tips for Effective Policy Management: A Comprehensive Guide In today's fast-paced business <a class="more-link" href="https://www.collaboris.com/essential-tips-policy-management/#more-1376151">...</a></p></section><div class="tcb-clear tcb-post-read-more-clear">
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  265. <div class="thrv_wrapper thrv-columns" data-css="tve-u-17ff4fc1147" style="--tve-font-size: 13px; --tcb-col-el-width: 480;"><div class="tcb-flex-row v-2 tcb-mobile-no-wrap m-edit tcb-medium-no-wrap tcb-resized tcb--cols--2" data-css="tve-u-17ff4fc1148"><div class="tcb-flex-col" data-css="tve-u-17ff4fc1149" style=""><div class="tcb-col"><div class="thrv_wrapper thrv_text_element" style=""><p data-css="tve-u-17ff4fc114a" style="font-size: var(--tve-font-size, 13px);"><span class="thrive-shortcode-content" data-shortcode="tcb_post_published_date" data-shortcode-name="Post date" data-extra_key="" data-attr-type="published" data-attr-date-format-select="F j, Y" data-attr-date-format="F j, Y" data-attr-show-time="0" data-attr-time-format-select="g:i a" data-attr-time-format="" data-attr-link="0" data-attr-target="1" data-attr-rel="0" data-option-inline="1">December 12, 2023 </span></p></div></div></div><div class="tcb-flex-col" data-css="tve-u-17ff4fc114b" style=""><div class="tcb-col"><a href="https://www.collaboris.com/why-ai-chat-tool-usage-policy/#comments" class="tve-dynamic-link" dynamic-postlink="tcb_post_comments_link" data-shortcode-id="1374624"></a></div></div></div></div><div class="thrv_wrapper thrv_text_element" style="" data-css="tve-u-17ff4fc1153"><h2 class="" data-css="tve-u-17ff4fc1154" style=""><span class="thrive-shortcode-content" data-shortcode="tcb_post_title" data-shortcode-name="Post title" data-extra_key="" data-attr-link="1" data-attr-target="0" data-attr-rel="0" data-option-inline="1" data-attr-static-link="{&quot;className&quot;:&quot;&quot;,&quot;href&quot;:&quot;https://www.collaboris.com/importance-of-employee-knowledge-management/&quot;,&quot;title&quot;:&quot;The Importance of Employee Knowledge Management&quot;,&quot;class&quot;:&quot;&quot;}" data-attr-css="" data-css="tve-u-17ff4fc1155"><a href="https://www.collaboris.com/why-ai-chat-tool-usage-policy/" title="Why you need a AI Chat Tool Usage Policy in Your Organization" data-css="" class="">Why you need a AI Chat Tool Usage Policy in Your Organization</a></span></h2></div><section class="tcb-post-content tcb-shortcode thrv_wrapper" data-css="tve-u-17ff4fc1156"><p>The urgency of establishing an AI usage policy In the ever-evolving landscape of business <a class="more-link" href="https://www.collaboris.com/why-ai-chat-tool-usage-policy/#more-1375857">...</a></p></section><div class="tcb-clear tcb-post-read-more-clear">
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  283. <div class="thrv_wrapper thrv-columns" data-css="tve-u-17ff4fc1147" style="--tve-font-size: 13px; --tcb-col-el-width: 480;"><div class="tcb-flex-row v-2 tcb-mobile-no-wrap m-edit tcb-medium-no-wrap tcb-resized tcb--cols--2" data-css="tve-u-17ff4fc1148"><div class="tcb-flex-col" data-css="tve-u-17ff4fc1149" style=""><div class="tcb-col"><div class="thrv_wrapper thrv_text_element" style=""><p data-css="tve-u-17ff4fc114a" style="font-size: var(--tve-font-size, 13px);"><span class="thrive-shortcode-content" data-shortcode="tcb_post_published_date" data-shortcode-name="Post date" data-extra_key="" data-attr-type="published" data-attr-date-format-select="F j, Y" data-attr-date-format="F j, Y" data-attr-show-time="0" data-attr-time-format-select="g:i a" data-attr-time-format="" data-attr-link="0" data-attr-target="1" data-attr-rel="0" data-option-inline="1">November 15, 2023 </span></p></div></div></div><div class="tcb-flex-col" data-css="tve-u-17ff4fc114b" style=""><div class="tcb-col"><a href="https://www.collaboris.com/maximizing-internal-communications/#comments" class="tve-dynamic-link" dynamic-postlink="tcb_post_comments_link" data-shortcode-id="1374624"></a></div></div></div></div><div class="thrv_wrapper thrv_text_element" style="" data-css="tve-u-17ff4fc1153"><h2 class="" data-css="tve-u-17ff4fc1154" style=""><span class="thrive-shortcode-content" data-shortcode="tcb_post_title" data-shortcode-name="Post title" data-extra_key="" data-attr-link="1" data-attr-target="0" data-attr-rel="0" data-option-inline="1" data-attr-static-link="{&quot;className&quot;:&quot;&quot;,&quot;href&quot;:&quot;https://www.collaboris.com/importance-of-employee-knowledge-management/&quot;,&quot;title&quot;:&quot;The Importance of Employee Knowledge Management&quot;,&quot;class&quot;:&quot;&quot;}" data-attr-css="" data-css="tve-u-17ff4fc1155"><a href="https://www.collaboris.com/maximizing-internal-communications/" title="Maximizing internal communications" data-css="" class="">Maximizing internal communications</a></span></h2></div><section class="tcb-post-content tcb-shortcode thrv_wrapper" data-css="tve-u-17ff4fc1156"><p>Maximizing internal communicationsIn the modern business landscape, effective internal communication is the cornerstone of <a class="more-link" href="https://www.collaboris.com/maximizing-internal-communications/#more-1375724">...</a></p></section><div class="tcb-clear tcb-post-read-more-clear">
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  298. <p>The post <a href="https://www.collaboris.com/target-external-content-office-365/">Target external content with Office365 and DocRead</a> appeared first on <a href="https://www.collaboris.com">Collaboris</a>.</p>
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  305. <title>5 Tips to maximize Internal Communications in SharePoint</title>
  306. <link>https://www.collaboris.com/how-to-use-sharepoint-for-internal-communications/</link>
  308. <dc:creator><![CDATA[Mark Jones]]></dc:creator>
  309. <pubDate>Wed, 20 Aug 2014 13:41:07 +0000</pubDate>
  310. <category><![CDATA[SharePoint]]></category>
  311. <guid isPermaLink="false">http://collaboriscom.wpengine.com/?p=584</guid>
  312.  
  313. <description><![CDATA[<p>5 tips showing how to use SharePoint for Internal CommunicationsIf you are responsible for communicating with various groups of staff in your organisation, then you need a good set of tools that allow you to do this in a very pain free manner.If you have access to SharePoint (or Office 365), then there are lots [&#8230;]</p>
  314. <p>The post <a href="https://www.collaboris.com/how-to-use-sharepoint-for-internal-communications/">5 Tips to maximize Internal Communications in SharePoint</a> appeared first on <a href="https://www.collaboris.com">Collaboris</a>.</p>
  315. ]]></description>
  316. <content:encoded><![CDATA[<div class="thrv_paste_content thrv_wrapper"><div class="thrv_wrapper thrv_text_element"><h1 class="" style="" data-css="tve-u-18287d745f0">5 tips showing how to use SharePoint for Internal Communications</h1><h3 class="" style="" data-css="tve-u-18287d767d2">If you are responsible for communicating with various groups of staff in your organisation, then you need a good set of tools that allow you to do this in a very pain free manner.</h3></div><div class="thrv_paste_content thrv_wrapper"><div class="thrv_wrapper thrv_text_element"><p>If you have access to SharePoint (or Office 365), then there are <strong><u>lots</u></strong> of features that allow you to leverage it as part of your internal communications strategy. This post offers some fantastic tips explaining how to use SharePoint to help!</p></div></div><div class="thrv-columns thrv_wrapper" style="margin-top: 0px; --tcb-col-el-width: 799.188;"><div class="tcb-flex-row tcb--cols--2" style="margin-top: 0px !important; padding-top: 0px;">
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  319. <img loading="lazy" decoding="async" class="tve_image" alt="" src="https://www.collaboris.com/wp-content/uploads/2016/07/internalcomms_problem.jpg" style="" width="406" height="269">
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  322. <div class="c-33 tcb-flex-col"><div class="tcb-col"><div class="thrv_wrapper thrv_text_element"><h4 class="">Firstly, why do we need good Internal Communication at all, and why would you want to use SharePoint for this function?</h4></div></div></div>
  323. </div></div><div class="thrv_wrapper thrv_text_element"><p></p></div><div class="thrv_paste_content thrv_wrapper"><div class="thrv_wrapper thrv_text_element"><p><strong>Importance of Internal and Employee Communications</strong> – These are the backbone to any successful organisation, supporting every aspect from operations through to change. They promote employee engagement which in turn can impact positively on performance, retention and overall morale of the team. It is easy to see why it should be high on any company’s priorities.</p><p><strong>Why Use SharePoint for internal Communications</strong> – As if the tips in this post paper weren’t enough, SharePoint is scalable, flexible and in so many cases already available in your organisation. It just needs a little understanding of what is possible to unlock some great benefits for your communication strategy.</p><p>So, to start fine tuning your strategy, here are a list of effective ways to improve your Internal Communications by using existing features within SharePoint. We also branch out into some of the other Office 365 services that can also be consumed within SharePoint.</p><h3 class="">TIP #1 - THE DISCUSSION BOARD</h3><p>The discussion board within SharePoint allows staff to discuss subjects relating to their work. If you want to create a conversation and gather opinion around key topics in your business, then a discussion board is ideal. They take minutes to create and are very intuitive.</p></div><div style="" class="thrv_wrapper tve_image_caption img_style_lifted_style1">
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  325. <img loading="lazy" decoding="async" class="tve_image touchactive" alt="" src="https://www.collaboris.com/wp-content/uploads/2016/07/discussion-forum.png" style="aspect-ratio: auto 765 / 562;" width="799" height="587" data-width="799" data-height="587" data-init-width="765" data-init-height="562">
  326. </span>
  327. </div><div class="thrv_wrapper thrv_text_element"><p><span class="bold_text">TOP TIP!</span> To increase awareness of the discussion board, consider embedding it on one of your Intranet or departmental home pages. This will immediately bring any new discussions to the attention of your staff. You may also wish to highlight certain discussions by allowing them to viewed under the ‘Featured’ view.</p></div><div class="thrv_wrapper thrv_symbol thrive-shortcode thrv_symbol_1370078" data-shortcode="thrive_symbol" data-id="1370078" data-selector=".thrv_symbol_1370078"><div class="thrive-shortcode-config" style="display: none !important"></div><div class="thrive-shortcode-html thrive-symbol-shortcode " data-symbol-id="1370078"><style type="text/css" id="tcb-style-base-tcb_symbol-1370078"  onLoad="typeof window.lightspeedOptimizeStylesheet === 'function' && window.lightspeedOptimizeStylesheet()" class="tcb-lightspeed-style">.thrv_wrapper .tve-content-box-background{position: absolute;width: 100%;left: 0px;top: 0px;overflow: hidden;-webkit-background-clip: padding-box;height: 100% !important;}.thrv_wrapper.thrv-content-box{box-sizing: border-box;position: relative;min-height: 10px;}.thrv_wrapper.thrv-content-box div:not(.thrv_icon):not(.ui-resizable-handle):not(.tve-auxiliary-icon-element){box-sizing: border-box;}.tve-cb{display: inline-block;vertical-align: middle;clear: both;overflow: visible;width: 100%;z-index: 1;position: relative;min-height: 10px;}.thrv-button{max-width: 100%;margin-left: auto;margin-right: auto;display: table !important;}.thrv-button.thrv_wrapper{padding: 0px;}a.tcb-button-link{background-color: rgb(26,188,156);padding: 12px 15px;font-size: 18px;box-sizing: border-box;display: inline-flex;align-items: center;overflow: hidden;width: 100%;text-align: center;line-height: 1.2em;}a.tcb-button-link:hover{background-color: rgb(21,162,136);}.thrv-button a.tcb-button-link{color: rgb(255,255,255);text-decoration: none !important;}a.tcb-button-link > span::before{position: absolute;content: "";display: none;top: -100px;bottom: -100px;width: 1px;left: 10px;background-color: rgb(0,121,0);}span.tcb-button-texts{color: inherit;display: block;flex: 1 1 0%;position: 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none;}}</style><style class='tve-symbol-custom-style'>@import url("//fonts.googleapis.com/css?family=Heebo:300,500,700,400&subset=latin");@import url("//fonts.googleapis.com/css?family=Lato:300,700,400,&subset=latin");@media (min-width: 300px){.thrv_symbol_1370078{margin-top: 0px !important;}.thrv_symbol_1370078 [data-css="tve-u-17db631eb5a"]{line-height: 1.3em !important;}:not(#tve) .thrv_symbol_1370078 [data-css="tve-u-17db631eb5a"]{text-shadow: none;--g-regular-weight: 300;--g-bold-weight: 700;font-family: Lato !important;font-weight: var(--g-regular-weight,normal) !important;--tcb-applied-color: var$(--tcb-local-color-16871) !important;color: var(--tcb-local-color-16871) !important;font-size: 38px !important;}.thrv_symbol_1370078 [data-css="tve-u-17db631eb5b"]{font-family: Lato !important;font-weight: 300 !important;}.thrv_symbol_1370078 [data-css="tve-u-17db631eb5b"] strong{font-weight: 700 !important;}:not(#tve) .thrv_symbol_1370078 [data-css="tve-u-17db631eb5a"] 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.thrv-content-box [data-css="tve-u-17db631eb54"] p,:not(#tve) .thrv_symbol_1370078 .thrv-content-box [data-css="tve-u-17db631eb54"] li,:not(#tve) .thrv_symbol_1370078 .thrv-content-box [data-css="tve-u-17db631eb54"] blockquote,:not(#tve) .thrv_symbol_1370078 .thrv-content-box [data-css="tve-u-17db631eb54"] address,:not(#tve) .thrv_symbol_1370078 .thrv-content-box [data-css="tve-u-17db631eb54"] .tcb-plain-text,:not(#tve) .thrv_symbol_1370078 .thrv-content-box [data-css="tve-u-17db631eb54"] label{font-family: Heebo;font-size: 18px;line-height: 1.7em;}.thrv_symbol_1370078 [data-css="tve-u-17db631eb54"]{--g-regular-weight: 300;--g-bold-weight: 500;}.thrv_symbol_1370078 [data-css="tve-u-17db631eb61"]{max-width: 100%;margin-top: 0px !important;margin-bottom: 0px !important;padding-top: 15px !important;padding-bottom: 15px !important;}:not(#tve) .thrv_symbol_1370078 [data-css="tve-u-17db631eb66"] .tcb-button-link span{color: var(--tve-color,var(--tcb-local-color-16871));--tcb-applied-color: var$(--tcb-local-color-16871);font-weight: var(--g-bold-weight,bold);}.thrv_symbol_1370078 [data-css="tve-u-17db631eb56"] > .tcb-flex-col{padding-left: 0px;}.thrv_symbol_1370078 [data-css="tve-u-17db631eb63"]{--g-regular-weight: 300;--g-bold-weight: 500;}:not(#tve) .thrv_symbol_1370078 [data-css="tve-u-17db631eb66"]:hover .tcb-button-link{background-color: rgba(255,255,255,0.1) !important;}.thrv_symbol_1370078 [data-css="tve-u-17db631eb66"] .tcb-button-link::after{background-color: rgba(255,255,255,0.1);background-attachment: scroll;background-image: none;background-position: 0% 0%;background-repeat: repeat;background-size: auto;}.thrv_symbol_1370078 [data-css="tve-u-17db631eb5f"]{padding: 0px !important;margin: 0px !important;}:not(#tve) .thrv_symbol_1370078 [data-css="tve-u-17db631eb64"]{text-transform: none !important;font-size: 22px !important;}.thrv_symbol_1370078 [data-css="tve-u-17db651d8fd"]{clip-path: url("#clip-bottom-f8d02b176b098");background-image: linear-gradient(rgba(255,255,255,0.25),rgba(255,255,255,0.25)) !important;--background-image: linear-gradient(rgba(255,255,255,0.25),rgba(255,255,255,0.25)) !important;--tve-applied-background-image: linear-gradient(rgba(255,255,255,0.25),rgba(255,255,255,0.25)) !important;background-size: auto !important;background-position: 50% 50% !important;background-attachment: scroll !important;background-repeat: no-repeat !important;--background-size: auto auto !important;--background-position: 50% 50% !important;--background-attachment: scroll !important;--background-repeat: no-repeat !important;}.thrv_symbol_1370078 [data-css="tve-u-185972521e2"]{font-family: Lato !important;font-weight: 300 !important;}.thrv_symbol_1370078 [data-css="tve-u-185972521e2"] strong{font-weight: 700 !important;}}@media (max-width: 1023px){:not(#tve) .thrv_symbol_1370078 [data-css="tve-u-17db631eb5a"]{--g-regular-weight: 300;--g-bold-weight: 700;font-size: 40px !important;font-family: Lato !important;font-weight: 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20px !important;border: none !important;}.thrv_symbol_1370078 [data-css="tve-u-17db631eb61"]{float: none;z-index: 3;position: relative;width: 100%;max-width: 100%;--tve-alignment: center;padding-bottom: 20px !important;padding-left: 30px !important;padding-right: 40px !important;margin-right: auto !important;--tve-applied-width: 100% !important;margin-bottom: 0px !important;--tve-applied-max-width: 300px !important;margin-left: auto !important;}.thrv_symbol_1370078 [data-css="tve-u-17db631eb66"]{float: none;position: static;z-index: 3;top: 0px;left: 16px;--tve-alignment: center;min-width: 0px !important;margin: 10px auto 20px !important;}.thrv_symbol_1370078 [data-css="tve-u-17db631eb5e"]::after{clear: both;}.thrv_symbol_1370078 [data-css="tve-u-17db631eb56"]{flex-flow: wrap !important;}.thrv_symbol_1370078 [data-css="tve-u-17db631eb5e"]{background-color: var(--tcb-local-color-43816) !important;padding-bottom: 0px !important;}.thrv_symbol_1370078 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class="tcb-flex-col ui-resizable-resizing" data-css="tve-u-17db631eb57" style="padding-left: 0px;"><div class="tcb-col tve_empty_dropzone tcb-local-vars-root" style="" data-css="tve-u-17db631eb58"><div class="thrv_wrapper thrv_text_element tcb-local-vars-root" style="" data-css="tve-u-17db631eb59" data-tag="h3"><h3 data-css="tve-u-17db631eb5a" class="" style=""><span data-css="tve-u-185972521e2" style="">Are your policies&nbsp;</span><span data-css="tve-u-17db631eb5b" style=""><strong>read on time and by the right people?</strong></span></h3></div></div></div><div class="tcb-flex-col" data-css="tve-u-17db631eb5d" style="padding-left: 0px;"><div class="tcb-col tve_empty_dropzone tcb-local-vars-root" style="" data-css="tve-u-17db631eb5e"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad tcb-local-vars-root" style="" data-css="tve-u-17db631eb5f"> <div class="tve-content-box-background" data-tcb_hover_state_parent="1"></div> <div class="tve-cb"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad tcb-local-vars-root" style="" data-css="tve-u-17db631eb61"> <div class="tve-content-box-background" style="" data-css="tve-u-17db651d8fd" data-clip-id="f8d02b176b098" data-tcb_hover_state_parent="1"><svg width="0" height="0" class="tve-decoration-svg"><defs><clipPath id="clip-mobile-bottom-f8d02b176b098" class="decoration-clip clip-path-mobile-bottom" clipPathUnits="objectBoundingBox" data-screen="mobile-" decoration-type="pointer" pointer-width="100" pointer-height="17" style="" data-inverted="false" clip-path="url(#clip-mobile-right-f8d02b176b098)"><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-right-f8d02b176b098" class="decoration-clip clip-path-right" clipPathUnits="objectBoundingBox" data-screen="" decoration-type="pointer" pointer-width="100" pointer-height="0" clip-path="url(#clip-bottom-f8d02b176b098)"><polygon points="0 0, 0 1, 1 1, 1 1, 1 0.5, 1 0, 1 0"></polygon></clipPath><clipPath id="clip-bottom-f8d02b176b098" class="decoration-clip clip-path-bottom" clipPathUnits="objectBoundingBox" data-screen="" decoration-type="pointer" pointer-width="100" pointer-height="17" style=""><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-mobile-mobile-bottom-f8d02b176b098" class="decoration-clip clip-path-mobile-mobile-bottom" clipPathUnits="objectBoundingBox" data-screen="mobile-" decoration-type="pointer" pointer-width="100" pointer-height="17" style="" data-inverted="false" clip-path="url(#clip-mobile-mobile-right-f8d02b176b098)"><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-mobile-bottom-f8d02b176b098" class="decoration-clip clip-path-mobile-bottom" clipPathUnits="objectBoundingBox" data-screen="mobile-" decoration-type="pointer" pointer-width="100" pointer-height="17" style="" clip-path="url(#clip-mobile-right-f8d02b176b098)"><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-mobile-right-f8d02b176b098" class="decoration-clip clip-path-mobile-right" clipPathUnits="objectBoundingBox" data-screen="mobile-"><polygon points="0 0, 0 1, 1 1, 1 0"></polygon></clipPath></defs></svg></div> <div class="tve-cb" data-css="tve-u-17db631eb63"><div class="thrv_wrapper thrv_text_element"><p data-css="tve-u-17db631eb64" style="text-align: center;">DocRead can help</p></div></div> </div><div class="thrv_wrapper thrv-button tcb-local-vars-root tve_ea_thrive_animation tve_anim_sweep_to_right" data-css="tve-u-17db631eb66" data-button-style="default" style="" data-button-size="s" data-tcb_hover_state_parent=""> <a href="/products/docread365-makes-compliance-simple/" class="tcb-button-link tve_evt_manager_listen tve_et_mouseover" style="border-radius: 0px; overflow: hidden;" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;mouseover&quot;,&quot;config&quot;:{&quot;anim&quot;:&quot;sweep_to_right&quot;,&quot;loop&quot;:1},&quot;a&quot;:&quot;thrive_animation&quot;}]_TNEVE_BCT__" target="_blank" rel=""> <span class="tcb-button-texts" style=""><span class="tcb-button-text thrv-inline-text" data-css="tve-u-17db631eb67" style="">See how</span></span> </a> </div></div> </div></div></div></div></div></div> </div></div></div><div class="thrv_wrapper thrv_text_element"><h3 class="">TIP #2 – Quickly create content with a Wiki Library</h3><p>“Wikiwiki” means quick in Hawaiian. A wiki library is a document library in which users can easily edit any page. The library grows organically by linking existing pages together or by creating links to new pages. If a user finds a link to an uncreated page, he or she can follow the link and create the page.</p></div><div style="" class="thrv_wrapper tve_image_caption img_style_lifted_style1">
  328. <span class="tve_image_frame">
  329. <img loading="lazy" decoding="async" class="tve_image" alt="" src="https://www.collaboris.com/wp-content/uploads/2016/07/Wiki-Pages.png" style="" width="795" height="510">
  330. </span>
  331. </div></div><div class="thrv_wrapper thrv_text_element"><p>In business environments, a wiki library provides a low-maintenance way to record knowledge. Information that is usually traded in e-mail messages, gleaned from hallway conversations, or written on paper can instead be recorded in a wiki library in context with similar knowledge.</p><p>Other example uses of wiki libraries include brainstorming ideas, collaborating on designs, creating an instruction guide, gathering data from the field, tracking call centre knowledge and building an encyclopaedia of knowledge.</p><h3 class="">TIP #3 - Send announcements with Announcement Lists</h3><p>The SharePoint Announcement List is a special type of list that lets you create an announcement with an expiry date. To present the announcements to staff you can place the Announcement List on the landing page of your Intranet.</p></div><div style="margin-bottom: 20px !important; margin-top: 20px !important; width: 413px;" class="thrv_wrapper tve_image_caption img_style_lifted_style1 aligncenter">
  332. <span class="tve_image_frame">
  333. <img loading="lazy" decoding="async" class="tve_image" alt="" src="https://www.collaboris.com/wp-content/uploads/2016/07/Announcements-list.png" style="" width="413" height="439">
  334. </span>
  335. </div><div class="thrv_wrapper thrv_text_element"><p>As the Announcement List is just a custom SharePoint list it can be searched with in-built Search or added to any site pages you feel appropriate. If your announcement is date dependant (such as for a company event), you can set an expiry date that will force it to stop showing. One other notable feature is that an end-user can set an ‘Alert’ when an announcement is created. 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border: 1px solid rgb(0, 0, 0);" data-tcb_hover_state_parent=""><div class="tcb-flex-row v-2 tcb-medium-wrap tcb-desktop-no-wrap tcb--cols--2 tcb-resized" data-css="tve-u-189b63da9c5" style=""><div class="tcb-flex-col c-33" data-css="tve-u-189b63da9c6" style=""><div class="tcb-col"><div class="thrv_wrapper tve_image_caption" data-css="tve-u-189b63da9c7" style=""><span class="tve_image_frame" style=""><img decoding="async" class="tve_image wp-image-1375756 tcb-moved-image" alt="" data-id="1375756" width="218" data-init-width="769" height="320" data-init-height="1129" title="maximizing internal comms ebook picture" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2023/11/maximizing-internal-comms-ebook-picture.png" data-link-wrap="true" data-width="218" data-height="320" data-css="tve-u-189b63da9c8" style="aspect-ratio: auto 769 / 1129;" ml-d="-99" mt-d="0" center-h-d="true" ml-m="0" mt-m="0" ml-t="0" mt-t="0" srcset="https://www.collaboris.com/wp-content/uploads/2023/11/maximizing-internal-comms-ebook-picture.png 769w, https://www.collaboris.com/wp-content/uploads/2023/11/maximizing-internal-comms-ebook-picture-204x300.png 204w, https://www.collaboris.com/wp-content/uploads/2023/11/maximizing-internal-comms-ebook-picture-697x1024.png 697w, https://www.collaboris.com/wp-content/uploads/2023/11/maximizing-internal-comms-ebook-picture-768x1128.png 768w" sizes="(max-width: 218px) 100vw, 218px" /></span></div></div></div><div class="tcb-flex-col c-66" data-css="tve-u-189b63da9c9" style=""><div class="tcb-col" style="" data-css="tve-u-189b63da9ca"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-189b63da9cb" style=""><h3 class="" style="color: rgb(52, 52, 52) !important; --tcb-applied-color:#343434 !important;" data-css="tve-u-189b63da9cc">Get your free guide : Maximising Internal Communications</h3></div><div class="thrv_wrapper thrv_text_element" data-css="tve-u-189b63da9cd"><p style="" data-css="tve-u-189b63da9ce">If you would prefer to read this post as an eBook, please request your copy by clicking the button below.</p></div><div class="thrv_wrapper thrv-button thrv-button-v2 tcb-local-vars-root tcb-with-icon" data-button-style="btn-tpl-58416" data-tcb_hover_state_parent="" data-css="tve-u-189b6864422" style="" data-button-size="s"><div class="thrive-colors-palette-config" style="display: none !important"></div> <a href="https://www.collaboris.com/?tcb_lightbox=lm-internal-comms-guide" class="tcb-button-link tcb-plain-text" target="_blank" rel=""><span class="tcb-button-icon" style=""> <div class="thrv_wrapper thrv_icon tve_no_drag tve_no_icons tcb-icon-inherit-style tcb-local-vars-root" style="" data-tcb_hover_state_parent="" data-css="tve-u-189b6864426"><svg class="tcb-icon" viewBox="0 0 512 512" data-id="icon-hand-point-right-solid" data-name=""> <path d="M512 199.652c0 23.625-20.65 43.826-44.8 43.826h-99.851c16.34 17.048 18.346 49.766-6.299 70.944 14.288 22.829 2.147 53.017-16.45 62.315C353.574 425.878 322.654 448 272 448c-2.746 0-13.276-.203-16-.195-61.971.168-76.894-31.065-123.731-38.315C120.596 407.683 112 397.599 112 385.786V214.261l.002-.001c.011-18.366 10.607-35.889 28.464-43.845 28.886-12.994 95.413-49.038 107.534-77.323 7.797-18.194 21.384-29.084 40-29.092 34.222-.014 57.752 35.098 44.119 66.908-3.583 8.359-8.312 16.67-14.153 24.918H467.2c23.45 0 44.8 20.543 44.8 43.826zM96 200v192c0 13.255-10.745 24-24 24H24c-13.255 0-24-10.745-24-24V200c0-13.255 10.745-24 24-24h48c13.255 0 24 10.745 24 24zM68 368c0-11.046-8.954-20-20-20s-20 8.954-20 20 8.954 20 20 20 20-8.954 20-20z"></path> </svg></div> </span> <span class="tcb-button-texts" style=""><span class="tcb-button-text thrv-inline-text" data-tcb_hover_state_parent="" style="" data-css="tve-u-189b6864424">Get y<span style="background-color: transparent;"></span>our free eBook</span></span> </a> </div></div></div></div></div></div> </div></div></div><div class="thrv_wrapper thrv_text_element"><h3 class="">TIP #4 - Use a SharePoint Survey</h3><p>Internal Communications often need to be 2 ways in that as well as being able to share information with employees, it’s also necessary to receive input. As with the discussion board, a SharePoint Survey can easily be created to gather data.</p></div><div style="width: 348px; margin-top: 30px !important; margin-bottom: 30px !important;" class="thrv_wrapper tve_image_caption img_style_lifted_style1 aligncenter">
  336. <span class="tve_image_frame">
  337. <img loading="lazy" decoding="async" class="tve_image" alt="" src="https://www.collaboris.com/wp-content/uploads/2016/07/Survey.png" style="" width="348" height="382">
  338. </span>
  339. </div><div class="thrv_wrapper thrv_text_element"><p>The Survey that ships with all versions of SharePoint allows you to carry out the following features:</p></div><div class="thrv_wrapper thrv_bullets_shortcode thrv_text_element"><ul class="tve_ul tve_ul3 tve_red"><li class="">Anonymous Surveys (beware - they’re not truly anonymous!).</li><li class="">Question branching.</li><li class="">Group questions into pages.</li><li class="">Accessible via a popup.</li><li class="">Answers are exportable to Excel.</li><li class="">Answers get stored as a SharePoint list.</li></ul></div><div class="thrv_wrapper thrv_text_element"><p>If you would like to use more advanced features such as randomized questions then the SharePoint Survey is lacking, but it certainly caters for a lot of scenarios! If you’d like to set your staff quizzes or tests, then please see section 12.</p><h3 class="">TIP #5 - SharePoint Community site template</h3><p>The <a href="https://support.microsoft.com/en-us/office/create-a-community-8b6bb936-7ebc-4e60-b8ab-2d4897499af9" target="_blank" class="" style="outline: none;">Community Site Template</a> was new to SharePoint 2013 and is a special type of site that serves as a mini social network around a given subject.</p></div><div style="" class="thrv_wrapper tve_image_caption">
  340. <span class="tve_image_frame">
  341. <img decoding="async" class="tve_image" alt="" src="https://www.collaboris.com/wp-content/uploads/2016/07/community-site-template.png" style="" width="" height="">
  342. </span>
  343. </div><div class="thrv_wrapper thrv_text_element"><p></p></div><div class="thrv_paste_content thrv_wrapper"><div class="thrv_wrapper thrv_text_element"><p>The community site offers the following features:</p></div><div class="thrv_paste_content thrv_wrapper"><div class="thrv_wrapper thrv_text_element"><p></p><p>• <strong>Members view and activity view</strong> - see how active the site and members are.</p></div><div class="thrv_wrapper thrv_bullets_shortcode thrv_text_element"><ul class="tve_ul tve_ul3 tve_red"><li class=""><span class="bold_text">Gamification</span> - award points to members for completing tasks such as contributing to posts and getting active. You can also directly reward staff with a configurable badge if you feel it appropriate.</li><li class=""><span class="bold_text">Discussion</span> - installs with a discussion forum pre-installed with the ability to create categories.</li><li class=""><span class="bold_text">Members view and activity view</span> - see how active the site and members are.</li></ul></div><div class="thrv_wrapper thrv_text_element"><p>Having a good social and gamification strategy in your organisation can really be a great way to increase staff engagement and motivation. It’s not the best for top down communication, but is very effective for peer to peer communication.</p></div></div></div><section></section></div><div class="tcb_flag" style="display: none"></div>
  344. <p>The post <a href="https://www.collaboris.com/how-to-use-sharepoint-for-internal-communications/">5 Tips to maximize Internal Communications in SharePoint</a> appeared first on <a href="https://www.collaboris.com">Collaboris</a>.</p>
  345. ]]></content:encoded>
  349. </item>
  350. <item>
  351. <title>Using metadata to classify policies</title>
  352. <link>https://www.collaboris.com/policies-and-procedures-using-metadata-to-classify-policies/</link>
  354. <dc:creator><![CDATA[Mark Jones]]></dc:creator>
  355. <pubDate>Fri, 16 Nov 2012 19:09:12 +0000</pubDate>
  356. <category><![CDATA[Policy Management]]></category>
  357. <category><![CDATA[SharePoint]]></category>
  358. <guid isPermaLink="false">http://collaboriscom.wpengine.com/?p=354</guid>
  359.  
  360. <description><![CDATA[<p>Using metadata to classify policiesIn this post, we will to find out how SharePoint metadata can be used to tag and classify a policy to make it more discoverable.Along with search, managed metadata is a service in SharePoint that operates at the organization level to allow for comprehensive classification and tagging of enterprise content. As [&#8230;]</p>
  361. <p>The post <a href="https://www.collaboris.com/policies-and-procedures-using-metadata-to-classify-policies/">Using metadata to classify policies</a> appeared first on <a href="https://www.collaboris.com">Collaboris</a>.</p>
  362. ]]></description>
  363. <content:encoded><![CDATA[<div class="thrv_wrapper thrv_text_element"><p></p></div><div class="thrv_paste_content thrv_wrapper"><div class="thrv_wrapper thrv_text_element"><h1 class="" style="" data-css="tve-u-182882f5ad6">Using metadata to classify policies</h1></div><section></section></div><div class="thrv_wrapper tve_wp_shortcode"><div class="tve_shortcode_raw" style="display: none"></div><div class="tve_shortcode_rendered"><h3>In this post, we will to find out how SharePoint metadata can be used to tag and classify a policy to make it more discoverable.</h3><p>Along with search, managed metadata is a service in SharePoint that operates at the organization level to allow for comprehensive classification and tagging of enterprise content. As metadata is managed at the organization level, far greater governance and control can be utilized. When used with Search, managed metadata is extremely powerful. It is  possible to return documents and web pages tagged with a metadata term regardless of location and type. For example, a user could use Search to return all documents containing the words ‘Adequate Procedures’ that have been tagged as ‘Bribery Act’. This could then return contracts, policies, corporate letters, emails, newsletters, web pages or even pictures.</p><h2>Configuration of Managed Metadata</h2><p>The Managed Metadata Service in SharePoint allows a set of global terms to be configured in a hierarchy. This can be used throughout the farm. There are many advantages and uses beyond policies, but because we are specifically dealing with policies, let&#8217;s see what it would look like.<br /><a href="/wp-content/uploads/2015/07/policies-and-procedures-categories.png"><img loading="lazy" decoding="async" class="size-full wp-image-355 alignleft" src="https://www.collaboris.com/wp-content/uploads/2015/07/policies-and-procedures-categories.png" alt="policies-and-procedures-categories" width="160" height="252" /></a>Firstly, you need to analyze your policies and decide how you want to categorize or tag them.</p><p>In most scenarios they will be categorized by department. However it’s possible and recommended to add multiple classifications to your policies.  The more a document is classified, the more meaning it takes on, resulting in it being much easier to find.</p><p>Once the category structure (TermSet) is agreed it can be imported (as a comma separated file) directly into the global metadata service as Term set. Once this is done, it is then available to be used as a way to categorize the policies. As a result, policies will be easier locate using search and library metadata navigation.</p><p>Obviously, to make a policy searchable by metadata it must be tagged. This is achieved by creating a ‘metadata’ column in the library. </p><div> </div><p>Additionally, the ‘Enterprise Keywords’ column also allows the policy to be tagged with more keywords generated ‘on the fly’. These can also be used to aid navigation and search.</p><p>As the policies are tagged with keywords and metadata, it’s now possible to conveniently browse them as shown below.</p><p><a href="/wp-content/uploads/2015/07/policies-and-procedures-taxonomy-filter.png"><img loading="lazy" decoding="async" class="size-full wp-image-357 aligncenter" src="https://www.collaboris.com/wp-content/uploads/2015/07/policies-and-procedures-taxonomy-filter.png" alt="policies-and-procedures-taxonomy-filter" width="207" height="287" /></a></p><p>Causing only those documents that have been tagged with that category to be shown.</p><p>For more information on managed metadata check these Microsoft posts:</p><ul><li><a href="https://learn.microsoft.com/en-us/sharepoint/managed-metadata">Introduction to managed metadata &#8211; SharePoint in Microsoft 365 | Microsoft Learn</a></li><li><a href="https://support.microsoft.com/en-us/office/set-up-metadata-navigation-for-a-list-or-library-c222a75d-8b18-44e2-9ed8-7ee4e0d23cfc?ui=en-us&amp;rs=en-gb&amp;ad=gb">Set up metadata navigation for a list or library &#8211; Microsoft Support</a></li></ul></div></div><div class="thrv_wrapper thrv_symbol thrive-shortcode thrv_symbol_1375336" data-shortcode="thrive_symbol" data-id="1375336" data-selector=".thrv_symbol_1375336"><div class="thrive-shortcode-config" style="display: none !important"></div><div class="thrive-shortcode-html thrive-symbol-shortcode " data-symbol-id="1375336"><style type="text/css" id="tcb-style-base-tcb_symbol-1375336"  onLoad="typeof window.lightspeedOptimizeStylesheet === 'function' && window.lightspeedOptimizeStylesheet()" class="tcb-lightspeed-style">.thrv_wrapper .tve-content-box-background{position: absolute;width: 100%;left: 0px;top: 0px;overflow: hidden;-webkit-background-clip: padding-box;height: 100% 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rgb(255,255,255) !important;}}</style><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tcb-local-vars-root" style="" data-css="tve-u-17db631eb52" data-ct-name="Call To Action 21" data-ct="callaction-57273" data-element-name="Call to Action"><div class="thrive-colors-palette-config" style="display: none !important"></div> <div class="tve-content-box-background" data-css="tve-u-17db631eb53" style="" data-tcb_hover_state_parent="1"></div> <div class="tve-cb tve_empty_dropzone" data-css="tve-u-17db631eb54"><div class="thrv_wrapper thrv-columns" style="--tcb-col-el-width: 1078;" data-css="tve-u-17db631eb55"><div class="tcb-flex-row tcb-resized v-2 tcb--cols--2" data-css="tve-u-17db631eb56" style="margin-left: 0px; padding-bottom: 0px !important;"><div class="tcb-flex-col ui-resizable-resizing" data-css="tve-u-17db631eb57" style="padding-left: 0px;"><div class="tcb-col tve_empty_dropzone tcb-local-vars-root" style="" data-css="tve-u-17db631eb58"><div class="thrv_wrapper thrv_text_element tcb-local-vars-root" style="" data-css="tve-u-17db631eb59" data-tag="h3"><h3 data-css="tve-u-17db631eb5a" class="" style=""><span data-css="tve-u-17f45fadfaf">Are your policies&nbsp;</span><span data-css="tve-u-17db631eb5b"><strong>read on time and by the right people?</strong></span></h3></div></div></div><div class="tcb-flex-col" data-css="tve-u-17db631eb5d" style="padding-left: 0px;"><div class="tcb-col tve_empty_dropzone tcb-local-vars-root" style="" data-css="tve-u-17db631eb5e"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad tcb-local-vars-root" style="" data-css="tve-u-17db631eb5f"> <div class="tve-content-box-background" data-tcb_hover_state_parent="1" style="" data-css="tve-u-18dc24811aa"></div> <div class="tve-cb"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad tcb-local-vars-root" style="" data-css="tve-u-17db631eb61"> <div class="tve-content-box-background" style="" data-css="tve-u-17db651d8fd" data-clip-id="f8d02b176b098" data-tcb_hover_state_parent="1"><svg width="0" height="0" class="tve-decoration-svg"><defs><clipPath id="clip-mobile-bottom-f8d02b176b098" class="decoration-clip clip-path-mobile-bottom" clipPathUnits="objectBoundingBox" data-screen="mobile-" decoration-type="pointer" pointer-width="100" pointer-height="17" style="" data-inverted="false" clip-path="url(#clip-mobile-right-f8d02b176b098)"><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-right-f8d02b176b098" class="decoration-clip clip-path-right" clipPathUnits="objectBoundingBox" data-screen="" decoration-type="pointer" pointer-width="100" pointer-height="0" clip-path="url(#clip-bottom-f8d02b176b098)"><polygon points="0 0, 0 1, 1 1, 1 1, 1 0.5, 1 0, 1 0"></polygon></clipPath><clipPath id="clip-bottom-f8d02b176b098" class="decoration-clip clip-path-bottom" clipPathUnits="objectBoundingBox" data-screen="" 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class="decoration-clip clip-path-mobile-right" clipPathUnits="objectBoundingBox" data-screen="mobile-"><polygon points="0 0, 0 1, 1 1, 1 0"></polygon></clipPath></defs></svg></div> <div class="tve-cb" data-css="tve-u-17db631eb63"><div class="thrv_wrapper thrv_text_element"><p data-css="tve-u-17db631eb64" style="text-align: center;">DocRead makes compliance simple</p></div></div> </div><div class="thrv_wrapper thrv-button tcb-local-vars-root tve_ea_thrive_animation tve_anim_sweep_to_right" data-css="tve-u-17db631eb66" data-button-style="default" style="" data-button-size="s" data-tcb_hover_state_parent=""> <a href="https://www.collaboris.com/products/docread-365/" class="tcb-button-link tve_evt_manager_listen tve_et_mouseover" style="border-radius: 0px; overflow: hidden;" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;mouseover&quot;,&quot;config&quot;:{&quot;anim&quot;:&quot;sweep_to_right&quot;,&quot;loop&quot;:1},&quot;a&quot;:&quot;thrive_animation&quot;}]_TNEVE_BCT__" target="_blank" rel=""> <span class="tcb-button-texts" style=""><span class="tcb-button-text thrv-inline-text" data-css="tve-u-17db631eb67" style="">See how</span></span> </a> </div></div> </div></div></div></div></div></div> </div></div></div><div class="tcb_flag" style="display: none"></div>
  364. <p>The post <a href="https://www.collaboris.com/policies-and-procedures-using-metadata-to-classify-policies/">Using metadata to classify policies</a> appeared first on <a href="https://www.collaboris.com">Collaboris</a>.</p>
  365. ]]></content:encoded>
  369. </item>
  370. <item>
  371. <title>Policies and Procedures Lifecycle: Policy creation and revision</title>
  372. <link>https://www.collaboris.com/policies-and-procedures-sharepoint-document-management-features/</link>
  374. <dc:creator><![CDATA[Mark Jones]]></dc:creator>
  375. <pubDate>Mon, 10 Dec 2012 15:20:40 +0000</pubDate>
  376. <category><![CDATA[Policy Management]]></category>
  377. <category><![CDATA[SharePoint]]></category>
  378. <guid isPermaLink="false">http://collaboriscom.wpengine.com/?p=345</guid>
  379.  
  380. <description><![CDATA[<p>Policy creation and revisionThis post explains how SharePoint's document management features can be used to help manage the policies and procedures lifecycle.SharePoint is big, really big!SharePoint is now the worlds most popular document management system. Most organizations are using SharePoint to not only manage their documents but also as an Intranet, search engine, application hosting [&#8230;]</p>
  381. <p>The post <a href="https://www.collaboris.com/policies-and-procedures-sharepoint-document-management-features/">Policies and Procedures Lifecycle: Policy creation and revision</a> appeared first on <a href="https://www.collaboris.com">Collaboris</a>.</p>
  382. ]]></description>
  383. <content:encoded><![CDATA[<div class="thrv_wrapper thrv_text_element"><p></p></div><div class="thrv_paste_content thrv_wrapper"><div class="thrv_wrapper thrv_text_element"><h1 class="" style="" data-css="tve-u-18288156099">Policy creation and revision</h1></div><div class="thrv_wrapper thrv_text_element"><h3 class="" style="" data-css="tve-u-17db11a4544">This post explains how SharePoint's document management features can be used to help manage the policies and procedures lifecycle.</h3><h2 class="" style="" data-css="tve-u-1828815997a">SharePoint is big, really big!</h2><p>SharePoint is now the worlds most popular document management system. Most organizations are using SharePoint to not only manage their documents but also as an Intranet, search engine, application hosting platform, BI dashboard, content management platform, Extranet and news portal to name but a few. It's now got such momentum that it generates Microsoft a mind-blowing <strong>2 billion dollars per year (back in 2012)</strong>. If SharePoint were a company it would be in the top 10 of the world's biggest! Incredible figures!</p><h2 class="" style="" data-css="tve-u-1828815acce">Thinking of storing policies outside of SharePoint?</h2><p>Why pay for another "external" system that:</p><ul class=""><li class="" style="" data-css="tve-u-17db8e583bb">has a different way of storing and managing documents?</li><li class="" style="" data-css="tve-u-17db8e583be">looks different and requires you to train staff in yet another way to get their job done?</li><li class="" style="" data-css="tve-u-17db8e583bf">can't be easily changed as and when you need it?</li></ul><p>If you are undecided whether or not to manage your policies and procedures lifecycle in SharePoint then hopefully this article, along with others in our blog will help convince you that SharePoint is more than up to the job.</p><h2 class="" style="" data-css="tve-u-1828815c0b9">Store Policies in Document Libraries, not on the file system</h2></div><div class="thrv_wrapper thrv-columns" style="--tcb-col-el-width: 799.188;"><div class="tcb-flex-row v-2 tcb--cols--2"><div class="tcb-flex-col c-33" data-css="tve-u-17db0d6c3e6" style=""><div class="tcb-col"><div class="thrv_wrapper tve_image_caption" data-css="tve-u-17db0df8ccc"><span class="tve_image_frame"><a href="https://www.collaboris.com/wp-content/uploads/2021/12/Screenshot-2021-12-12-225656.png"><img decoding="async" class="tve_image wp-image-1369966" alt="" data-id="1369966" width="256" data-init-width="632" height="191" data-init-height="470" title="Screenshot 2021-12-12 225656" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2021/12/Screenshot-2021-12-12-225656.png?_t=1639349916" data-width="256" data-height="191" data-link-wrap="true" style="aspect-ratio: auto 632 / 470;" srcset="https://www.collaboris.com/wp-content/uploads/2021/12/Screenshot-2021-12-12-225656.png 632w, https://www.collaboris.com/wp-content/uploads/2021/12/Screenshot-2021-12-12-225656-300x223.png 300w" sizes="(max-width: 256px) 100vw, 256px" /></a></span></div></div></div><div class="tcb-flex-col c-66"><div class="tcb-col"><div class="thrv_wrapper thrv_text_element"> <p>SharePoint document libraries are one of the most important components<a class="" style="outline: none;"></a> that are required to support the policy lifecycle.</p><p>A document library is a repository in SharePoint that allows documents to be managed and versioned. Document libraries have many other benefits such as customizable views, ability to filter and sort, addition of new columns / metadata, ability to trigger workflows and the ability to customize in many other ways. They are ideal for storing policies.</p></div></div></div></div></div><div class="thrv_wrapper thrv_text_element"><h2 class="" data-css="tve-u-1828815cce3">Get approval with Power Automate</h2><p>With Power Automate, you can create approval workflows that defines a automated set of steps that a document should be passed through to gain approval from one or more people in the organization.&nbsp;</p><p>For more information on creating approval workflows with Power Automate check this <a href="https://learn.microsoft.com/en-us/power-automate/get-started-approvals" target="_blank" class="" style="outline: none;">Microsft learn article</a>.</p><h2 class="" data-css="tve-u-1828815e50b">Co-author documents at the same time</h2><p>Since the introduction of Office 2010 it’s been possible for more than one user to work on a document at the same time. It’s very easy to see who else is editing the policy at the same time and also what they changed via colored bars. This can save lots of effort with saving, emailing, re-opening and waiting.</p><h2 class="" data-css="tve-u-1828815f1de">Securing your policy</h2><p>SharePoint offers a very robust&nbsp;<a class="" style="outline: none;" href="https://learn.microsoft.com/en-us/sharepoint/modern-experience-sharing-permissions" target="_blank">security model&nbsp;</a>that allows you to control who can view, edit, delete 'things' in SharePoint. To make the management easier, SharePoint supports the ability to create groups and allocate users to the group. Permissions can then be assigned to the group level which then cascade to the members. There are several different types of permission that can be allocated to a user or group. Permissions can also be grouped into Permission Levels for ease of management. For example, a user with ‘Contribute’ is a user who can do actions such view, edit, delete, open and view document versions.</p><h2 class="" data-css="tve-u-182881600e6">Store multiple versions of a Policy or Procedure</h2><p>Nearly everyone will have accidentally saved a document and overwritten some changes that they wished they'd kept. SharePoint document libraries can be configured to <a href="https://learn.microsoft.com/en-us/microsoft-365/community/versioning-basics-best-practices" target="_blank" class="" style="outline: none;">enable versioning</a>. This means that when a user checks-in a document to SharePoint a new version is stored. This means that you can always revert back to a previous version and / or compare changes with the most current copy. This is also key when it comes to circulating a policy to staff as it's essential you store which version of which policy a staff member acknowledged and read.</p><h2 class="" data-css="tve-u-182881610ef">Get notified when policies are amended with SharePoint alerts</h2><p>SharePoint Alerts serve to notify a user of a specific event in SharePoint. Many events can be configured to receive an alert on. For example, you can send a user an alert when ‘Anything changes’ in a document library or when ‘someone else changes a document’, or in our case a policy. These are an ideal time saver as they don’t require the interested user in periodically checking for new updates. You can find more information about <a href="https://support.microsoft.com/en-gb/office/create-an-alert-to-get-notified-when-a-file-or-folder-changes-in-sharepoint-e5a79e7b-a146-46da-a9ef-d65409ba8918" target="_blank" class="" style="outline: none;">SharePoint alerts here</a>.</p><h2 class="" data-css="tve-u-18288161e54">Document ID Service</h2><p>The <a class="" style="outline: none;" href="https://support.microsoft.com/en-gb/office/enable-and-configure-unique-document-ids-ea7fee86-bd6f-4cc8-9365-8086e794c984" target="_blank">Document ID Service </a>in SharePoint offers 2 major benefits. The first benefit is that each document (within the site collection) can be uniquely identified. As each document is allocated a unique id this means that this greatly reduces the risk of ambiguity where two documents are named the same or similar.</p><p>The 2<sup>nd</sup> benefit is that the document can be accessed via a URL that doesn't contain location-specific information. This has the advantage that if the document moves, or the URL changes, the link will remain intact, making integration into other systems more reliable.</p><h2 class="" data-css="tve-u-18288163a4c"><a class="" style="outline: none;">Different Views of your documents</a></h2><p>SharePoint document libraries also support <a href="https://support.microsoft.com/en-us/office/create-change-or-delete-a-view-of-a-list-or-library-27ae65b8-bc5b-4949-b29b-4ee87144a9c9" target="_blank">"views"</a> which can easily be created to present the list policies in certain ways. For example, they can contain ‘Group By’ expressions, filters, sorts, totals and so on. It is also very easy to show a sub-set of documents by placing web parts onto any SharePoint page.</p></div><div class="thrv_wrapper thrv_symbol thrive-shortcode thrv_symbol_1370074" data-shortcode="thrive_symbol" data-id="1370074" data-selector=".thrv_symbol_1370074"><div class="thrive-shortcode-config" style="display: none !important"></div><div class="thrive-shortcode-html thrive-symbol-shortcode " data-symbol-id="1370074"><style type="text/css" id="tcb-style-base-tcb_symbol-1370074"  onLoad="typeof window.lightspeedOptimizeStylesheet === 'function' && window.lightspeedOptimizeStylesheet()" class="tcb-lightspeed-style">.thrv_wrapper .tve-content-box-background{position: absolute;width: 100%;left: 0px;top: 0px;overflow: hidden;-webkit-background-clip: padding-box;height: 100% !important;}.thrv_wrapper.thrv-content-box{box-sizing: border-box;position: relative;min-height: 10px;}.thrv_wrapper.thrv-content-box 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20px !important;}.thrv_symbol_1370074 [data-css="tve-u-17db62b9870"]{max-width: 68.5%;}.thrv_symbol_1370074 [data-css="tve-u-17db62b9876"]{max-width: 31.2%;}.thrv_symbol_1370074 [data-css="tve-u-17db62b9872"]{margin-bottom: 10px !important;}.thrv_symbol_1370074 [data-css="tve-u-17db62b987f"]{margin-top: 20px !important;}.thrv_symbol_1370074 [data-css="tve-u-17db62b9877"]{padding-bottom: 20px !important;}}@media (max-width: 767px){:not(#tve) .thrv_symbol_1370074 [data-css="tve-u-17db62b9873"]{font-size: 30px !important;}.thrv_symbol_1370074 [data-css="tve-u-17db62b9872"]{background-image: none !important;}.thrv_symbol_1370074 [data-css="tve-u-17db62b9871"]{padding: 20px !important;border: none !important;}.thrv_symbol_1370074 [data-css="tve-u-17db62b987a"]{width: 100%;max-width: 100%;--tve-alignment: center;float: none;padding-bottom: 20px !important;padding-left: 30px !important;padding-right: 30px !important;--tve-applied-width: 100% !important;--tve-applied-max-width: 100% 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Action 21" data-ct="callaction-57273" data-element-name="Call to Action"><div class="thrive-colors-palette-config" style="display: none !important"></div> <div class="tve-content-box-background" data-css="tve-u-17db62b986c" style="" data-tcb_hover_state_parent="1"></div> <div class="tve-cb tve_empty_dropzone" data-css="tve-u-17db62b986d"><div class="thrv_wrapper thrv-columns" style="--tcb-col-el-width: 797.188;" data-css="tve-u-17db62b986e"><div class="tcb-flex-row tcb-resized v-2 tcb--cols--2" data-css="tve-u-17db62b986f" style="margin-left: 0px; padding-bottom: 0px !important;"><div class="tcb-flex-col ui-resizable-resizing" data-css="tve-u-17db62b9870" style="padding-left: 0px;"><div class="tcb-col tve_empty_dropzone tcb-local-vars-root" style="" data-css="tve-u-17db62b9871"><div class="thrv_wrapper thrv_text_element tcb-local-vars-root" style="" data-css="tve-u-17db62b9872" data-tag="h3"><h3 data-css="tve-u-17db62b9873" class="" style=""><span data-css="tve-u-18288168e88">Tired of reminding staff to&nbsp;</span><span data-css="tve-u-17db62b9874"><strong>read your company policies?</strong></span></h3></div></div></div><div class="tcb-flex-col" data-css="tve-u-17db62b9876" style="padding-left: 0px;"><div class="tcb-col tve_empty_dropzone tcb-local-vars-root" style="" data-css="tve-u-17db62b9877"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad tcb-local-vars-root" style="" data-css="tve-u-17db62b9878"> <div class="tve-content-box-background"></div> <div class="tve-cb"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad tcb-local-vars-root" style="" data-css="tve-u-17db62b987a"> <div class="tve-content-box-background" style="" data-css="tve-u-17db64e0765" data-clip-id="18d0c929dc692" data-tcb_hover_state_parent="1"><svg width="0" height="0" class="tve-decoration-svg"><defs><clipPath id="clip-bottom-18d0c929dc692" class="decoration-clip clip-path-bottom" clipPathUnits="objectBoundingBox" data-screen="" decoration-type="pointer" pointer-width="100" pointer-height="17" style="" clip-path="url(#clip-right-18d0c929dc692)"><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-mobile-bottom-18d0c929dc692" class="decoration-clip clip-path-mobile-bottom" clipPathUnits="objectBoundingBox" data-screen="mobile-" decoration-type="pointer" pointer-width="100" pointer-height="17" style="" data-inverted="false" clip-path="url(#clip-mobile-right-18d0c929dc692)"><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-right-18d0c929dc692" class="decoration-clip clip-path-right" clipPathUnits="objectBoundingBox" data-screen="" decoration-type="pointer" pointer-width="100" pointer-height="0"><polygon points="0 0, 0 1, 1 1, 1 1, 1 0.5, 1 0, 1 0"></polygon></clipPath><clipPath id="clip-mobile-bottom-18d0c929dc692" class="decoration-clip clip-path-mobile-bottom" clipPathUnits="objectBoundingBox" data-screen="mobile-" decoration-type="pointer" pointer-width="100" pointer-height="17" style="" clip-path="url(#clip-mobile-right-18d0c929dc692)"><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-mobile-mobile-bottom-18d0c929dc692" class="decoration-clip clip-path-mobile-mobile-bottom" clipPathUnits="objectBoundingBox" data-screen="mobile-" decoration-type="pointer" pointer-width="0" pointer-height="0" style="" data-inverted="false" clip-path="url(#clip-mobile-mobile-right-18d0c929dc692)"><polygon points="0 0, 0 1, 0.5 1, 0.5 1, 0.5 1, 1 1, 1 0"></polygon></clipPath><clipPath id="clip-mobile-mobile-right-18d0c929dc692" class="decoration-clip clip-path-mobile-mobile-right" clipPathUnits="objectBoundingBox" data-screen="mobile-" clip-path="url(#clip-mobile-right-18d0c929dc692)" decoration-type="pointer" pointer-width="100" pointer-height="20"><polygon points="0 0, 0 1, 0.8 1, 0.8 1, 1 0.5, 0.8 0, 0.8 0"></polygon></clipPath></defs></svg></div> <div class="tve-cb" data-css="tve-u-17db62b987c"><div class="thrv_wrapper thrv_text_element"><p data-css="tve-u-17db62b987d" style="text-align: center;">DocRead can help</p></div></div> </div><div class="thrv_wrapper thrv-button tcb-local-vars-root tve_ea_thrive_animation tve_anim_sweep_to_right" data-css="tve-u-17db62b987f" data-button-style="default" style="" data-button-size="s" data-tcb_hover_state_parent=""> <a href="https://www.collaboris.com/products/docread-365/" class="tcb-button-link tve_evt_manager_listen tve_et_mouseover" style="border-radius: 0px; overflow: hidden;" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;mouseover&quot;,&quot;config&quot;:{&quot;anim&quot;:&quot;sweep_to_right&quot;,&quot;loop&quot;:1},&quot;a&quot;:&quot;thrive_animation&quot;}]_TNEVE_BCT__" target="_blank"> <span class="tcb-button-texts" style=""><span class="tcb-button-text thrv-inline-text" data-css="tve-u-17db62b9880" style="">See how</span></span> </a> </div></div> </div></div></div></div></div></div> </div></div></div><div class="thrv_wrapper thrv_text_element"><h4 class="" style="text-align: left;">Other related posts</h4></div><div class="tcb-post-list tve-content-list thrv_wrapper" data-type="grid" data-pagination-type="none" data-pages_near_current="2" data-css="tve-u-17db0f32a46" data-no_posts_text="There are no posts to display." data-total_post_count="2" data-total_sticky_count="0" data-disabled-links="0"><article id="post-1569" class="post-1569 post type-post status-publish format-standard has-post-thumbnail hentry category-docread post-wrapper thrv_wrapper thrive-animated-item " data-id="1569" data-selector=".post-wrapper"><style class="tcb-post-list-dynamic-style" type="text/css"></style>
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  388. <div class="thrv_wrapper thrv-columns" data-css="tve-u-17db0f32a48" style="--tve-font-size: 13px; --tcb-col-el-width: 339.594;"><div class="tcb-flex-row v-2 tcb-mobile-no-wrap m-edit tcb-medium-no-wrap tcb-resized tcb--cols--2" data-css="tve-u-17db0f32a49"><div class="tcb-flex-col" data-css="tve-u-17db0f32a4a" style=""><div class="tcb-col"><div class="thrv_wrapper thrv_text_element" style=""><p data-css="tve-u-17db0f32a4b" style="font-size: var(--tve-font-size, 13px);"><span class="thrive-shortcode-content" data-shortcode="tcb_post_published_date" data-shortcode-name="Post date" data-extra_key="" data-attr-type="published" data-attr-date-format-select="F j, Y" data-attr-date-format="F j, Y" data-attr-show-time="0" data-attr-time-format-select="g:i a" data-attr-time-format="" data-attr-link="0" data-attr-target="1" data-attr-rel="0" data-option-inline="1">January 10, 2022 </span></p></div></div></div><div class="tcb-flex-col" data-css="tve-u-17db0f32a4c" style=""><div class="tcb-col"><a href="https://www.collaboris.com/policies-and-procedures-distributing-and-tracking-with-docread/#comments" class="tve-dynamic-link" dynamic-postlink="tcb_post_comments_link" data-shortcode-id="1569"></a></div></div></div></div><div class="thrv_wrapper thrv_text_element" style="" data-css="tve-u-17db0f32a54"><h2 class="" data-css="tve-u-17db0f32a56" style=""><span class="thrive-shortcode-content" data-shortcode="tcb_post_title" data-shortcode-name="Post title" data-extra_key="" data-attr-link="1" data-attr-target="0" data-attr-rel="0" data-option-inline="1" data-attr-static-link="{&quot;className&quot;:&quot;&quot;,&quot;href&quot;:&quot;https://www.collaboris.com/policies-and-procedures-distributing-and-tracking-with-docread/&quot;,&quot;title&quot;:&quot;Distributing and tracking your policies and procedures with DocRead and SharePoint&quot;,&quot;class&quot;:&quot;&quot;}" data-attr-css="" data-css="tve-u-17db0f32a57"><a href="https://www.collaboris.com/policies-and-procedures-distributing-and-tracking-with-docread/" title="Distributing and tracking your policies and procedures with DocRead and SharePoint" data-css="" class="">Distributing and tracking your policies and procedures with DocRead and SharePoint</a></span></h2></div><section class="tcb-post-content tcb-shortcode thrv_wrapper" data-css="tve-u-17db0f32a58"><p>Distributing and tracking your policies and procedures with DocRead and SharePointAfter your policy has <a class="more-link" href="https://www.collaboris.com/policies-and-procedures-distributing-and-tracking-with-docread/#more-1569">...</a></p></section><div class="tcb-clear tcb-post-read-more-clear">
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  391. <span class="tcb-button-texts">
  392. <span class="tcb-button-text thrv-inline-text">Read More</span>
  393. </span>
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  401. </article><article id="post-354" class="post-354 post type-post status-publish format-standard has-post-thumbnail hentry category-policy-management category-sharepoint post-wrapper thrv_wrapper thrive-animated-item " data-id="354" data-selector=".post-wrapper"><style class="tcb-post-list-dynamic-style" type="text/css"></style>
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  406. <div class="thrv_wrapper thrv-columns" data-css="tve-u-17db0f32a48" style="--tve-font-size: 13px; --tcb-col-el-width: 339.594;"><div class="tcb-flex-row v-2 tcb-mobile-no-wrap m-edit tcb-medium-no-wrap tcb-resized tcb--cols--2" data-css="tve-u-17db0f32a49"><div class="tcb-flex-col" data-css="tve-u-17db0f32a4a" style=""><div class="tcb-col"><div class="thrv_wrapper thrv_text_element" style=""><p data-css="tve-u-17db0f32a4b" style="font-size: var(--tve-font-size, 13px);"><span class="thrive-shortcode-content" data-shortcode="tcb_post_published_date" data-shortcode-name="Post date" data-extra_key="" data-attr-type="published" data-attr-date-format-select="F j, Y" data-attr-date-format="F j, Y" data-attr-show-time="0" data-attr-time-format-select="g:i a" data-attr-time-format="" data-attr-link="0" data-attr-target="1" data-attr-rel="0" data-option-inline="1">November 16, 2012 </span></p></div></div></div><div class="tcb-flex-col" data-css="tve-u-17db0f32a4c" style=""><div class="tcb-col"><a href="https://www.collaboris.com/policies-and-procedures-using-metadata-to-classify-policies/#comments" class="tve-dynamic-link" dynamic-postlink="tcb_post_comments_link" data-shortcode-id="1569"></a></div></div></div></div><div class="thrv_wrapper thrv_text_element" style="" data-css="tve-u-17db0f32a54"><h2 class="" data-css="tve-u-17db0f32a56" style=""><span class="thrive-shortcode-content" data-shortcode="tcb_post_title" data-shortcode-name="Post title" data-extra_key="" data-attr-link="1" data-attr-target="0" data-attr-rel="0" data-option-inline="1" data-attr-static-link="{&quot;className&quot;:&quot;&quot;,&quot;href&quot;:&quot;https://www.collaboris.com/policies-and-procedures-distributing-and-tracking-with-docread/&quot;,&quot;title&quot;:&quot;Distributing and tracking your policies and procedures with DocRead and SharePoint&quot;,&quot;class&quot;:&quot;&quot;}" data-attr-css="" data-css="tve-u-17db0f32a57"><a href="https://www.collaboris.com/policies-and-procedures-using-metadata-to-classify-policies/" title="Using metadata to classify policies" data-css="" class="">Using metadata to classify policies</a></span></h2></div><section class="tcb-post-content tcb-shortcode thrv_wrapper" data-css="tve-u-17db0f32a58"><p>Using metadata to classify policiesIn this post, we will to find out how SharePoint <a class="more-link" href="https://www.collaboris.com/policies-and-procedures-using-metadata-to-classify-policies/#more-354">...</a></p></section><div class="tcb-clear tcb-post-read-more-clear">
  407. <div class="tcb-post-read-more thrv_wrapper" data-css="tve-u-17db0f32a59" data-tcb_hover_state_parent="">
  408. <a href="https://www.collaboris.com/policies-and-procedures-using-metadata-to-classify-policies/" class="tcb-button-link tcb-post-read-more-link">
  409. <span class="tcb-button-texts">
  410. <span class="tcb-button-text thrv-inline-text">Read More</span>
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  412. </a>
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  419. </article></div><section></section></div><div class="tcb_flag" style="display: none"></div>
  420. <p>The post <a href="https://www.collaboris.com/policies-and-procedures-sharepoint-document-management-features/">Policies and Procedures Lifecycle: Policy creation and revision</a> appeared first on <a href="https://www.collaboris.com">Collaboris</a>.</p>
  421. ]]></content:encoded>
  425. </item>
  426. <item>
  427. <title>Using a basic SharePoint workflow to approve a policy change</title>
  428. <link>https://www.collaboris.com/using-basic-sharepoint-workflow-approve-policy-change/</link>
  430. <dc:creator><![CDATA[Helen Jones]]></dc:creator>
  431. <pubDate>Tue, 06 Jul 2021 15:45:16 +0000</pubDate>
  432. <category><![CDATA[Policy Management]]></category>
  433. <category><![CDATA[SharePoint]]></category>
  434. <guid isPermaLink="false">https://www.collaboris.com/?p=2181</guid>
  435.  
  436. <description><![CDATA[<p>Using a basic SharePoint workflow to approve a policy changeSharePoint Server 2016 SharePoint Server 2013 Enterprise&#160;SharePoint approval workflows can be used for a variety of different purposes. In this post I’m going to show how a SharePoint Policy Approval workflow can be used when a document / policy or procedure is changed.What is SharePoint workflow?Workflows [&#8230;]</p>
  437. <p>The post <a href="https://www.collaboris.com/using-basic-sharepoint-workflow-approve-policy-change/">Using a basic SharePoint workflow to approve a policy change</a> appeared first on <a href="https://www.collaboris.com">Collaboris</a>.</p>
  438. ]]></description>
  439. <content:encoded><![CDATA[<div class="thrv_wrapper thrv_text_element"> <h1 class="" style="" data-css="tve-u-18287c600bf">Using a basic SharePoint workflow to approve a policy change</h1></div><div class="thrv_wrapper thrv_text_element"><p data-css="tve-u-18daebfc1e4" style="">SharePoint Server 2016 SharePoint Server 2013 Enterprise</p><p>SharePoint approval workflows can be used for a variety of different purposes. In this post I’m going to show how a SharePoint Policy Approval workflow can be used when a document / policy or procedure is changed.</p><h3 class="">What is SharePoint workflow?</h3><p>Workflows help encourage collaboration on items, documents and projects by ensuring business processes are followed. The business process can be created as a workflow to manage the individual steps and tasks required. By creating an using a workflow you can ensure that the correct steps occur in the right order and by the right people - every time!</p><h3 class="">What is a SharePoint approval workflow?</h3><p><strong>According to Microsoft: "</strong>An Approval workflow is a SharePoint feature that routes a document or other item stored in a SharePoint list or library to one or more people for their approval or rejection. The workflow automates, streamlines, and standardizes the whole process."</p><p>The short (&lt;4minutes) video below demonstrates this process in practice.</p></div><div class="thrv_responsive_video thrv_wrapper" data-type="youtube" data-aspect-ratio-default="0" data-showinfo="0" style="" data-rel="0" data-float="false" data-float-visibility="mobile" data-overlay="0" data-modestbranding="0" data-aspect-ratio="16:9" data-url="https://youtu.be/_7C_yjmHoJA" data-float-position="top-left" data-float-width-d="300px" data-float-padding1-d="25px" data-float-padding2-d="25px" data-controls="0" data-fs="0">
  440. <div class="tve_responsive_video_container" style="padding-bottom: 56.25%;">
  441. <div class="tcb-video-float-container"><iframe title="Responsive Video" class="tcb-responsive-video" data-code="_7C_yjmHoJA" data-provider="youtube" frameborder="0" allowfullscreen="" data-src="https://www.youtube.com/embed/_7C_yjmHoJA?rel=0&amp;modestbranding=0&amp;controls=0&amp;showinfo=0&amp;fs=0&amp;wmode=transparent&amp;enablejsapi=1"></iframe><div class="video_overlay"></div></div>
  442.  
  443. </div>
  444. </div><div class="thrv_wrapper thrv_text_element"><h2 class="" style="" data-css="tve-u-18287c655ea">Creating a SharePoint workflow.</h2><p>First, you need to create or update the item or policy you want to use in your workflow. &nbsp;If you already have one ready to circulate, jump to step 2.</p><h3 class="">1) Prepare / update your Policy</h3><p>Let's consider a Health and Safety policy that needs to be revised. Revisions can be required for a variety of reasons including legislation changes, to reflect new circumstances or simply to update the policy for a new year. In the SharePoint library below you can see that currently version 2 is available.</p></div><div class="thrv_wrapper tve_image_caption" data-css="tve-u-17a7c35d5e0" style="">
  445. <span class="tve_image_frame">
  446. <img loading="lazy" decoding="async" width="797" height="312" class="tve_image" alt="" src="https://www.collaboris.com/wp-content/uploads/2016/11/policy-library-before.jpg" data-width="797" data-height="312" data-init-width="" data-init-height="">
  447. </span>
  448. </div><div class="thrv_wrapper thrv_text_element"><p>I'm using versioning on this SharePoint library. Therefore, after accessing the policy, making the necessary changes and saving the work, the policy has the version number 2.1. Each time the document is amended and changed the version number will increment by 0.1.</p></div><div class="thrv_wrapper tve_image_caption" style="width: 641px;" data-css="tve-u-17a7c35eee0">
  449. <span class="tve_image_frame">
  450. <img loading="lazy" decoding="async" width="639" height="237" class="tve_image" style="aspect-ratio: auto 641 / 238;" alt="" src="https://www.collaboris.com/wp-content/uploads/2016/11/policy-library-version-2.1.jpg" data-width="639" data-height="237" data-init-width="641" data-init-height="238">
  451. </span>
  452. </div><div class="thrv_wrapper thrv_text_element"><p>After all of the changes have been made you need to create a major version. To do this, click on the ellipsis twice and select the 'Publish a Major Version' option as shown below.</p></div><div class="thrv_wrapper tve_image_caption" style="width: 690px;" data-css="tve-u-17a7c35fe48">
  453. <span class="tve_image_frame">
  454. <img loading="lazy" decoding="async" width="688" height="489" class="tve_image" style="aspect-ratio: auto 690 / 490;" alt="" src="https://www.collaboris.com/wp-content/uploads/2016/11/policy-publish-a-major-version.jpg" data-width="688" data-height="489" data-init-width="690" data-init-height="490">
  455. </span>
  456. </div><div class="thrv_wrapper thrv_text_element"><p>You can also add any relevant comments about the policy as you do this.</p></div><div class="thrv_wrapper tve_image_caption" style="width: 596px;" data-css="tve-u-17a7c3608ac">
  457. <span class="tve_image_frame">
  458. <img loading="lazy" decoding="async" width="594" height="256" class="tve_image" style="aspect-ratio: auto 596 / 256;" alt="" src="https://www.collaboris.com/wp-content/uploads/2016/11/enter-comments-as-required.jpg" data-width="594" data-height="256" data-init-width="596" data-init-height="256">
  459. </span>
  460. </div><div class="thrv_wrapper thrv_text_element"><p>The version number now shows as 3.0 as below.</p></div><div class="thrv_wrapper tve_image_caption" data-css="tve-u-17a7c360fee" style="">
  461. <span class="tve_image_frame">
  462. <img loading="lazy" decoding="async" width="797" height="296" class="tve_image" alt="" src="https://www.collaboris.com/wp-content/uploads/2016/11/policy-library-version-3.0.jpg" data-width="797" data-height="296" data-init-width="" data-init-height="">
  463. </span>
  464. </div><div class="thrv_wrapper thrv_text_element"><p>Now the item is finished we can start a SharePoint workflow to gain formal approval for this version.</p><p><span class="bold_text">Note:</span> you may wish to save your policy as a PDF (and create a major version) before following the rest of these steps with the PDF version.</p><h3 class="">2) Create the SharePoint Policy Approval Workflow</h3><p>If you already have a policy ready to distribute, here are the step by step instructions.</p><p>Firstly, follow the ellipsis and select the 'Workflows' option as shown.&nbsp;</p></div><div class="thrv_wrapper tve_image_caption" style="width: 670px;" data-css="tve-u-17a7c36176e">
  465. <span class="tve_image_frame">
  466. <img loading="lazy" decoding="async" width="668" height="570" class="tve_image" style="aspect-ratio: auto 670 / 572;" alt="" src="https://www.collaboris.com/wp-content/uploads/2016/11/select-workflows.jpg" data-width="668" data-height="570" data-init-width="670" data-init-height="572">
  467. </span>
  468. </div><div class="thrv_wrapper thrv_text_element"><p>This will take you to a screen where all of the&nbsp;workflows that are available on this site are shown. In this case, I want to use the Policy Approval Workflow.</p></div><div class="thrv_wrapper tve_image_caption" style="width: 708px;" data-css="tve-u-17a7c3622d5">
  469. <span class="tve_image_frame">
  470. <img loading="lazy" decoding="async" width="706" height="222" class="tve_image" style="aspect-ratio: auto 708 / 223;" alt="" src="https://www.collaboris.com/wp-content/uploads/2016/11/select-the-correct-workflow.jpg" data-width="706" data-height="222" data-init-width="708" data-init-height="223">
  471. </span>
  472. </div><div class="thrv_wrapper thrv_text_element"><p>This workflow has been designed to ask 2 people to formally approve the item. You can add as many individuals as you need to this process. You have the option of asking them to complete the tasks one after the other (in serial) or all at the same time (in parallel). If you chose a serial order the second task won't be created until the first one is completed. Parallel tasks are all created at the same time which can ensure all tasks are completed faster. However, this means you can't follow a specific order if you need one specific person to have a final say.</p></div><div class="thrv_wrapper tve_image_caption" style="width: 637px;" data-css="tve-u-17a7c362e15">
  473. <span class="tve_image_frame">
  474. <img loading="lazy" decoding="async" width="635" height="522" class="tve_image" style="aspect-ratio: auto 637 / 524;" alt="" src="https://www.collaboris.com/wp-content/uploads/2016/11/workflow-detail.jpg" data-width="635" data-height="522" data-init-width="637" data-init-height="524">
  475. </span>
  476. </div><div class="thrv_wrapper thrv_text_element"><p>I chose a serial order for the tasks so once the workflow is started the first task is created. I included the Approval Workflow Tasks app on my Policy Creation Workspace so all of the tasks will be&nbsp;viewed when the page refreshes.&nbsp;</p></div><div class="thrv_wrapper tve_image_caption" data-css="tve-u-17a7c363bc0" style="">
  477. <span class="tve_image_frame">
  478. <img loading="lazy" decoding="async" width="797" height="227" class="tve_image" alt="" src="https://www.collaboris.com/wp-content/uploads/2016/11/first-workflow-task-created.jpg" data-width="797" data-height="227" data-init-width="" data-init-height="">
  479. </span>
  480. </div><div class="thrv_wrapper thrv_text_element"><p>When I clicked on the task, the window below opened showing me all of the relevant details. Clicking on the link to the document (in the yellow bar) opens the policy. This ensures you can check you are actually approving the correct version and that all of the details are correct. Once checked you then select the most appropriate button at the bottom of the window. You may wish to approve, reject, cancel, request further changes or reassign the task to someone else.</p></div><div class="thrv_wrapper tve_image_caption" style="width: 968px;" data-css="tve-u-17a7c364349">
  481. <span class="tve_image_frame">
  482. <img loading="lazy" decoding="async" width="797" height="403" class="tve_image" style="aspect-ratio: auto 968 / 490;" alt="" src="https://www.collaboris.com/wp-content/uploads/2016/11/workflow-task-detail.jpg" data-width="797" data-height="403" data-init-width="968" data-init-height="490">
  483. </span>
  484. </div><div class="thrv_wrapper thrv_text_element"><p>I approved the document, so the second task in the series was created for Petunia, our Policy Manager. She received a similar task to the one I got and also had the opportunity to make the same decision about the task as I did.</p></div><div class="thrv_wrapper tve_image_caption" data-css="tve-u-17a7c36506b" style="">
  485. <span class="tve_image_frame">
  486. <img loading="lazy" decoding="async" width="797" height="328" class="tve_image" alt="" src="https://www.collaboris.com/wp-content/uploads/2016/11/second-task-created.jpg" data-width="797" data-height="328" data-init-width="" data-init-height="">
  487. </span>
  488. </div><div class="thrv_wrapper thrv_text_element"><p>After all of the tasks are completed, the document shows as approved in the policy library.</p></div><div class="thrv_wrapper tve_image_caption" style="width: 649px;" data-css="tve-u-17a7c366243">
  489. <span class="tve_image_frame">
  490. <img loading="lazy" decoding="async" width="647" height="247" class="tve_image" style="aspect-ratio: auto 649 / 248;" alt="" src="https://www.collaboris.com/wp-content/uploads/2016/11/approval-finished.jpg" data-width="647" data-height="247" data-init-width="649" data-init-height="248">
  491. </span>
  492. </div><div class="thrv_wrapper thrv_text_element"><h3 class="">Use DocRead to Assign the policy to relevant employees</h3><p>Now you have a fully approved policy, you may need to get relevant employees to read/acknowledge/understand the implications of it. A SharePoint workflow can't easily be used to get a large number of employees to complete compliance tasks. This is why we created DocRead. DocRead can easily manage the policy distribution process. It will ensure the right policies are reviewed by the right members of staff. A comprehensive reporting suite allows you to track who has / has not kept up to date with their compliance tasks.</p><p>Find out more <a href="https://www.collaboris.com/products/docread/" target="_blank" class="" style="outline: none;">here</a>.</p></div><div class="thrv_wrapper thrv_text_element"><p>I hope you have found this useful!</p></div><div class="thrv_wrapper thrv_text_element"><h3 class="">You may also like:</h3></div><div class="tcb-post-list tve-content-list thrv_wrapper" data-type="grid" data-pagination-type="none" data-pages_near_current="2" data-dynamic_filter="{&quot;category&quot;:&quot;category&quot;,&quot;tag&quot;:&quot;tag&quot;,&quot;author&quot;:&quot;author&quot;,&quot;search&quot;:&quot;search&quot;}" data-css="tve-u-186c1014a04" data-no_posts_text="There are no posts to display." data-total_post_count="97" data-total_sticky_count="0" data-disabled-links="0"><article id="post-1377489" class="post-1377489 post type-post status-publish format-standard has-post-thumbnail hentry category-policy-management post-wrapper thrv_wrapper thrive-animated-item " data-id="1377489" data-selector=".post-wrapper"><style class="tcb-post-list-dynamic-style" type="text/css"></style>
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  500. </div></div></a></div></div></div></div><div class="thrv_wrapper thrv_text_element" style="" data-css="tve-u-186c1014a11"><h2 class="" data-css="tve-u-186c1014a12" style=""><span class="thrive-shortcode-content" data-shortcode="tcb_post_title" data-shortcode-name="Post title" data-extra_key="" data-attr-link="1" data-attr-target="0" data-attr-rel="0" data-option-inline="1" data-attr-static-link="{&quot;className&quot;:&quot;&quot;,&quot;href&quot;:&quot;https://www.collaboris.com/importance-of-employee-knowledge-management/&quot;,&quot;title&quot;:&quot;The Importance of Employee Knowledge Management&quot;,&quot;class&quot;:&quot;&quot;}" data-attr-css="" data-css="tve-u-186c1014a13"><a href="https://www.collaboris.com/best-practices-policy-change-management-sharepoint/" title="Best Practices for Policy Change Management in SharePoint" data-css="" class="">Best Practices for Policy Change Management in SharePoint</a></span></h2></div><section class="tcb-post-content tcb-shortcode thrv_wrapper" data-css="tve-u-186c1014a15"><p>Best Practices for Policy Change Management in SharePoint Managing policy documents efficiently is crucial <a class="more-link" href="https://www.collaboris.com/best-practices-policy-change-management-sharepoint/#more-1377489">...</a></p></section><div class="tcb-clear tcb-post-read-more-clear">
  501. <div class="tcb-post-read-more thrv_wrapper" data-css="tve-u-186c1014a16" data-tcb_hover_state_parent="">
  502. <a href="https://www.collaboris.com/best-practices-policy-change-management-sharepoint/" class="tcb-button-link tcb-post-read-more-link">
  503. <span class="tcb-button-texts">
  504. <span class="tcb-button-text thrv-inline-text">Read More</span>
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  513. </article><article id="post-1376444" class="post-1376444 post type-post status-publish format-standard has-post-thumbnail hentry category-policy-management post-wrapper thrv_wrapper thrive-animated-item " data-id="1376444" data-selector=".post-wrapper"><style class="tcb-post-list-dynamic-style" type="text/css"></style>
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  518. <div class="thrv_wrapper thrv-columns" data-css="tve-u-186c1014a05" style="--tve-font-size: 13px; --tcb-col-el-width: 339.594;"><div class="tcb-flex-row v-2 tcb-mobile-no-wrap m-edit tcb-medium-no-wrap tcb-resized tcb--cols--2" data-css="tve-u-186c1014a06"><div class="tcb-flex-col" data-css="tve-u-186c1014a07" style=""><div class="tcb-col"><div class="thrv_wrapper thrv_text_element" style=""><p data-css="tve-u-186c1014a08" style="font-size: var(--tve-font-size, 13px);"><span class="thrive-shortcode-content" data-shortcode="tcb_post_published_date" data-shortcode-name="Post date" data-extra_key="" data-attr-type="published" data-attr-date-format-select="F j, Y" data-attr-date-format="F j, Y" data-attr-show-time="0" data-attr-time-format-select="g:i a" data-attr-time-format="" data-attr-link="0" data-attr-target="1" data-attr-rel="0" data-option-inline="1">February 12, 2024 </span></p></div></div></div><div class="tcb-flex-col" data-css="tve-u-186c1014a09" style=""><div class="tcb-col"><div class="tcb-clear" data-css="tve-u-186c1014a0a"></div><a href="https://www.collaboris.com/importance-of-employee-knowledge-management/#comments" class="tve-dynamic-link" dynamic-postlink="tcb_post_comments_link" data-shortcode-id="1374323"><div class="tcb-clear" data-css="tve-u-186c1014a0b"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad" style="" data-css="tve-u-186c1014a0c">
  519. <div class="tve-content-box-background" style="" data-css="tve-u-186c1014a0d" data-tcb_hover_state_parent="1"></div>
  520. <div class="tve-cb" style="" data-css="tve-u-186c1014a0e" data-tcb_hover_state_parent="1"><div class="thrv_wrapper thrv_text_element" style=""><p style="font-size: var(--tve-font-size, 13px);" data-css="tve-u-186c1014a0f"><span class="thrive-shortcode-content" data-shortcode="tcb_post_comments_number" data-shortcode-name="Number of comments" data-extra_key="" data-option-inline="1" data-css="tve-u-186c1014a10">0</span> &nbsp;comments</p></div></div>
  521. </div></div></a></div></div></div></div><div class="thrv_wrapper thrv_text_element" style="" data-css="tve-u-186c1014a11"><h2 class="" data-css="tve-u-186c1014a12" style=""><span class="thrive-shortcode-content" data-shortcode="tcb_post_title" data-shortcode-name="Post title" data-extra_key="" data-attr-link="1" data-attr-target="0" data-attr-rel="0" data-option-inline="1" data-attr-static-link="{&quot;className&quot;:&quot;&quot;,&quot;href&quot;:&quot;https://www.collaboris.com/importance-of-employee-knowledge-management/&quot;,&quot;title&quot;:&quot;The Importance of Employee Knowledge Management&quot;,&quot;class&quot;:&quot;&quot;}" data-attr-css="" data-css="tve-u-186c1014a13"><a href="https://www.collaboris.com/importance-of-employee-knowledge-management/" title="The Importance of Employee Knowledge Management" data-css="" class="">The Importance of Employee Knowledge Management</a></span></h2></div><section class="tcb-post-content tcb-shortcode thrv_wrapper" data-css="tve-u-186c1014a15"><p>The Importance of Employee Knowledge Management In today's fast-paced business environment, knowledge is a <a class="more-link" href="https://www.collaboris.com/importance-of-employee-knowledge-management/#more-1376444">...</a></p></section><div class="tcb-clear tcb-post-read-more-clear">
  522. <div class="tcb-post-read-more thrv_wrapper" data-css="tve-u-186c1014a16" data-tcb_hover_state_parent="">
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  524. <span class="tcb-button-texts">
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  532.  
  533.  
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  535.  
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  539. <div class="thrv_wrapper thrv-columns" data-css="tve-u-186c1014a05" style="--tve-font-size: 13px; --tcb-col-el-width: 339.594;"><div class="tcb-flex-row v-2 tcb-mobile-no-wrap m-edit tcb-medium-no-wrap tcb-resized tcb--cols--2" data-css="tve-u-186c1014a06"><div class="tcb-flex-col" data-css="tve-u-186c1014a07" style=""><div class="tcb-col"><div class="thrv_wrapper thrv_text_element" style=""><p data-css="tve-u-186c1014a08" style="font-size: var(--tve-font-size, 13px);"><span class="thrive-shortcode-content" data-shortcode="tcb_post_published_date" data-shortcode-name="Post date" data-extra_key="" data-attr-type="published" data-attr-date-format-select="F j, Y" data-attr-date-format="F j, Y" data-attr-show-time="0" data-attr-time-format-select="g:i a" data-attr-time-format="" data-attr-link="0" data-attr-target="1" data-attr-rel="0" data-option-inline="1">January 30, 2024 </span></p></div></div></div><div class="tcb-flex-col" data-css="tve-u-186c1014a09" style=""><div class="tcb-col"><div class="tcb-clear" data-css="tve-u-186c1014a0a"></div><a href="https://www.collaboris.com/leveraging-ai-policy-success/#comments" class="tve-dynamic-link" dynamic-postlink="tcb_post_comments_link" data-shortcode-id="1374323"><div class="tcb-clear" data-css="tve-u-186c1014a0b"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad" style="" data-css="tve-u-186c1014a0c">
  540. <div class="tve-content-box-background" style="" data-css="tve-u-186c1014a0d" data-tcb_hover_state_parent="1"></div>
  541. <div class="tve-cb" style="" data-css="tve-u-186c1014a0e" data-tcb_hover_state_parent="1"><div class="thrv_wrapper thrv_text_element" style=""><p style="font-size: var(--tve-font-size, 13px);" data-css="tve-u-186c1014a0f"><span class="thrive-shortcode-content" data-shortcode="tcb_post_comments_number" data-shortcode-name="Number of comments" data-extra_key="" data-option-inline="1" data-css="tve-u-186c1014a10">0</span> &nbsp;comments</p></div></div>
  542. </div></div></a></div></div></div></div><div class="thrv_wrapper thrv_text_element" style="" data-css="tve-u-186c1014a11"><h2 class="" data-css="tve-u-186c1014a12" style=""><span class="thrive-shortcode-content" data-shortcode="tcb_post_title" data-shortcode-name="Post title" data-extra_key="" data-attr-link="1" data-attr-target="0" data-attr-rel="0" data-option-inline="1" data-attr-static-link="{&quot;className&quot;:&quot;&quot;,&quot;href&quot;:&quot;https://www.collaboris.com/importance-of-employee-knowledge-management/&quot;,&quot;title&quot;:&quot;The Importance of Employee Knowledge Management&quot;,&quot;class&quot;:&quot;&quot;}" data-attr-css="" data-css="tve-u-186c1014a13"><a href="https://www.collaboris.com/leveraging-ai-policy-success/" title="Leveraging AI for Policy Writing Success" data-css="" class="">Leveraging AI for Policy Writing Success</a></span></h2></div><section class="tcb-post-content tcb-shortcode thrv_wrapper" data-css="tve-u-186c1014a15"><p>Leveraging AI for Policy Writing SuccessIn the realm of policy writing, data and documentation <a class="more-link" href="https://www.collaboris.com/leveraging-ai-policy-success/#more-1376261">...</a></p></section><div class="tcb-clear tcb-post-read-more-clear">
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  545. <span class="tcb-button-texts">
  546. <span class="tcb-button-text thrv-inline-text">Read More</span>
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  556.  
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  560. <div class="thrv_wrapper thrv-columns" data-css="tve-u-186c1014a05" style="--tve-font-size: 13px; --tcb-col-el-width: 339.594;"><div class="tcb-flex-row v-2 tcb-mobile-no-wrap m-edit tcb-medium-no-wrap tcb-resized tcb--cols--2" data-css="tve-u-186c1014a06"><div class="tcb-flex-col" data-css="tve-u-186c1014a07" style=""><div class="tcb-col"><div class="thrv_wrapper thrv_text_element" style=""><p data-css="tve-u-186c1014a08" style="font-size: var(--tve-font-size, 13px);"><span class="thrive-shortcode-content" data-shortcode="tcb_post_published_date" data-shortcode-name="Post date" data-extra_key="" data-attr-type="published" data-attr-date-format-select="F j, Y" data-attr-date-format="F j, Y" data-attr-show-time="0" data-attr-time-format-select="g:i a" data-attr-time-format="" data-attr-link="0" data-attr-target="1" data-attr-rel="0" data-option-inline="1">January 16, 2024 </span></p></div></div></div><div class="tcb-flex-col" data-css="tve-u-186c1014a09" style=""><div class="tcb-col"><div class="tcb-clear" data-css="tve-u-186c1014a0a"></div><a href="https://www.collaboris.com/essential-tips-policy-management/#comments" class="tve-dynamic-link" dynamic-postlink="tcb_post_comments_link" data-shortcode-id="1374323"><div class="tcb-clear" data-css="tve-u-186c1014a0b"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad" style="" data-css="tve-u-186c1014a0c">
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  563. </div></div></a></div></div></div></div><div class="thrv_wrapper thrv_text_element" style="" data-css="tve-u-186c1014a11"><h2 class="" data-css="tve-u-186c1014a12" style=""><span class="thrive-shortcode-content" data-shortcode="tcb_post_title" data-shortcode-name="Post title" data-extra_key="" data-attr-link="1" data-attr-target="0" data-attr-rel="0" data-option-inline="1" data-attr-static-link="{&quot;className&quot;:&quot;&quot;,&quot;href&quot;:&quot;https://www.collaboris.com/importance-of-employee-knowledge-management/&quot;,&quot;title&quot;:&quot;The Importance of Employee Knowledge Management&quot;,&quot;class&quot;:&quot;&quot;}" data-attr-css="" data-css="tve-u-186c1014a13"><a href="https://www.collaboris.com/essential-tips-policy-management/" title="Essential Tips for Effective Policy Management" data-css="" class="">Essential Tips for Effective Policy Management</a></span></h2></div><section class="tcb-post-content tcb-shortcode thrv_wrapper" data-css="tve-u-186c1014a15"><p>10 Essential Tips for Effective Policy Management: A Comprehensive Guide In today's fast-paced business <a class="more-link" href="https://www.collaboris.com/essential-tips-policy-management/#more-1376151">...</a></p></section><div class="tcb-clear tcb-post-read-more-clear">
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  581. <div class="thrv_wrapper thrv-columns" data-css="tve-u-186c1014a05" style="--tve-font-size: 13px; --tcb-col-el-width: 339.594;"><div class="tcb-flex-row v-2 tcb-mobile-no-wrap m-edit tcb-medium-no-wrap tcb-resized tcb--cols--2" data-css="tve-u-186c1014a06"><div class="tcb-flex-col" data-css="tve-u-186c1014a07" style=""><div class="tcb-col"><div class="thrv_wrapper thrv_text_element" style=""><p data-css="tve-u-186c1014a08" style="font-size: var(--tve-font-size, 13px);"><span class="thrive-shortcode-content" data-shortcode="tcb_post_published_date" data-shortcode-name="Post date" data-extra_key="" data-attr-type="published" data-attr-date-format-select="F j, Y" data-attr-date-format="F j, Y" data-attr-show-time="0" data-attr-time-format-select="g:i a" data-attr-time-format="" data-attr-link="0" data-attr-target="1" data-attr-rel="0" data-option-inline="1">December 12, 2023 </span></p></div></div></div><div class="tcb-flex-col" data-css="tve-u-186c1014a09" style=""><div class="tcb-col"><div class="tcb-clear" data-css="tve-u-186c1014a0a"></div><a href="https://www.collaboris.com/why-ai-chat-tool-usage-policy/#comments" class="tve-dynamic-link" dynamic-postlink="tcb_post_comments_link" data-shortcode-id="1374323"><div class="tcb-clear" data-css="tve-u-186c1014a0b"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad" style="" data-css="tve-u-186c1014a0c">
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  584. </div></div></a></div></div></div></div><div class="thrv_wrapper thrv_text_element" style="" data-css="tve-u-186c1014a11"><h2 class="" data-css="tve-u-186c1014a12" style=""><span class="thrive-shortcode-content" data-shortcode="tcb_post_title" data-shortcode-name="Post title" data-extra_key="" data-attr-link="1" data-attr-target="0" data-attr-rel="0" data-option-inline="1" data-attr-static-link="{&quot;className&quot;:&quot;&quot;,&quot;href&quot;:&quot;https://www.collaboris.com/importance-of-employee-knowledge-management/&quot;,&quot;title&quot;:&quot;The Importance of Employee Knowledge Management&quot;,&quot;class&quot;:&quot;&quot;}" data-attr-css="" data-css="tve-u-186c1014a13"><a href="https://www.collaboris.com/why-ai-chat-tool-usage-policy/" title="Why you need a AI Chat Tool Usage Policy in Your Organization" data-css="" class="">Why you need a AI Chat Tool Usage Policy in Your Organization</a></span></h2></div><section class="tcb-post-content tcb-shortcode thrv_wrapper" data-css="tve-u-186c1014a15"><p>The urgency of establishing an AI usage policy In the ever-evolving landscape of business <a class="more-link" href="https://www.collaboris.com/why-ai-chat-tool-usage-policy/#more-1375857">...</a></p></section><div class="tcb-clear tcb-post-read-more-clear">
  585. <div class="tcb-post-read-more thrv_wrapper" data-css="tve-u-186c1014a16" data-tcb_hover_state_parent="">
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  597. </article><article id="post-1375724" class="post-1375724 post type-post status-publish format-standard has-post-thumbnail hentry category-policy-management post-wrapper thrv_wrapper thrive-animated-item " data-id="1375724" data-selector=".post-wrapper"><style class="tcb-post-list-dynamic-style" type="text/css"></style>
  598.  
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  602. <div class="thrv_wrapper thrv-columns" data-css="tve-u-186c1014a05" style="--tve-font-size: 13px; --tcb-col-el-width: 339.594;"><div class="tcb-flex-row v-2 tcb-mobile-no-wrap m-edit tcb-medium-no-wrap tcb-resized tcb--cols--2" data-css="tve-u-186c1014a06"><div class="tcb-flex-col" data-css="tve-u-186c1014a07" style=""><div class="tcb-col"><div class="thrv_wrapper thrv_text_element" style=""><p data-css="tve-u-186c1014a08" style="font-size: var(--tve-font-size, 13px);"><span class="thrive-shortcode-content" data-shortcode="tcb_post_published_date" data-shortcode-name="Post date" data-extra_key="" data-attr-type="published" data-attr-date-format-select="F j, Y" data-attr-date-format="F j, Y" data-attr-show-time="0" data-attr-time-format-select="g:i a" data-attr-time-format="" data-attr-link="0" data-attr-target="1" data-attr-rel="0" data-option-inline="1">November 15, 2023 </span></p></div></div></div><div class="tcb-flex-col" data-css="tve-u-186c1014a09" style=""><div class="tcb-col"><div class="tcb-clear" data-css="tve-u-186c1014a0a"></div><a href="https://www.collaboris.com/maximizing-internal-communications/#comments" class="tve-dynamic-link" dynamic-postlink="tcb_post_comments_link" data-shortcode-id="1374323"><div class="tcb-clear" data-css="tve-u-186c1014a0b"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad" style="" data-css="tve-u-186c1014a0c">
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  605. </div></div></a></div></div></div></div><div class="thrv_wrapper thrv_text_element" style="" data-css="tve-u-186c1014a11"><h2 class="" data-css="tve-u-186c1014a12" style=""><span class="thrive-shortcode-content" data-shortcode="tcb_post_title" data-shortcode-name="Post title" data-extra_key="" data-attr-link="1" data-attr-target="0" data-attr-rel="0" data-option-inline="1" data-attr-static-link="{&quot;className&quot;:&quot;&quot;,&quot;href&quot;:&quot;https://www.collaboris.com/importance-of-employee-knowledge-management/&quot;,&quot;title&quot;:&quot;The Importance of Employee Knowledge Management&quot;,&quot;class&quot;:&quot;&quot;}" data-attr-css="" data-css="tve-u-186c1014a13"><a href="https://www.collaboris.com/maximizing-internal-communications/" title="Maximizing internal communications" data-css="" class="">Maximizing internal communications</a></span></h2></div><section class="tcb-post-content tcb-shortcode thrv_wrapper" data-css="tve-u-186c1014a15"><p>Maximizing internal communicationsIn the modern business landscape, effective internal communication is the cornerstone of <a class="more-link" href="https://www.collaboris.com/maximizing-internal-communications/#more-1375724">...</a></p></section><div class="tcb-clear tcb-post-read-more-clear">
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  618. </article></div><div class="tcb_flag" style="display: none"></div>
  619. <p>The post <a href="https://www.collaboris.com/using-basic-sharepoint-workflow-approve-policy-change/">Using a basic SharePoint workflow to approve a policy change</a> appeared first on <a href="https://www.collaboris.com">Collaboris</a>.</p>
  620. ]]></content:encoded>
  624. </item>
  625. <item>
  626. <title>How to Add Users to a SharePoint Group</title>
  627. <link>https://www.collaboris.com/how-to-add-users-to-a-sharepoint-group/</link>
  629. <dc:creator><![CDATA[Mark Jones]]></dc:creator>
  630. <pubDate>Mon, 30 Jan 2012 11:05:57 +0000</pubDate>
  631. <category><![CDATA[DocRead Kb]]></category>
  632. <category><![CDATA[SharePoint]]></category>
  633. <guid isPermaLink="false">http://collaboriscom.wpengine.com/?p=476</guid>
  634.  
  635. <description><![CDATA[<p>How to Add Users to a SharePoint GroupDocRead for SharePoint is the only policy management software that integrates straight into SharePoint and allows compliance professionals to distribute and track their policies and procedures.&#160;When speaking with customers, I often need to supply them with quick &#8220;how to&#8221; guides that help remind them how to do some of the [&#8230;]</p>
  636. <p>The post <a href="https://www.collaboris.com/how-to-add-users-to-a-sharepoint-group/">How to Add Users to a SharePoint Group</a> appeared first on <a href="https://www.collaboris.com">Collaboris</a>.</p>
  637. ]]></description>
  638. <content:encoded><![CDATA[<div class="thrv_wrapper thrv_text_element"><p></p></div><div class="thrv_paste_content thrv_wrapper"><div class="thrv_wrapper thrv_text_element"><h1 class="" style="" data-css="tve-u-18287d57a18">How to Add Users to a SharePoint Group</h1></div><section></section></div><div class="thrv_wrapper tve_wp_shortcode"><div class="tve_shortcode_raw" style="display: none"></div><div class="tve_shortcode_rendered"><p><em>DocRead for SharePoint is the only <a href="/products/docread-365/">policy management software</a> that integrates straight into SharePoint and allows compliance professionals to distribute and track their policies and procedures.</em></p><p>When speaking with customers, I often need to supply them with quick &#8220;how to&#8221; guides that help remind them how to do some of the most common tasks required to be a skilled administrator.</p><p>This blog post explains in very simple terms how to add users to a SharePoint group! Treat it as a quick-reference guide.</p><p>1. Log in as an administrator and navigate to the site where the group is to be used.</p><p>2. On the site’s home page select ‘Site Actions’, then ‘Site Settings’.</p><p>3. On the Site Settings page, within the ‘Users and Permissions’ section menu select ‘People and Groups’.</p><p><a href="/wp-content/uploads/2015/07/site-settings-users-and-permissions.png"><img loading="lazy" decoding="async" class=" size-full wp-image-478 aligncenter" src="https://www.collaboris.com/wp-content/uploads/2015/07/site-settings-users-and-permissions.png" alt="site-settings-users-and-permissions" width="419" height="205" srcset="https://www.collaboris.com/wp-content/uploads/2015/07/site-settings-users-and-permissions.png 419w, https://www.collaboris.com/wp-content/uploads/2015/07/site-settings-users-and-permissions-300x147.png 300w" sizes="(max-width: 419px) 100vw, 419px" /></a></p><p>4. On the ‘People and Groups’ page either:</p><ul><li>Click the name of the group to edit in right hand column or</li><li>Click the ‘Groups’ header to present all groups and click the ‘Edit’ link next to the desired group name.</li></ul><p><a href="/wp-content/uploads/2015/07/people-and-groups-select-group-name.png"><img loading="lazy" decoding="async" class=" size-full wp-image-479 aligncenter" src="https://www.collaboris.com/wp-content/uploads/2015/07/people-and-groups-select-group-name.png" alt="people-and-groups-select-group-name" width="979" height="373" srcset="https://www.collaboris.com/wp-content/uploads/2015/07/people-and-groups-select-group-name.png 979w, https://www.collaboris.com/wp-content/uploads/2015/07/people-and-groups-select-group-name-300x114.png 300w" sizes="(max-width: 979px) 100vw, 979px" /></a></p><p>5. Once the desired group has been chosen, click ‘New’ to select the users to be added to the group.</p><p><a href="/wp-content/uploads/2015/07/add-users-to-group.png"><img loading="lazy" decoding="async" class=" size-full wp-image-480 aligncenter" src="https://www.collaboris.com/wp-content/uploads/2015/07/add-users-to-group.png" alt="add-users-to-group" width="498" height="173" srcset="https://www.collaboris.com/wp-content/uploads/2015/07/add-users-to-group.png 498w, https://www.collaboris.com/wp-content/uploads/2015/07/add-users-to-group-300x104.png 300w" sizes="(max-width: 498px) 100vw, 498px" /></a></p><p> </p></div></div><div class="tcb_flag" style="display: none"></div>
  639. <p>The post <a href="https://www.collaboris.com/how-to-add-users-to-a-sharepoint-group/">How to Add Users to a SharePoint Group</a> appeared first on <a href="https://www.collaboris.com">Collaboris</a>.</p>
  640. ]]></content:encoded>
  644. </item>
  645. <item>
  646. <title>How to link fields in your policy template to an O365 library</title>
  647. <link>https://www.collaboris.com/link-document-fields-microsoft365/</link>
  649. <dc:creator><![CDATA[Helen Jones]]></dc:creator>
  650. <pubDate>Thu, 13 Oct 2022 09:26:27 +0000</pubDate>
  651. <category><![CDATA[Policy Management]]></category>
  652. <category><![CDATA[SharePoint]]></category>
  653. <guid isPermaLink="false">https://www.collaboris.com/?p=1373375</guid>
  654.  
  655. <description><![CDATA[<p>How to link fields in a document to an O365 libraryLinking fields in a word document to a document library can save time and also ensure consistency of reporting. This technique is really useful for Policies amongst other use cases. This post will provide the step-by-step instructions you need to follow to link fields to [&#8230;]</p>
  656. <p>The post <a href="https://www.collaboris.com/link-document-fields-microsoft365/">How to link fields in your policy template to an O365 library</a> appeared first on <a href="https://www.collaboris.com">Collaboris</a>.</p>
  657. ]]></description>
  658. <content:encoded><![CDATA[<div class="thrv_paste_content thrv_wrapper"><div class="thrv_wrapper thrv_text_element"><h1 class="" style="" data-css="tve-u-183d0af85f6">How to link fields in a document to an O365 library</h1></div><div class="thrv_wrapper thrv_text_element"><p>Linking fields in a word document to a document library can save time and also ensure consistency of reporting. This technique is really useful for Policies amongst other use cases. This post will provide the step-by-step instructions you need to follow to link fields to Office 365.</p></div><section></section></div><div class="thrv_wrapper thrv-page-section tve-height-update tcb-window-width" style="" data-css="tve-u-183b23ea997">
  659. <div class="tve-page-section-out" style="" data-css="tve-u-183b23bf327"></div>
  660. <div class="tve-page-section-in tve_empty_dropzone" data-css="tve-u-183b23b63c1"><div class="thrv_wrapper thrv_text_element"><h2 class="" style="" data-css="tve-u-183d0afadce">Enable content types</h2><p>Before you can begin to create your own content types, you must first allow the management of content types in your O365 library.</p><p>1) In your preferred document library, click the cog icon to see the settings, then select "Library Settings".</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-183ad142abd" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1373377 tve_evt_manager_listen tve_et_click" alt="Image showing the Library settings option" data-id="1373377" width="948" data-init-width="948" height="397" data-init-height="397" title="library settings" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/10/library-settings.png?_t=1665056091" data-link-wrap="true" data-width="948" data-height="397" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1373377&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" style="aspect-ratio: auto 948 / 397;" srcset="https://www.collaboris.com/wp-content/uploads/2022/10/library-settings.png 948w, https://www.collaboris.com/wp-content/uploads/2022/10/library-settings-300x126.png 300w, https://www.collaboris.com/wp-content/uploads/2022/10/library-settings-768x322.png 768w" sizes="(max-width: 948px) 100vw, 948px" /></span></div><div class="thrv_wrapper thrv_text_element"><p>2) Followed by "More library settings".</p></div><div class="thrv_wrapper tve_image_caption tve_ea_thrive_zoom img_style_lifted_style1" data-css="tve-u-183ad157546" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1373378 tve_evt_manager_listen tve_et_click" alt="Image showing the More Library Settings option" data-id="1373378" width="947" data-init-width="947" height="387" data-init-height="387" title="more library settings" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/10/more-library-settings.png?_t=1665056175" data-link-wrap="true" data-width="947" data-height="387" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1373378&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" style="aspect-ratio: auto 947 / 387;" srcset="https://www.collaboris.com/wp-content/uploads/2022/10/more-library-settings.png 947w, https://www.collaboris.com/wp-content/uploads/2022/10/more-library-settings-300x123.png 300w, https://www.collaboris.com/wp-content/uploads/2022/10/more-library-settings-768x314.png 768w" sizes="(max-width: 947px) 100vw, 947px" /></span></div><div class="thrv_wrapper thrv_text_element"><p>3) From the Library Settings menu, select "Advanced Settings".</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-183ad172c7f" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1373379 tve_evt_manager_listen tve_et_click" alt="Image showing the selection of advanced setting option" data-id="1373379" width="947" data-init-width="947" height="520" data-init-height="520" title="Advanced settings" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/10/Advanced-settings.png?_t=1665056288" data-link-wrap="true" data-width="947" data-height="520" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1373379&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" style="aspect-ratio: auto 947 / 520;" srcset="https://www.collaboris.com/wp-content/uploads/2022/10/Advanced-settings.png 947w, https://www.collaboris.com/wp-content/uploads/2022/10/Advanced-settings-300x165.png 300w, https://www.collaboris.com/wp-content/uploads/2022/10/Advanced-settings-768x422.png 768w, https://www.collaboris.com/wp-content/uploads/2022/10/Advanced-settings-840x462.png 840w, https://www.collaboris.com/wp-content/uploads/2022/10/Advanced-settings-860x473.png 860w" sizes="(max-width: 947px) 100vw, 947px" /></span></div><div class="thrv_wrapper thrv_text_element"><p>4) Then select "Yes" to allow management of content types.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-183ad1b0cda" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1373380 tve_evt_manager_listen tve_et_click" alt="Image showing how to allow the management of content types" data-id="1373380" width="949" data-init-width="949" height="439" data-init-height="439" title="Allow management of content types" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/10/Allow-management-of-content-types.png?_t=1665056542" data-link-wrap="true" data-width="949" data-height="439" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1373380&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" style="aspect-ratio: auto 949 / 439;" srcset="https://www.collaboris.com/wp-content/uploads/2022/10/Allow-management-of-content-types.png 949w, https://www.collaboris.com/wp-content/uploads/2022/10/Allow-management-of-content-types-300x139.png 300w, https://www.collaboris.com/wp-content/uploads/2022/10/Allow-management-of-content-types-768x355.png 768w" sizes="(max-width: 949px) 100vw, 949px" /></span></div></div>
  661. </div><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad" data-css="tve-u-183e5a129ed" style="">
  662. <div class="tve-content-box-background" data-css="tve-u-183e5a1a672" style=""></div>
  663. <div class="tve-cb"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-183e5a239ec" style=""><h4 class="" style="text-align: center;"><strong>Free downloadable policy document</strong></h4></div><div class="thrv_wrapper thrv_text_element"><p style="text-align: center;">Download our free MS Word policy template and follow the steps below. Alternatively, you can use your own template if you already have one.</p></div><div class="thrv_wrapper thrv-button thrv-button-v2 tcb-local-vars-root tcb-global-button-kp6o649m" data-button-style="tcb-global-button-kp6o649m" data-css="tve-u-183e5a2b8aa">
  665. <a href="https://www.collaboris.com/free-policy-template-microsoft-word/" class="tcb-button-link tcb-plain-text" target="_blank">
  666. <span class="tcb-button-texts"><span class="tcb-button-text thrv-inline-text tcb-global-button-kp6o649m-prtext">Download Your Free Policy Word Template</span></span>
  667. </a>
  668. </div></div>
  669. </div><div class="thrv_wrapper thrv-page-section tve-height-update tcb-window-width" style="" data-css="tve-u-183b23ee867">
  670. <div class="tve-page-section-out"></div>
  671. <div class="tve-page-section-in tve_empty_dropzone" data-css="tve-u-183b23de0b8"><div class="thrv_wrapper thrv_text_element"><h2 class="" style="" data-css="tve-u-183d0afcb2f">Create a new content type for your linked fields</h2><p>Now you can create a new content type for the information fields you want to link from your document to Office 365. Creating these in a new content type means that they can be reused in other sites and document libraries. This ensures consistency across your site, because when a user chooses to create a new document, you can ensure the required fields are used.</p><p>1) Sign into the SharePoint admin center using an account that has admin permissions.</p><p>2) Expand the content services menu item and go to the content type gallery.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-183b1e79473"><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1373392 tve_evt_manager_listen tve_et_click" alt="image showing how to go to the content type gallery" data-id="1373392" width="687" data-init-width="687" height="451" data-init-height="451" title="goto content type gallery" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/10/goto-content-type-gallery.png?_t=1665136988" data-link-wrap="true" data-width="687" data-height="451" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1373392&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" style="aspect-ratio: auto 687 / 451;" srcset="https://www.collaboris.com/wp-content/uploads/2022/10/goto-content-type-gallery.png 687w, https://www.collaboris.com/wp-content/uploads/2022/10/goto-content-type-gallery-300x197.png 300w" sizes="(max-width: 687px) 100vw, 687px" /></span></div><div class="thrv_wrapper thrv_text_element"><p>3) Select "Create content type", give your content type a unique name and add a description. Select the remaining options as shown below.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-183b1ebe508" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1373393 tve_evt_manager_listen tve_et_click" alt="image showing how to create a new content type" data-id="1373393" width="576" data-init-width="576" height="662" data-init-height="662" title="create content type" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/10/create-content-type.png?_t=1665137272" data-link-wrap="true" data-width="576" data-height="662" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1373393&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" style="aspect-ratio: auto 576 / 662;" srcset="https://www.collaboris.com/wp-content/uploads/2022/10/create-content-type.png 576w, https://www.collaboris.com/wp-content/uploads/2022/10/create-content-type-261x300.png 261w" sizes="(max-width: 576px) 100vw, 576px" /></span></div><div class="thrv_wrapper thrv_text_element"><p>4) Click "Create" to create your new content type.</p><p>5) You also need to publish the content type so it can be used across your sites.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-183b21b9a6c" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1373396 tve_evt_manager_listen tve_et_click" alt="image showing how to publish the content type" data-id="1373396" width="596" data-init-width="596" height="374" data-init-height="374" title="publish the content type" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/10/publish-the-content-type.png?_t=1665140399" data-link-wrap="true" data-width="596" data-height="374" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1373396&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" style="aspect-ratio: auto 596 / 374;" srcset="https://www.collaboris.com/wp-content/uploads/2022/10/publish-the-content-type.png 596w, https://www.collaboris.com/wp-content/uploads/2022/10/publish-the-content-type-300x188.png 300w" sizes="(max-width: 596px) 100vw, 596px" /></span></div></div>
  672. </div><div class="thrv_wrapper thrv-page-section tve-height-update tcb-window-width" style="" data-css="tve-u-183b2fed53c">
  673. <div class="tve-page-section-out" style="" data-css="tve-u-183c2562df1"></div>
  674. <div class="tve-page-section-in tve_empty_dropzone" data-css="tve-u-183b2fe40d5"><div class="thrv_wrapper thrv_text_element"><h2 class="" style="" data-css="tve-u-183d0afe63b">Create new columns in your content type</h2></div><div class="thrv_wrapper thrv_text_element"><p>After you have created and published your new content type, you can begin to create the columns that you want to include in it. Each field you want to link from your document to Office 365 needs to have a column.</p><p>1) Use the "Add site column" option to add the columns you want.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-183b278ca33" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1373405 tve_evt_manager_listen tve_et_click" alt="image showing how to add a site column to the policy type" data-id="1373405" width="1080" data-init-width="1146" height="673" data-init-height="714" title="add site column" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/10/add-site-column.png?_t=1665146505" data-link-wrap="true" data-width="1080" data-height="673" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1373405&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" style="aspect-ratio: auto 1146 / 714;" srcset="https://www.collaboris.com/wp-content/uploads/2022/10/add-site-column.png 1146w, https://www.collaboris.com/wp-content/uploads/2022/10/add-site-column-300x187.png 300w, https://www.collaboris.com/wp-content/uploads/2022/10/add-site-column-1024x638.png 1024w, https://www.collaboris.com/wp-content/uploads/2022/10/add-site-column-768x478.png 768w" sizes="(max-width: 1080px) 100vw, 1080px" /></span></div><div class="thrv_wrapper thrv_text_element"> <p>2) Add the following columns and remember to use the correct data type (date/time, text etc.)</p></div><div class="thrv_wrapper thrv_table tcb-fixed" data-ct-name="Blank Table" data-ct="table--1" data-element-name="Table" data-css="tve-u-183e573be08" style=""><table data-rows="3" data-cols="4" class="tve_table tcb-fixed tve_no_inner_border tve_table_flat" data-css="tve-u-183ad5d6851"><thead></thead><tbody><tr class="tve_table_row"><td class="tve_table_cell"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-183ad5d7fec"> <p data-css="tve-u-183ad5d7fb0">Document Reference</p></div></td><td class="tve_table_cell"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-183ad5d7fec"> <p data-css="tve-u-183ad5d7fb0">Effective Date</p></div></td><td class="tve_table_cell"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-183ad5d7fec"> <p data-css="tve-u-183ad5d7fb0">Document Owner</p></div></td><td class="tve_table_cell"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-183ad5d7fec"> <p data-css="tve-u-183ad5d7fb0">Last Modified By</p></div></td></tr><tr class="tve_table_row"><td class="tve_table_cell"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-183ad5d7fec"><p data-css="tve-u-183ad5d7fb0">Document Name</p></div></td><td class="tve_table_cell"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-183ad5d7fec"> <p data-css="tve-u-183ad5d7fb0">Expiry Date</p></div></td><td class="tve_table_cell"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-183ad5d7fec"> <p data-css="tve-u-183ad5d7fb0">Next Review Date</p></div></td><td class="tve_table_cell"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-183ad5d7fec"> <p data-css="tve-u-183ad5d7fb0">Last Modified on</p></div></td></tr><tr class="tve_table_row"><td class="tve_table_cell" rowspan="1" colspan="1"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-183ad5d7fec"><p data-css="tve-u-183ad5d7fb0">Version</p></div></td><td class="tve_table_cell tcb-parent-placeholder-empty" rowspan="1" colspan="1"><div class="tcb-replaceable-placeholder">Cell</div></td><td class="tve_table_cell tcb-parent-placeholder-empty" rowspan="1" colspan="1"><div class="tcb-replaceable-placeholder">Cell</div></td><td class="tve_table_cell tcb-parent-placeholder-empty" rowspan="1" colspan="1"><div class="tcb-replaceable-placeholder">Cell</div></td></tr></tbody></table></div><div class="thrv_wrapper thrv_text_element" data-css="tve-u-183e651d7ec" style=""> <p><strong>NOTE:</strong> &nbsp;We are using our own version number field here instead of using the default SharePoint version number. The reasoning for this is that we want to fully control when the version changes and guarantee that, for every version, there is an entry in the "Review History" section of the policy with a justification for the change. &nbsp;</p></div><div class="thrv_wrapper thrv_text_element"> <p>3) After you have added all of the columns, you should be able to see them all listed as below:</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-183c261e1b6" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1373410 tve_evt_manager_listen tve_et_click" alt="image showing the created columns in the policy content type for the linked fields" data-id="1373410" width="1080" data-init-width="1176" height="553" data-init-height="602" title="policy content site columns" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/10/policy-content-site-columns.png?_t=1665413529" data-link-wrap="true" data-width="1080" data-height="553" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1373410&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" style="aspect-ratio: auto 1176 / 602;" srcset="https://www.collaboris.com/wp-content/uploads/2022/10/policy-content-site-columns.png 1176w, https://www.collaboris.com/wp-content/uploads/2022/10/policy-content-site-columns-300x154.png 300w, https://www.collaboris.com/wp-content/uploads/2022/10/policy-content-site-columns-1024x524.png 1024w, https://www.collaboris.com/wp-content/uploads/2022/10/policy-content-site-columns-768x393.png 768w" sizes="(max-width: 1080px) 100vw, 1080px" /></span></div></div>
  675. </div><div class="thrv_wrapper thrv-page-section tve-height-update tcb-window-width" style="" data-css="tve-u-183b23f0600">
  676. <div class="tve-page-section-out" style="" data-css="tve-u-183b23d06c0"></div>
  677. <div class="tve-page-section-in tve_empty_dropzone" data-css="tve-u-183b23d10bd"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad" data-css="tve-u-183e5a129ed" style="">
  678. <div class="tve-content-box-background" data-css="tve-u-183e5a1a672" style=""></div>
  679. <div class="tve-cb"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-183e5a239ec" style=""><h4 class="" style="text-align: center;"><strong>Free downloadable policy document</strong></h4></div><div class="thrv_wrapper thrv_text_element"><p style="text-align: center;">Download our free MS Word policy template and follow the steps below. Alternatively, you can use your own template if you already have one.</p></div><div class="thrv_wrapper thrv-button thrv-button-v2 tcb-local-vars-root tcb-global-button-kp6o649m" data-button-style="tcb-global-button-kp6o649m" data-css="tve-u-183e5a2b8aa">
  681. <a href="https://www.collaboris.com/free-policy-template-microsoft-word/" class="tcb-button-link tcb-plain-text" target="_blank">
  682. <span class="tcb-button-texts"><span class="tcb-button-text thrv-inline-text tcb-global-button-kp6o649m-prtext">Download Your Free Policy Word Template</span></span>
  683. </a>
  684. </div></div>
  685. </div><div class="thrv_wrapper thrv_text_element"><h2 class="" style="" data-css="tve-u-183d0affe07">Add the new content type to your library</h2></div><div class="thrv_wrapper thrv_text_element"><p>Next you need to add your new content type to your Policy library. This will allow the content type to be used within the library and the fields linked to O365 documents.</p><p>1) Go to your library, use the cog (top right corner of screen) to go to "Library settings" and "More library settings" then chose "Add from existing site content types".</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-183b249f0a0" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1373402 tve_evt_manager_listen tve_et_click" alt="Image showing the add fro existing content type option" data-id="1373402" width="366" data-init-width="366" height="188" data-init-height="188" title="add from existing content types" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/10/add-from-existing-content-types.png?_t=1665143435" data-link-wrap="true" data-width="366" data-height="188" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1373402&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" style="aspect-ratio: auto 366 / 188;" srcset="https://www.collaboris.com/wp-content/uploads/2022/10/add-from-existing-content-types.png 366w, https://www.collaboris.com/wp-content/uploads/2022/10/add-from-existing-content-types-300x154.png 300w" sizes="(max-width: 366px) 100vw, 366px" /></span></div><div class="thrv_wrapper thrv_text_element"><p>2) Scroll down the list in the "Available Site Content Types" until you find your new content type. Then click the "Add &gt;" button to add it to your site.</p></div><div class="thrv_wrapper tve_image_caption tve_ea_thrive_zoom img_style_lifted_style1" data-css="tve-u-183b24c232d" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1373403 tve_evt_manager_listen tve_et_click" alt="Image showing how to add the new content type" data-id="1373403" width="995" data-init-width="995" height="427" data-init-height="427" title="add your new content type" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/10/add-your-new-content-type.png?_t=1665143580" data-link-wrap="true" data-width="995" data-height="427" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1373403&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" style="aspect-ratio: auto 995 / 427;" srcset="https://www.collaboris.com/wp-content/uploads/2022/10/add-your-new-content-type.png 995w, https://www.collaboris.com/wp-content/uploads/2022/10/add-your-new-content-type-300x129.png 300w, https://www.collaboris.com/wp-content/uploads/2022/10/add-your-new-content-type-768x330.png 768w, https://www.collaboris.com/wp-content/uploads/2022/10/add-your-new-content-type-350x150.png 350w" sizes="(max-width: 995px) 100vw, 995px" /></span></div><div class="thrv_wrapper thrv_text_element"><p>3) Your content type should appear in the right hand "Content Types to add" box click OK.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-183c2642692" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1373412 tve_evt_manager_listen tve_et_click" alt="image showing the added policy content type" data-id="1373412" width="986" data-init-width="986" height="311" data-init-height="311" title="add the policy content type" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/10/add-the-policy-content-type.png?_t=1665413678" data-link-wrap="true" data-width="986" data-height="311" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1373412&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" style="aspect-ratio: auto 986 / 311;" srcset="https://www.collaboris.com/wp-content/uploads/2022/10/add-the-policy-content-type.png 986w, https://www.collaboris.com/wp-content/uploads/2022/10/add-the-policy-content-type-300x95.png 300w, https://www.collaboris.com/wp-content/uploads/2022/10/add-the-policy-content-type-768x242.png 768w" sizes="(max-width: 986px) 100vw, 986px" /></span></div><div class="thrv_wrapper thrv_text_element"><p>4) Adding the content type to the library will make the content type columns available on the library. Check the columns you added can be seen in the library settings page.</p></div><div class="thrv_wrapper tve_image_caption tve_ea_thrive_zoom img_style_lifted_style1" data-css="tve-u-183c26a2f5c" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1373415 tve_evt_manager_listen tve_et_click" alt="image showing the created columns in the content type to use as document links" data-id="1373415" width="706" data-init-width="706" height="371" data-init-height="371" title="Columns in the content type" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/10/Columns-in-the-content-type.png?_t=1665414074" data-link-wrap="true" data-width="706" data-height="371" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1373415&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" style="aspect-ratio: auto 706 / 371;" srcset="https://www.collaboris.com/wp-content/uploads/2022/10/Columns-in-the-content-type.png 706w, https://www.collaboris.com/wp-content/uploads/2022/10/Columns-in-the-content-type-300x158.png 300w" sizes="(max-width: 706px) 100vw, 706px" /></span></div></div>
  686. </div><div class="thrv_wrapper thrv-page-section tve-height-update tcb-window-width" style="" data-css="tve-u-183b2fd7bba">
  687. <div class="tve-page-section-out" style="" data-css="tve-u-183b2fd1dda"></div>
  688. <div class="tve-page-section-in tve_empty_dropzone" data-css="tve-u-183b2fcc86a"><div class="thrv_wrapper thrv_text_element"><h2 class="" style="" data-css="tve-u-183d0b018cc">Link the document fields in your policy to the content type columns</h2></div><div class="thrv_wrapper thrv_text_element"><p>Now you have created all of the columns you need in your document library, you can link them to your MS Word policy template. For this example, we are going to be using our <a href="https://www.collaboris.com/free-policy-template-microsoft-word/" target="_blank" class="" style="outline: none;">sample policy template that you can download here</a>.</p><p>1) Make sure your policy template is saved in your document library, then open it in the Word App (not in Word online).</p><p>2) In the Word template, select the text that you want to link to the SharePoint field. If you are using our policy template, to make life easier we highlighted all the text fields that can be linked to SharePoint in yellow.</p><p>3) From the MS Word top menu select the "Insert" ribbon and then select "Quick Parts" and "Document Property".</p></div><div class="thrv_wrapper tve_image_caption tve_ea_thrive_zoom img_style_lifted_style1" data-css="tve-u-183ad5aeca4" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1373385 tve_evt_manager_listen tve_et_click" alt="Image showing the Document property option from the Quick parts menu" data-id="1373385" width="311" data-init-width="311" height="237" data-init-height="237" title="Quick parts Document property" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/10/Quick-parts-Document-property.png?_t=1665060728" data-link-wrap="true" data-width="311" data-height="237" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1373385&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" style="aspect-ratio: auto 311 / 237;" srcset="https://www.collaboris.com/wp-content/uploads/2022/10/Quick-parts-Document-property.png 311w, https://www.collaboris.com/wp-content/uploads/2022/10/Quick-parts-Document-property-300x229.png 300w" sizes="(max-width: 311px) 100vw, 311px" /></span></div><div class="thrv_wrapper thrv_text_element"><p>A list of all the available document properties will be shown, select the relevant option that relates to a column you created earlier in this process.</p><p>3) Repeat this process until you have linked all of your data fields. If you are using our free downloadable template, you will need to have linked the following fields:</p></div><div class="thrv_wrapper thrv_table tcb-fixed" data-ct-name="Blank Table" data-ct="table--1" data-element-name="Table" data-css="tve-u-183e575e938" style=""><table data-rows="3" data-cols="4" class="tve_table tcb-fixed tve_no_inner_border tve_table_flat" data-css="tve-u-183c20d8951"><thead></thead><tbody><tr class="tve_table_row"><td class="tve_table_cell"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-183c20d8952"> <p data-css="tve-u-183c20d8953">Document Reference</p></div></td><td class="tve_table_cell"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-183c20d8955"> <p data-css="tve-u-183c20d8956">Effective Date</p></div></td><td class="tve_table_cell"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-183c20d8957"> <p data-css="tve-u-183c20d8958">Document Owner</p></div></td><td class="tve_table_cell"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-183c20d8959"> <p data-css="tve-u-183c20d895b">Last Modified By</p></div></td></tr><tr class="tve_table_row"><td class="tve_table_cell"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-183c20d895c"><p data-css="tve-u-183c20d895d">Document Name</p></div></td><td class="tve_table_cell"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-183c20d895e"> <p data-css="tve-u-183c20d895f">Expiry Date</p></div></td><td class="tve_table_cell"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-183c20d8961"> <p data-css="tve-u-183c20d8962">Next Review Date</p></div></td><td class="tve_table_cell"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-183c20d8963"> <p data-css="tve-u-183c20d8964">Last Modified on</p></div></td></tr><tr class="tve_table_row"><td class="tve_table_cell" rowspan="1" colspan="1"><div class="thrv_wrapper thrv_text_element" data-css="tve-u-183c20d895c"><p data-css="tve-u-183c20d895d">Version</p></div></td><td class="tve_table_cell tcb-parent-placeholder-empty" rowspan="1" colspan="1"><div class="tcb-replaceable-placeholder">Cell</div></td><td class="tve_table_cell tcb-parent-placeholder-empty" rowspan="1" colspan="1"><div class="tcb-replaceable-placeholder">Cell</div></td><td class="tve_table_cell tcb-parent-placeholder-empty" rowspan="1" colspan="1"><div class="tcb-replaceable-placeholder">Cell</div></td></tr></tbody></table></div></div>
  689. </div><div class="thrv_wrapper thrv-page-section tve-height-update tcb-window-width" style="" data-css="tve-u-183b2ff81ed">
  690. <div class="tve-page-section-out"></div>
  691. <div class="tve-page-section-in tve_empty_dropzone" data-css="tve-u-183b2ff44eb"><div class="thrv_wrapper thrv_text_element"><h2 class="" style="" data-css="tve-u-183d0b02f7e">Check the document links work</h2></div><div class="thrv_wrapper thrv_text_element"><p>It's important to check that the links from your document to Office 365 work as expected. You may find it easier to display the columns in your SharePoint library view so you can see the data in them. Use the "+Add column" option as shown below to display them.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-183c2717352" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1373417 tve_evt_manager_listen tve_et_click" alt="image showing the add column option in the SharePoint library to display the linked fields" data-id="1373417" width="855" data-init-width="855" height="212" data-init-height="212" title="add a column to the sharepoint library view" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/10/add-a-column-to-the-sharepoint-library-view.png?_t=1665414550" data-link-wrap="true" data-width="855" data-height="212" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1373417&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" style="aspect-ratio: auto 855 / 212;" srcset="https://www.collaboris.com/wp-content/uploads/2022/10/add-a-column-to-the-sharepoint-library-view.png 855w, https://www.collaboris.com/wp-content/uploads/2022/10/add-a-column-to-the-sharepoint-library-view-300x74.png 300w, https://www.collaboris.com/wp-content/uploads/2022/10/add-a-column-to-the-sharepoint-library-view-768x190.png 768w" sizes="(max-width: 855px) 100vw, 855px" /></span></div><div class="thrv_wrapper thrv_text_element"><p>1) First, change some of the linked text in your policy document (remember to save the policy) and check that it updates the correct fields in your document library.</p><p>2) Secondly, update some of the column information in your document library (it's easier to do this in the grid view). Remember to exit the grid view for your changes to be saved. Then open your policy in the Word App (not in Word Online) and check that your changes are reflected.</p></div></div>
  692. </div><div class="thrv_wrapper thrv-page-section tve-height-update tcb-window-width" style="">
  693. <div class="tve-page-section-out" style="" data-css="tve-u-183c26c4c76"></div>
  694. <div class="tve-page-section-in tve_empty_dropzone" data-css="tve-u-183c26bcda5"><div class="thrv_wrapper thrv_text_element"><h2 class="" style="" data-css="tve-u-183d0b047bf">Take your Policy Management to the next level</h2></div><div class="thrv_wrapper thrv_text_element"><p>Our&nbsp;<a class="" href="https://www.collaboris.com/products/docread/" target="_blank" style="outline: none;">DocRead</a> software helps organizations simplify and improve their compliance processes. So, if you want to take your policy management processes to the next level, then please <a href="https://www.collaboris.com/contact-us/" target="_blank" class="" style="outline: none;">get in touch</a> and we will be happy to help.&nbsp;</p></div><div class="thrv_wrapper thrv_symbol thrive-shortcode thrv_symbol_1371466" data-shortcode="thrive_symbol" data-id="1371466" data-selector=".thrv_symbol_1371466"><div class="thrive-shortcode-config" style="display: none !important"></div><div class="thrive-shortcode-html thrive-symbol-shortcode " data-symbol-id="1371466"><style type="text/css" id="tcb-style-base-tcb_symbol-1371466"  onLoad="typeof window.lightspeedOptimizeStylesheet === 'function' && window.lightspeedOptimizeStylesheet()" class="tcb-lightspeed-style">.thrv_wrapper .tve-content-box-background{position: absolute;width: 100%;left: 0px;top: 0px;overflow: hidden;-webkit-background-clip: padding-box;height: 100% !important;}.thrv_wrapper.thrv-content-box{box-sizing: 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thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad tcb-local-vars-root" style="" data-css="tve-u-17db631eb5f"> <div class="tve-content-box-background" data-tcb_hover_state_parent="1" style="" data-css="tve-u-18dc22247bf"></div> <div class="tve-cb"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad tcb-local-vars-root" style="" data-css="tve-u-17db631eb61"> <div class="tve-content-box-background" style="" data-css="tve-u-18dbef89b19" data-clip-id="cf74466660a54" data-tcb_hover_state_parent="1"><svg width="0" height="0" class="tve-decoration-svg"><defs><clipPath id="clip-mobile-bottom-cf74466660a54" class="decoration-clip clip-path-mobile-bottom" clipPathUnits="objectBoundingBox" data-screen="mobile-" decoration-type="pointer" pointer-width="100" pointer-height="17" style="" data-inverted="false" clip-path="url(#clip-mobile-right-cf74466660a54)"><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-bottom-cf74466660a54" class="decoration-clip clip-path-bottom" clipPathUnits="objectBoundingBox" data-screen="" decoration-type="pointer" pointer-width="100" pointer-height="17" style="" clip-path="url(#clip-top-cf74466660a54)"><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-mobile-mobile-bottom-cf74466660a54" class="decoration-clip clip-path-mobile-mobile-bottom" clipPathUnits="objectBoundingBox" data-screen="mobile-" decoration-type="pointer" pointer-width="100" pointer-height="17" style="" data-inverted="false" clip-path="url(#clip-mobile-mobile-right-cf74466660a54)"><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-mobile-bottom-cf74466660a54" class="decoration-clip clip-path-mobile-bottom" clipPathUnits="objectBoundingBox" data-screen="mobile-" decoration-type="pointer" pointer-width="100" pointer-height="17" style="" clip-path="url(#clip-mobile-right-cf74466660a54)"><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-mobile-right-cf74466660a54" class="decoration-clip clip-path-mobile-right" clipPathUnits="objectBoundingBox" data-screen="mobile-" clip-path="url(#clip-top-cf74466660a54)"><polygon points="0 0, 0 1, 1 1, 1 0"></polygon></clipPath><clipPath id="clip-top-cf74466660a54" class="decoration-clip clip-path-top" clipPathUnits="objectBoundingBox" data-screen=""><polygon points="0 0, 0 1, 1 1, 1 0"></polygon></clipPath></defs></svg></div> <div class="tve-cb" data-css="tve-u-17db631eb63"><div class="thrv_wrapper thrv_text_element"><p data-css="tve-u-1828809bf6c" style="text-align: center;">DocRead makes compliance simple</p></div></div> </div><div class="thrv_wrapper thrv-button tcb-local-vars-root tve_ea_thrive_animation tve_anim_sweep_to_right" data-css="tve-u-17db631eb66" data-button-style="default" style="" data-button-size="s" data-tcb_hover_state_parent=""> <a href="https://www.collaboris.com/" class="tcb-button-link tve_evt_manager_listen tve_et_mouseover" style="border-radius: 0px; overflow: hidden;" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;mouseover&quot;,&quot;config&quot;:{&quot;anim&quot;:&quot;sweep_to_right&quot;,&quot;loop&quot;:1},&quot;a&quot;:&quot;thrive_animation&quot;}]_TNEVE_BCT__" target="_blank"> <span class="tcb-button-texts" style=""><span class="tcb-button-text thrv-inline-text" data-css="tve-u-17db631eb67" style="">See how</span></span> </a> </div></div> </div></div></div></div></div></div> </div></div></div><div class="thrv_wrapper thrv_text_element"><p>Collaboris has helped guide and advise companies for over 15 years and is committed to continue to do so. We are passionate about helping organizations improve their policy, procedure and SOP processes. Our <a href="https://www.collaboris.com/products/docread/" target="_blank" class="" style="outline: none;">DocRead</a> software helps organizations simplify and improve their compliance processes. Also, our free guides and resources can help whether you are looking to revolutionize your <a href="https://www.collaboris.com/what-are-policies/" target="_blank">policy making processes</a>, improve your internal communications or <a href="https://www.collaboris.com/ultimate-buyers-guide/" target="_blank" class="" style="outline: none;">purchase policy management software</a>.&nbsp;</p></div></div>
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  790. <div class="thrv_wrapper thrv-columns" data-css="tve-u-1811a5a31e5" style="--tve-font-size: 13px; --tcb-col-el-width: 480;"><div class="tcb-flex-row v-2 tcb-mobile-no-wrap m-edit tcb-medium-no-wrap tcb--cols--1" data-css="tve-u-1811a5a31e6"><div class="tcb-flex-col" data-css="tve-u-1811a5a31e7" style=""><div class="tcb-col"><div class="thrv_wrapper thrv_text_element" style=""><p data-css="tve-u-1811a5a31e8" style="font-size: var(--tve-font-size, 13px);"><span class="thrive-shortcode-content" data-shortcode="tcb_post_published_date" data-shortcode-name="Post date" data-extra_key="" data-attr-type="published" data-attr-date-format-select="F j, Y" data-attr-date-format="F j, Y" data-attr-show-time="0" data-attr-time-format-select="g:i a" data-attr-time-format="" data-attr-link="0" data-attr-target="1" data-attr-rel="0" data-option-inline="1">November 15, 2023 </span></p></div></div></div></div></div><div class="thrv_wrapper thrv_text_element" style="" data-css="tve-u-1811a5a31f2"><h2 class="" data-css="tve-u-1811a5a31f3" style=""><span class="thrive-shortcode-content" data-shortcode="tcb_post_title" data-shortcode-name="Post title" data-extra_key="" data-attr-link="1" data-attr-target="0" data-attr-rel="0" data-option-inline="1" data-attr-static-link="{&quot;className&quot;:&quot;&quot;,&quot;href&quot;:&quot;https://www.collaboris.com/mastering-compliance-culture-guide/&quot;,&quot;title&quot;:&quot;Practical guide on mastering compliance culture&quot;,&quot;class&quot;:&quot;&quot;}" data-attr-css="" data-css="tve-u-1811a5a31f4"><a href="https://www.collaboris.com/maximizing-internal-communications/" title="Maximizing internal communications" data-css="" class="">Maximizing internal communications</a></span></h2></div><section class="tcb-post-content tcb-shortcode thrv_wrapper" data-css="tve-u-1811a5a31f5"><p>Maximizing internal communicationsIn the modern business landscape, effective internal communication is the cornerstone of <a class="more-link" href="https://www.collaboris.com/maximizing-internal-communications/#more-1375724">...</a></p></section><div class="tcb-clear tcb-post-read-more-clear">
  791. <div class="tcb-post-read-more thrv_wrapper" data-css="tve-u-1811a5a31f6" data-tcb_hover_state_parent="">
  792. <a href="https://www.collaboris.com/maximizing-internal-communications/" class="tcb-button-link tcb-post-read-more-link">
  793. <span class="tcb-button-texts">
  794. <span class="tcb-button-text thrv-inline-text">Read More</span>
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  796. </a>
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  804. <p>The post <a href="https://www.collaboris.com/link-document-fields-microsoft365/">How to link fields in your policy template to an O365 library</a> appeared first on <a href="https://www.collaboris.com">Collaboris</a>.</p>
  805. ]]></content:encoded>
  809. </item>
  810. <item>
  811. <title>How to use a ‘Link to a document’ in place of a real document in SharePoint.</title>
  812. <link>https://www.collaboris.com/how-to-use-a-link-to-a-document-in-place-of-a-real-document-in-sharepoint/</link>
  814. <dc:creator><![CDATA[Helen Jones]]></dc:creator>
  815. <pubDate>Thu, 15 Jul 2021 06:06:07 +0000</pubDate>
  816. <category><![CDATA[DocRead]]></category>
  817. <category><![CDATA[SharePoint]]></category>
  818. <guid isPermaLink="false">http://collaboriscom.wpengine.com/?p=241</guid>
  819.  
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.tve_p_lb_close.tve_brdr_ridge{border-style: ridge !important;}.tve_p_lb_background .tve_p_lb_content.tve_brdr_inset,.tve_p_lb_background .tve_p_lb_close.tve_brdr_inset{border-style: inset !important;}.tve_p_lb_background .tve_p_lb_content.tve_brdr_outset,.tve_p_lb_background .tve_p_lb_close.tve_brdr_outset{border-style: outset !important;}body.tve-lightbox-page .tve_p_lb_overlay{position: fixed;top: 0px;right: 0px;bottom: 0px;left: 0px;background: rgb(0,0,0);opacity: 0.8;}body.tve-lightbox-page .tve_p_lb_background{top: 32px;padding-top: 150px;}body.tve-lightbox-page .tve-spacer{height: 40px;width: 100%;}:not(#_s):not(#_s) .tcb-conditional-display-placeholder{position: relative;min-height: var(--tcb-container-height-d,100px) !important;}:not(#_s):not(#_s) .tcb-conditional-display-placeholder.thrv-page-section{box-sizing: border-box;margin: 0px;}:not(#_s):not(#_s) .tcb-conditional-display-placeholder.thrv-content-box{box-sizing: border-box;}:not(#_s):not(#_s) .tcb-conditional-display-placeholder .tve-page-section-out,:not(#_s):not(#_s) .tcb-conditional-display-placeholder .tve-content-box-background{box-sizing: border-box;position: absolute;width: 100%;height: 100%;left: 0px;top: 0px;overflow: hidden;}@media (max-width: 1023px){:not(#_s):not(#_s) .tcb-conditional-display-placeholder{min-height: var(--tcb-container-height-t) !important;}}@media (max-width: 767px){html{overflow-x: hidden !important;}html,body{max-width: 100vw !important;}:not(#_s):not(#_s) .tcb-conditional-display-placeholder{min-height: var(--tcb-container-height-m) !important;}}@media only screen and (min-device-width: 375px) and (max-device-width: 736px){html.tve-o-hidden.tve-hide-overflow.tve-l-open:not(.bp-th){height: 100% !important;}body.tve-o-hidden.tve-hide-overflow.tve-l-open:not(.bp-t){height: 100% !important;}}@media screen and (max-device-width: 480px){body{text-size-adjust: none;}}</style><p>How to use a ‘Link to a document’ in place of a real document in SharePoint.Note:&#160;The information in this post relates to on-premises SharePoint only.&#160; If you want to see the equivalent information for SharePoint Online / Office365 / Microsoft 365, please go here.Note:&#160;The information in this post relates to&#160;SharePoint Online / Office 365 / [&#8230;]</p>
  821. <p>The post <a href="https://www.collaboris.com/how-to-use-a-link-to-a-document-in-place-of-a-real-document-in-sharepoint/">How to use a ‘Link to a document’ in place of a real document in SharePoint.</a> appeared first on <a href="https://www.collaboris.com">Collaboris</a>.</p>
  822. ]]></description>
  823. <content:encoded><![CDATA[<div class="thrv_paste_content thrv_wrapper"><div class="thrv_wrapper thrv_text_element"><h1 class="" style="" data-css="tve-u-1808fcd58f9">How to use a ‘Link to a document’ in place of a real document in SharePoint.</h1></div><div class="thrv_wrapper thrv_text_element" data-css="tve-u-18201312165" style=""><div class="tcb-plain-text" style="" data-css="tve-u-187c7dc6f2b"><strong>Note:&nbsp;</strong>The information in this post relates to <strong>on-premises SharePoint only</strong><strong>.</strong>&nbsp; If you want to see the equivalent information for SharePoint Online / Office365 / Microsoft 365, please <a href="https://www.collaboris.com/link-to-a-document-office-365/" target="_blank" class="" style="outline: none;" data-css="tve-u-187c7dd7990">go here</a>.</div></div><div class="thrv_wrapper thrv_text_element"><p><strong>Note:&nbsp;</strong>The information in this post relates to&nbsp;<strong>SharePoint Online / Office 365 / Microsoft 365 only</strong><strong>.</strong>&nbsp;</p></div></div><div class="thrv_wrapper thrv_text_element"><p>SharePoint is an amazing place to store documents and important information. SharePoint documents are searchable, sharable and secure. SharePoint security ensures any sensitive information does not get into the wrong hands.</p><p>From time to time you may need to give the effect of storing documents in SharePoint, without them actually being stored in SharePoint document libraries. Maybe you have documents in external systems that you want to make available with SharePoint or you have found an interesting blog post or video that you want to share with your colleagues. Creating Links to these documents opens up a whole new world of opportunities.</p><p>Documents can be made available in SharePoint with a few easy steps using the '<strong>Link To a Document</strong>' content type. This 'SharePoint How to' post will first illustrate how this is set-up and how to create a link. Then we will consider how to distribute that 'link' with DocRead. Using DocRead will mean that you can request that users read and confirm the document by a deadline.</p><p>So - let's get started:</p></div><div class="thrv_wrapper thrv_text_element"><h2 class="" style="" data-css="tve-u-17ff4e9a783">Allowing external links to be created</h2></div><div class="thrv_wrapper thrv_text_element"> <p>The first step is slightly different depending on which version of SharePoint you are using:</p></div><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad" data-css="tve-u-17ff4dcc4ce" style="">
  824. <div class="tve-content-box-background" data-css="tve-u-17ff4d3263a" style=""></div>
  825. <div class="tve-cb"><div class="thrv_wrapper thrv-columns" style="--tcb-col-el-width:759.188;"><div class="tcb-flex-row v-2 tcb--cols--2 tcb-resized"><div class="tcb-flex-col" data-css="tve-u-17ff4d57f0c" style=""><div class="tcb-col"><div class="thrv_wrapper thrv_text_element"><h3 class="" data-css="tve-u-17ff4d36741" style="">SharePoint 2019 Modern view</h3><p>Navigate to the document library where you want to add the ‘<strong>Link to document</strong>’. Select the "Cog" icon in the top right corner of your screen and then the  ‘<strong>Library Settings</strong>’ option.</p></div></div></div><div class="tcb-flex-col" data-css="tve-u-17ff4d57f13" style=""><div class="tcb-col" data-css="tve-u-17ff4ffc20a" style=""><div class="thrv_wrapper tve_image_caption img_style_lifted_style1" data-css="tve-u-17ff4a5882f" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1371840" alt="" data-id="1371840" width="282" data-init-width="399" height="249" data-init-height="352" title="Link to a document 3" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/04/Link-to-a-document-3.png?_t=1649076947" data-link-wrap="true" data-width="282" data-height="249" data-css="tve-u-17ff4d579cc" style="" srcset="https://www.collaboris.com/wp-content/uploads/2022/04/Link-to-a-document-3.png 399w, https://www.collaboris.com/wp-content/uploads/2022/04/Link-to-a-document-3-300x265.png 300w" sizes="(max-width: 282px) 100vw, 282px" /></span></div></div></div></div></div></div>
  826. </div><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad" data-css="tve-u-17ff4dc37d4" style="">
  827. <div class="tve-content-box-background" data-css="tve-u-17ff4d40682" style=""></div>
  828. <div class="tve-cb"><div class="thrv_wrapper thrv-columns" style="--tcb-col-el-width:759.188;"><div class="tcb-flex-row v-2 tcb--cols--2 tcb-resized"><div class="tcb-flex-col" data-css="tve-u-17ff4d2144a" style=""><div class="tcb-col"><div class="thrv_wrapper thrv_text_element"><h3 class="" style="" data-css="tve-u-17ff4dbf617">SharePoint 2013, 2016 and 2019 Classic</h3><p>Navigate to the document library where you want to add the ‘<strong>Link to document</strong>’. From the Ribbon select ‘<strong>Library</strong>’ and choose ‘<strong>Library Settings</strong>’.</p></div></div></div><div class="tcb-flex-col" data-css="tve-u-17ff4d21451" style=""><div class="tcb-col" data-css="tve-u-17ff4ffd3d1" style=""><div class="thrv_wrapper tve_image_caption tve_ea_thrive_zoom img_style_lifted_style1" data-css="tve-u-17aa5d28945" style=""><span class="tve_image_frame"><img class="tve_image wp-image-1369008 tve_evt_manager_listen tve_et_click" alt="Library > Library settings menu" data-id="1369008" width="547" data-init-width="1389" height="84" data-init-height="212" title="numbered library settings" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2021/07/numbered-library-settings.png?_t=1626279625" data-width="547" data-height="84" data-link-wrap="true" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1369008&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__"></span></div></div></div></div></div></div>
  829. </div><div class="thrv_wrapper thrv_text_element"><p>Now select ‘<strong>Advanced Settings</strong>’.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1" data-css="tve-u-17aa5e20bc7" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1369010" alt="advanced settings option" data-id="1369010" width="505" data-init-width="505" height="484" data-init-height="484" title="advanced settings" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2021/07/advanced-settings.png?_t=1626280643" data-width="505" data-height="484" data-link-wrap="true" srcset="https://www.collaboris.com/wp-content/uploads/2021/07/advanced-settings.png 505w, https://www.collaboris.com/wp-content/uploads/2021/07/advanced-settings-300x288.png 300w" sizes="(max-width: 505px) 100vw, 505px" /></span></div><div class="thrv_wrapper thrv_text_element"><p>Ensure ‘<strong>Allow management of content types</strong>’ is set to ‘<strong>Yes</strong>’ and click 'OK'.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1" data-css="tve-u-17aa5e47cb3" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1369012 tcb-moved-image" alt="content type option" data-id="1369012" width="647" data-init-width="849" height="239" data-init-height="313" title="content types" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2021/07/content-types.png?_t=1626280802" data-width="647" data-height="239" data-link-wrap="true" style="" data-css="tve-u-17ff4fe2665" srcset="https://www.collaboris.com/wp-content/uploads/2021/07/content-types.png 849w, https://www.collaboris.com/wp-content/uploads/2021/07/content-types-300x111.png 300w, https://www.collaboris.com/wp-content/uploads/2021/07/content-types-768x283.png 768w" sizes="(max-width: 647px) 100vw, 647px" /></span></div><div class="thrv_wrapper thrv_text_element"><p>Select ‘<strong>Add from existing site content types</strong>’.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1" data-css="tve-u-17aa604d647" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1369014" alt="add from existing site content types" data-id="1369014" width="649" data-init-width="729" height="216" data-init-height="243" title="add from existing content types" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2021/07/add-from-existing-content-types.png?_t=1626282921" data-width="649" data-height="216" data-link-wrap="true" data-css="tve-u-17ff4fe3615" style="" srcset="https://www.collaboris.com/wp-content/uploads/2021/07/add-from-existing-content-types.png 729w, https://www.collaboris.com/wp-content/uploads/2021/07/add-from-existing-content-types-300x100.png 300w" sizes="(max-width: 649px) 100vw, 649px" /></span></div><div class="thrv_wrapper thrv_text_element"><p><a href="/wp-content/uploads/2015/07/add-from-existing-content-types.png" class="" style="outline: none;"></a>Choose ‘<strong>Link to a Document</strong>’ from the list in the left. Then click ‘<strong>Add</strong>’ to move it into the right-hand column and click ‘<strong>Ok</strong>’.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1" data-css="tve-u-17aa606f96e" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1369016" alt="select content types" data-id="1369016" width="648" data-init-width="908" height="330" data-init-height="463" title="select link to a document" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2021/07/select-link-to-a-document.png?_t=1626283061" data-width="648" data-height="330" data-link-wrap="true" data-css="tve-u-17ff4fe4cef" style="" srcset="https://www.collaboris.com/wp-content/uploads/2021/07/select-link-to-a-document.png 908w, https://www.collaboris.com/wp-content/uploads/2021/07/select-link-to-a-document-300x153.png 300w, https://www.collaboris.com/wp-content/uploads/2021/07/select-link-to-a-document-768x392.png 768w" sizes="(max-width: 648px) 100vw, 648px" /></span></div><div class="thrv_wrapper thrv_text_element"> <p><strong>Note:</strong> you will only need to do this once per library.</p><p>Now that we have done this, we are able to add ‘Links to a document’. So let’s try it!</p></div><div class="thrv_wrapper thrv_text_element"><h2 class="" style="" data-css="tve-u-17ff4e9e165">Creating an external link to a Document</h2></div><div class="thrv_wrapper thrv_text_element"> <p>Again, these steps are slightly different depending on which version of SharePoint you are using:</p></div><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad" data-css="tve-u-17ff4ddf49a" style="">
  830. <div class="tve-content-box-background" data-css="tve-u-17ff4d6be5b" style=""></div>
  831. <div class="tve-cb"><div class="thrv_wrapper thrv-columns" style="--tcb-col-el-width:759.188;"><div class="tcb-flex-row v-2 tcb--cols--2"><div class="tcb-flex-col"><div class="tcb-col" style="" data-css="tve-u-17ff4d772c2"><div class="thrv_wrapper thrv_text_element"><h3 class="" style="" data-css="tve-u-17ff4d6e873">SharePoint 2019 Modern View</h3></div><div class="thrv_wrapper thrv_text_element"><p>Firstly, navigate to the document library where you want to add the ‘<strong>Link to document</strong>’. From the <strong>+ New</strong> menu select ‘<strong>Link to a Document</strong>’.</p></div></div></div><div class="tcb-flex-col" data-css="tve-u-17ff4fff1d3" style=""><div class="tcb-col" data-css="tve-u-17ff4fff73b" style=""><div class="thrv_wrapper tve_image_caption img_style_lifted_style1" data-css="tve-u-17ff49b046e" style="--tve-border-width:1px; border: 1px solid rgb(52, 52, 52);"><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1371834" alt="select the Link to a Document option from the +New menu" data-id="1371834" width="511" data-init-width="734" height="272" data-init-height="391" title="Link to a document 1" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/04/Link-to-a-document-1.png?_t=1649076258" data-link-wrap="true" data-width="511" data-height="272" srcset="https://www.collaboris.com/wp-content/uploads/2022/04/Link-to-a-document-1.png 734w, https://www.collaboris.com/wp-content/uploads/2022/04/Link-to-a-document-1-300x160.png 300w" sizes="(max-width: 511px) 100vw, 511px" /></span></div></div></div></div></div></div>
  832. </div><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad" data-css="tve-u-17ff4e5ad7a" style="">
  833. <div class="tve-content-box-background" data-css="tve-u-17ff4e56329" style=""></div>
  834. <div class="tve-cb"><div class="thrv_wrapper thrv-columns" style="--tcb-col-el-width:759.188;" data-css="tve-u-17ff4fee3b1"><div class="tcb-flex-row v-2 tcb--cols--2"><div class="tcb-flex-col"><div class="tcb-col"><div class="thrv_wrapper thrv_text_element"><h3 class="" style="" data-css="tve-u-17ff4e5c8f0">SharePoint 2013, 2016 and 2019 classic</h3></div><div class="thrv_wrapper thrv_text_element"><p>Navigate to the document library where you want to add the ‘<strong>Link to document</strong>’. From files tab select &nbsp;‘<strong>New Document</strong>’ and then ‘<strong>Link to a document</strong>’.</p></div></div></div><div class="tcb-flex-col" data-css="tve-u-17ff4e5d4bf" style=""><div class="tcb-col" data-css="tve-u-17ff5001b50" style=""><div class="thrv_wrapper tve_image_caption img_style_lifted_style1" data-css="tve-u-17aaa7c2efc" style=""><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1369020 tcb-moved-image" alt="link to a document option" data-id="1369020" width="371" data-init-width="371" height="261" data-init-height="261" title="new document" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2021/07/new-document.png?_t=1626357850" data-width="371" data-height="261" data-link-wrap="true" style="" data-css="tve-u-17aaa7c36a5" srcset="https://www.collaboris.com/wp-content/uploads/2021/07/new-document.png 371w, https://www.collaboris.com/wp-content/uploads/2021/07/new-document-300x211.png 300w" sizes="(max-width: 371px) 100vw, 371px" /></span></div></div></div></div></div></div>
  835. </div><div class="thrv_wrapper thrv_text_element"><p>Add the document name and provide a URL (use the test option to check that it works)</p><p><strong>Note:</strong> The URL can be *<strong>anything</strong>* such as a URL from an Internet/Intranet web page, a document in another document library, YouTube video, document in another system and so on. In fact, as long as it can be navigated to by the end-user it can be linked to and stored in your document library.</p><p>The links to documents are stored in the same libraries as your normal SharePoint documents.</p></div><div class="thrv_wrapper tve_image_caption tve_ea_thrive_zoom img_style_lifted_style1" data-css="tve-u-17aaa80bc1a" style="--tve-border-width:1px; border: 1px solid rgb(0, 0, 0);"><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1369023 tve_evt_manager_listen tve_et_click" alt="document name and url details" data-id="1369023" width="806" data-init-width="830" height="244" data-init-height="251" title="add name and link" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2021/07/add-name-and-link.jpg?_t=1626358431" data-width="806" data-height="244" data-link-wrap="true" 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data-ct="callaction-57273" data-element-name="Call to Action"><div class="thrive-colors-palette-config" style="display: none !important"></div> <div class="tve-content-box-background" data-css="tve-u-1808f371f6a" style="" data-tcb_hover_state_parent="1"></div> <div class="tve-cb tve_empty_dropzone" data-css="tve-u-1808f371f6b"><div class="thrv_wrapper thrv-columns" style="--tcb-col-el-width:1078;" data-css="tve-u-1808f371f6c"><div class="tcb-flex-row tcb-resized v-2 tcb--cols--2" data-css="tve-u-1808f371f6d" style="margin-left: 0px; padding-bottom: 0px !important;"><div class="tcb-flex-col ui-resizable-resizing" data-css="tve-u-1808f371f6e" style="padding-left: 0px;"><div class="tcb-col tve_empty_dropzone tcb-local-vars-root" style="" data-css="tve-u-1808f371f6f"><div class="thrv_wrapper thrv_text_element tcb-local-vars-root" style="" data-css="tve-u-1808f371f70" data-tag="h3"><h3 data-css="tve-u-1808f371f71" class="" style=""><span data-css="tve-u-1808f371f72" style="">Which document&nbsp;<strong>version</strong> is being <strong>read the most</strong>?</span></h3></div></div></div><div class="tcb-flex-col" data-css="tve-u-1808f371f73" style="padding-left: 0px;"><div class="tcb-col tve_empty_dropzone tcb-local-vars-root" style="" data-css="tve-u-1808f371f74"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad tcb-local-vars-root" style="" data-css="tve-u-1808f371f75"> <div class="tve-content-box-background" data-tcb_hover_state_parent="1"></div> <div class="tve-cb"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad tcb-local-vars-root" style="" data-css="tve-u-1808f371f76"> <div class="tve-content-box-background" style="" data-css="tve-u-1808fbd8df0" data-clip-id="2b8a6b0176fd5" data-tcb_hover_state_parent="1"><svg width="0" height="0" class="tve-decoration-svg"><defs><clipPath id="clip-mobile-bottom-2b8a6b0176fd5" class="decoration-clip clip-path-mobile-bottom" clipPathUnits="objectBoundingBox" data-screen="mobile-" decoration-type="pointer" pointer-width="100" pointer-height="17" style="" data-inverted="false" clip-path="url(#clip-mobile-right-2b8a6b0176fd5)"><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-right-2b8a6b0176fd5" class="decoration-clip clip-path-right" clipPathUnits="objectBoundingBox" data-screen="" decoration-type="pointer" pointer-width="100" pointer-height="0" clip-path="url(#clip-bottom-2b8a6b0176fd5)"><polygon points="0 0, 0 1, 1 1, 1 1, 1 0.5, 1 0, 1 0"></polygon></clipPath><clipPath id="clip-bottom-2b8a6b0176fd5" class="decoration-clip clip-path-bottom" clipPathUnits="objectBoundingBox" data-screen="" decoration-type="pointer" pointer-width="100" pointer-height="17" style=""><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-mobile-mobile-bottom-2b8a6b0176fd5" class="decoration-clip 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class="thrv_wrapper thrv-button tcb-local-vars-root tve_ea_thrive_animation tve_anim_sweep_to_right" data-css="tve-u-1808f371f7a" data-button-style="default" style="" data-button-size="s" data-tcb_hover_state_parent=""> <a href="https://www.collaboris.com/which-version-of-your-sharepoint-document-is-being-read-the-most/" class="tcb-button-link tve_evt_manager_listen tve_et_mouseover" style="border-radius: 0px; overflow: hidden;" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;mouseover&quot;,&quot;config&quot;:{&quot;anim&quot;:&quot;sweep_to_right&quot;,&quot;loop&quot;:1},&quot;a&quot;:&quot;thrive_animation&quot;}]_TNEVE_BCT__" target="_blank"> <span class="tcb-button-texts" style=""><span class="tcb-button-text thrv-inline-text" data-css="tve-u-1808f371f7b" style="">Find out how</span></span> </a> </div></div> </div></div></div></div></div></div> </div></div></div><div class="thrv_wrapper thrv_text_element"><h2 class="" style="" data-css="tve-u-1808fced99d">Using DocRead to ensure the right people read and acknowledge your document</h2><p>Now you have your new link set up, you may need groups of people within your organization to read the document (or watch the YouTube/training video etc.). This can be arranged really easily using a third party tool like <a href="https://www.collaboris.com/products/docread/" target="_blank" class="" style="outline: none;">DocRead</a> to assign all relevant people a task.</p><p>The first step is to ensure the DocRead properties are available in the Link to Document content types. (Note: if you are already using DocRead and have other links to documents within this library, chances are that these columns are already recognized by DocRead so you can skip to step 4).</p><p>1) From the <strong>Content Types</strong> section, select '<strong>Link to a Document</strong>'.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1" data-css="tve-u-17aaac366e8" style="--tve-border-width:1px; border: 1px solid rgb(0, 0, 0);"><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1369029 tcb-moved-image" alt="link to a document" data-id="1369029" width="776" data-init-width="778" height="184" data-init-height="184" title="update link to document content type" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2021/07/update-link-to-document-content-type.png?_t=1626362518" data-width="776" data-height="184" data-link-wrap="true" style="" data-css="tve-u-17aaac38024" srcset="https://www.collaboris.com/wp-content/uploads/2021/07/update-link-to-document-content-type.png 778w, https://www.collaboris.com/wp-content/uploads/2021/07/update-link-to-document-content-type-300x71.png 300w, https://www.collaboris.com/wp-content/uploads/2021/07/update-link-to-document-content-type-768x182.png 768w" sizes="(max-width: 776px) 100vw, 776px" /></span></div><div class="thrv_wrapper thrv_text_element"> <p>2) Then select '<strong>Add from existing site or list columns</strong>'.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1" data-css="tve-u-17aaaf324b7" style="--tve-border-width:1px; border: 1px solid rgb(0, 0, 0);"><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1369030 tcb-moved-image" alt="add from existing site or list columns" data-id="1369030" width="672" data-init-width="672" height="224" data-init-height="224" title="add from existing list columns" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2021/07/add-from-existing-list-columns.png?_t=1626365647" data-width="672" data-height="224" data-link-wrap="true" style="" data-css="tve-u-17aaaf34454" srcset="https://www.collaboris.com/wp-content/uploads/2021/07/add-from-existing-list-columns.png 672w, https://www.collaboris.com/wp-content/uploads/2021/07/add-from-existing-list-columns-300x100.png 300w" sizes="(max-width: 672px) 100vw, 672px" /></span></div><div class="thrv_wrapper thrv_text_element"> <p>3) Select '<strong>Reading Task Link</strong>', '<strong>Recommended Audiences</strong>' and '<strong>Required Audiences</strong>' from the Available columns box on the left hand side. Then click 'Add' to move them into the right-hand side 'Columns to add' box and click 'OK'.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1" data-css="tve-u-17aaaf50575" style="--tve-border-width:1px; border: 1px solid rgb(0, 0, 0);"><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1369031" alt="select columns" data-id="1369031" width="789" data-init-width="789" height="404" data-init-height="404" title="select the docread columns" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2021/07/select-the-docread-columns.jpg?_t=1626365770" data-width="789" data-height="404" data-link-wrap="true" srcset="https://www.collaboris.com/wp-content/uploads/2021/07/select-the-docread-columns.jpg 789w, https://www.collaboris.com/wp-content/uploads/2021/07/select-the-docread-columns-300x154.jpg 300w, https://www.collaboris.com/wp-content/uploads/2021/07/select-the-docread-columns-768x393.jpg 768w" sizes="(max-width: 789px) 100vw, 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data-css="tve-u-17db631eb53" style="" data-tcb_hover_state_parent="1"></div> <div class="tve-cb tve_empty_dropzone" data-css="tve-u-17db631eb54"><div class="thrv_wrapper thrv-columns" style="--tcb-col-el-width:797.188;" data-css="tve-u-17db631eb55"><div class="tcb-flex-row tcb-resized v-2 tcb--cols--2" data-css="tve-u-17db631eb56" style="margin-left: 0px; padding-bottom: 0px !important;"><div class="tcb-flex-col ui-resizable-resizing" data-css="tve-u-17db631eb57" style="padding-left: 0px;"><div class="tcb-col tve_empty_dropzone tcb-local-vars-root" style="" data-css="tve-u-17db631eb58"><div class="thrv_wrapper thrv_text_element tcb-local-vars-root" style="" data-css="tve-u-17db631eb59" data-tag="h3"><h3 data-css="tve-u-17db631eb5a" class="" style=""><span data-css="tve-u-17f45fadfaf" style="">Is your SharePoint content&nbsp;</span><span data-css="tve-u-17db631eb5b" style=""><strong>read on time </strong>and<strong> by the right people?</strong></span></h3></div></div></div><div class="tcb-flex-col" data-css="tve-u-17db631eb5d" style="padding-left: 0px;"><div class="tcb-col tve_empty_dropzone tcb-local-vars-root" style="" data-css="tve-u-17db631eb5e"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad tcb-local-vars-root" style="" data-css="tve-u-17db631eb5f"> <div class="tve-content-box-background" data-tcb_hover_state_parent="1"></div> <div class="tve-cb"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad tcb-local-vars-root" style="" data-css="tve-u-17db631eb61"> <div class="tve-content-box-background" style="" data-css="tve-u-17db651d8fd" data-clip-id="f8d02b176b098" data-tcb_hover_state_parent="1"><svg width="0" height="0" class="tve-decoration-svg"><defs><clipPath id="clip-mobile-bottom-f8d02b176b098" class="decoration-clip clip-path-mobile-bottom" clipPathUnits="objectBoundingBox" data-screen="mobile-" decoration-type="pointer" pointer-width="100" pointer-height="17" style="" data-inverted="false" clip-path="url(#clip-mobile-right-f8d02b176b098)"><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-right-f8d02b176b098" class="decoration-clip clip-path-right" clipPathUnits="objectBoundingBox" data-screen="" decoration-type="pointer" pointer-width="100" pointer-height="0" clip-path="url(#clip-bottom-f8d02b176b098)"><polygon points="0 0, 0 1, 1 1, 1 1, 1 0.5, 1 0, 1 0"></polygon></clipPath><clipPath id="clip-bottom-f8d02b176b098" class="decoration-clip clip-path-bottom" clipPathUnits="objectBoundingBox" data-screen="" decoration-type="pointer" pointer-width="100" pointer-height="17" style=""><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-mobile-mobile-bottom-f8d02b176b098" class="decoration-clip clip-path-mobile-mobile-bottom" clipPathUnits="objectBoundingBox" data-screen="mobile-" decoration-type="pointer" pointer-width="100" pointer-height="17" style="" data-inverted="false" clip-path="url(#clip-mobile-mobile-right-f8d02b176b098)"><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-mobile-bottom-f8d02b176b098" class="decoration-clip clip-path-mobile-bottom" clipPathUnits="objectBoundingBox" data-screen="mobile-" decoration-type="pointer" pointer-width="100" pointer-height="17" style="" clip-path="url(#clip-mobile-right-f8d02b176b098)"><polygon points="0 0, 0 0.83, 0 0.83, 0.5 1, 1 0.83, 1 0.83, 1 0"></polygon></clipPath><clipPath id="clip-mobile-right-f8d02b176b098" class="decoration-clip clip-path-mobile-right" clipPathUnits="objectBoundingBox" data-screen="mobile-"><polygon points="0 0, 0 1, 1 1, 1 0"></polygon></clipPath></defs></svg></div> <div class="tve-cb" data-css="tve-u-17db631eb63"><div class="thrv_wrapper thrv_text_element"><p data-css="tve-u-17db631eb64" style="text-align: center;">DocRead can help</p></div></div> </div><div class="thrv_wrapper thrv-button tcb-local-vars-root tve_ea_thrive_animation tve_anim_sweep_to_right tve_ea_thrive_lightbox" data-css="tve-u-17db631eb66" data-button-style="default" style="" data-button-size="s" data-tcb_hover_state_parent=""> <a href="" class="tcb-button-link tve_evt_manager_listen tve_et_mouseover tve_et_click" style="border-radius: 0px; overflow: hidden;" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;mouseover&quot;,&quot;config&quot;:{&quot;anim&quot;:&quot;sweep_to_right&quot;,&quot;loop&quot;:1},&quot;a&quot;:&quot;thrive_animation&quot;},{&quot;config&quot;:{&quot;l_anim&quot;:&quot;instant&quot;,&quot;l_id&quot;:&quot;1368834&quot;},&quot;a&quot;:&quot;thrive_lightbox&quot;,&quot;t&quot;:&quot;click&quot;}]_TNEVE_BCT__"> <span class="tcb-button-texts" style=""><span class="tcb-button-text thrv-inline-text" data-css="tve-u-17db631eb67" style="">See how</span></span> </a> </div></div> </div></div></div></div></div></div> </div></div></div><div class="thrv_wrapper thrv_text_element"><p>4) When you view the ‘<strong>Edit Properties</strong>’ screen for the link to your document, you will now see the Reading Task Link, and Recommended and Required Audiences elements. If not, review the last 3 steps to make them visible.</p><p>Now you can tell DocRead which individuals or groups of people need to read it. You can achieve this by using the '<strong>Recommended Audiences</strong>' and ‘<strong>Required Audiences</strong>’ boxes. Simply choose some groups and give them a set number of days to complete the task!</p></div><div class="thrv_wrapper thrv_text_element"><h3 data-css="tve-u-17ff4e5c8f0" class="">DocRead steps for SharePoint 2019 modern view</h3></div><div class="thrv_wrapper thrv_text_element"> <p>In a document library that you have already activated DocRead on, select "+New" and then "Link to a Document".</p></div><div class="thrv_wrapper tve_image_caption tve_ea_thrive_zoom img_style_lifted_style1" data-css="tve-u-187bd16a267"><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1374658 tve_evt_manager_listen tve_et_click" alt="Image showing the new link to a document option in Office365" data-id="1374658" width="590" data-init-width="590" data-init-height="423" title="new link to a document" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2023/04/new-link-to-a-document.png?_t=1682504525" data-link-wrap="true" data-width="590" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1374658&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" height="423" srcset="https://www.collaboris.com/wp-content/uploads/2023/04/new-link-to-a-document.png 590w, https://www.collaboris.com/wp-content/uploads/2023/04/new-link-to-a-document-300x215.png 300w" sizes="(max-width: 590px) 100vw, 590px" /></span></div><div class="thrv_wrapper thrv_text_element"> <p>Add the details of the document (or website address) that you want to create a link to.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-187bd18bf74"><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1374659 tcb-moved-image tve_evt_manager_listen tve_et_click" alt="Image showing where to add the document details for the link" data-id="1374659" width="799" data-init-width="978" data-init-height="414" title="add the document details you want to link to" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2023/04/add-the-document-details-you-want-to-link-to.png?_t=1682504663" data-link-wrap="true" data-width="799" style="" data-css="tve-u-187bd18cbff" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1374659&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" height="414"></span></div><div class="thrv_wrapper thrv_text_element"> <p>Then access the DocRead settings for the link you have just created and set the audience you want the item to be assigned to.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1 tve_ea_thrive_zoom" data-css="tve-u-187bd1ad1e5"><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1373998 tve_evt_manager_listen tve_et_click" alt="Image showing the create a document audience screen" data-id="1373998" width="621" data-init-width="621" data-init-height="686" title="Create a document audience" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/12/Create-a-document-audience.png?_t=1682504503" data-link-wrap="true" data-width="621" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1373998&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" height="686" srcset="https://www.collaboris.com/wp-content/uploads/2022/12/Create-a-document-audience.png 621w, https://www.collaboris.com/wp-content/uploads/2022/12/Create-a-document-audience-272x300.png 272w" sizes="(max-width: 621px) 100vw, 621px" /></span></div><div class="thrv_wrapper thrv_text_element" data-css="tve-u-187bd1cb25c" style=""><h3 data-css="tve-u-17ff4e5c8f0" class="">DocRead steps for SharePoint 2013, 2016 and 2019 classic</h3></div><div class="thrv_wrapper tve_image_caption tve_ea_thrive_zoom img_style_lifted_style1" data-css="tve-u-17aaafedf77" style="--tve-border-width:1px; border: 1px solid rgb(0, 0, 0);"><span class="tve_image_frame"><img decoding="async" class="tve_image wp-image-1369034 tcb-moved-image tve_evt_manager_listen tve_et_click" alt="edit properties of document to set reading" data-id="1369034" width="799" data-init-width="939" height="652" data-init-height="766" title="edit properties of document to set reading" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2021/07/edit-properties-of-document-to-set-reading.jpg?_t=1626366416" data-width="799" data-height="652" data-link-wrap="true" style="" data-css="tve-u-17aaaffb65d" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;click&quot;,&quot;a&quot;:&quot;thrive_zoom&quot;,&quot;config&quot;:{&quot;id&quot;:&quot;1369034&quot;,&quot;size&quot;:&quot;full&quot;}}]_TNEVE_BCT__" srcset="https://www.collaboris.com/wp-content/uploads/2021/07/edit-properties-of-document-to-set-reading.jpg 939w, https://www.collaboris.com/wp-content/uploads/2021/07/edit-properties-of-document-to-set-reading-300x245.jpg 300w, https://www.collaboris.com/wp-content/uploads/2021/07/edit-properties-of-document-to-set-reading-768x627.jpg 768w" sizes="(max-width: 799px) 100vw, 799px" /></span></div><div class="thrv_wrapper thrv_text_element"><p><a href="/wp-content/uploads/2015/07/edit-properties1.png" class="" style="outline: none;"></a>Once the link is ‘Checked In’, ‘Published’ and ‘Approved’ (if workflow is enabled), DocRead will create ‘Reading Tasks’ to all of the people in the groups specified. (e.g ‘Health and Safety Group’ and ‘United Export Members’). Each person will then be given a set number of days to confirm reading the 'Top tips for ladder safety' document before it becomes overdue (in this case 7 days). Users will receive an email notifying them that they are required to read the document. In addition to this, the DocRead web part is usually placed in a prominent place in SharePoint so that users can never avoid their required reading!</p><p>The screen below is an example of what the end user sees when they click on the new reading tasks. They can view information about the document (which is really a link), and also click ‘<strong>View Document</strong>’ to view it. So in this case, when they click ‘View Document’ a new browser window will be shown with the Ladder page on it.</p></div><div class="thrv_wrapper tve_image_caption img_style_lifted_style1" data-css="tve-u-17aab0d961b" style=""><span class="tve_image_frame"><a href="https://www.collaboris.com/wp-content/uploads/2022/04/DocRead-Task-Panel-Task-Tab.png" target="_blank"><img decoding="async" class="tve_image wp-image-1371853" alt="" data-id="1371853" width="407" data-init-width="451" height="515" data-init-height="571" title="DocRead Task Panel - Task Tab" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/04/DocRead-Task-Panel-Task-Tab.png?_t=1649081830" data-width="407" data-height="515" data-link-wrap="true" srcset="https://www.collaboris.com/wp-content/uploads/2022/04/DocRead-Task-Panel-Task-Tab.png 451w, https://www.collaboris.com/wp-content/uploads/2022/04/DocRead-Task-Panel-Task-Tab-237x300.png 237w" sizes="(max-width: 407px) 100vw, 407px" /></a></span></div><div class="thrv_wrapper thrv_text_element"><p><a href="/wp-content/uploads/2015/07/document-docread1.png" class="" style="outline: none;"></a>Once the user is happy they have read the page, they are then required to confirm&nbsp;the document using the 3<sup>rd</sup> tab, by clicking the ‘<strong>I agree</strong>’ and clicking '<strong>Confirm</strong>'</p></div><div class="thrv_wrapper tve_image_caption" data-css="tve-u-17ff4f40017" style=""><span class="tve_image_frame"><a href="https://www.collaboris.com/wp-content/uploads/2022/04/DocRead-Task-Panel-Confirmation-tab.png" target="_blank"><img decoding="async" class="tve_image wp-image-1371854" alt="" data-id="1371854" width="449" data-init-width="449" height="568" data-init-height="568" title="DocRead Task Panel - Confirmation tab" loading="lazy" src="https://www.collaboris.com/wp-content/uploads/2022/04/DocRead-Task-Panel-Confirmation-tab.png?_t=1649082038" data-link-wrap="true" data-width="449" data-height="568" srcset="https://www.collaboris.com/wp-content/uploads/2022/04/DocRead-Task-Panel-Confirmation-tab.png 449w, https://www.collaboris.com/wp-content/uploads/2022/04/DocRead-Task-Panel-Confirmation-tab-237x300.png 237w" sizes="(max-width: 449px) 100vw, 449px" /></a></span></div><div class="thrv_wrapper thrv_text_element" style="" data-css="tve-u-17ff4f85e32"><h2 class="" style="" data-css="tve-u-180938b2bec">Conclusion</h2><p>I hope this post has shown how easy it is to incorporate external sources of information to your environment and also how to ensure users read a document that’s initially stored outside of SharePoint.&nbsp;</p><p>I am sure you will agree - this is a really neat way to increase the number and types of documents that can be issued and tracked with DocRead.</p><p>Why not take a more in-depth look at DocRead by <a class="" href="/products/docread/tour/" style="outline: none;">taking the tour</a> ?</p></div><div class="thrv_wrapper thrv-page-section tve-height-update tcb-window-width" style="">
  836. <div class="tve-page-section-out" style="" data-css="tve-u-17ff4f87f27"></div>
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[data-css="tve-u-17db64a99fb"]{width: 45px;float: none;margin: 20px auto 10px !important;padding: 0px !important;}.thrv_symbol_1371721 [data-css="tve-u-17db64a99fc"]{border-top: 2px solid rgba(169,169,169,0.2) !important;}}@media (max-width: 1023px){.thrv_symbol_1371721 [data-css="tve-u-17db64a99f6"]{padding: 40px 30px !important;}:not(#tve) .thrv_symbol_1371721 [data-css="tve-u-17db64a99fa"]{font-size: 42px !important;}.thrv_symbol_1371721 [data-css="tve-u-17db64a99fd"]{max-width: 100%;}.thrv_symbol_1371721 [data-css="tve-u-17db64a9a02"]{margin-top: 30px !important;}}@media (max-width: 767px){.thrv_symbol_1371721 [data-css="tve-u-17db64a99f9"]{background-image: none !important;}:not(#tve) .thrv_symbol_1371721 [data-css="tve-u-17db64a99fa"]{font-size: 30px !important;}.thrv_symbol_1371721 [data-css="tve-u-17db64a99f6"]{padding: 30px 20px !important;margin-top: 10px !important;margin-bottom: 10px !important;}.thrv_symbol_1371721 [data-css="tve-u-17db64a9a02"]{max-width: 100%;margin-top: 0px !important;}.thrv_symbol_1371721 [data-css="tve-u-17db64a99ff"]{max-width: 100%;margin-top: 20px !important;}.thrv_symbol_1371721 [data-css="tve-u-17db64a99fb"]{margin-top: 5px !important;margin-bottom: 5px !important;}}</style><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tcb-local-vars-root" style="" data-css="tve-u-17db64a99f6" data-ct-name="Call To Action 24" data-ct="callaction-57292" data-element-name="Call to Action"><div class="thrive-colors-palette-config" style="display: none !important"></div> <div class="tve-content-box-background" data-css="tve-u-17db64a99f7" style="" data-tcb_hover_state_parent="1"></div> <div class="tve-cb tve_empty_dropzone" data-css="tve-u-17db64a99f8" style=""><div class="thrv_wrapper thrv_text_element tcb-local-vars-root" style="" data-css="tve-u-17db64a99f9" data-tag="h3"><h3 class="" data-css="tve-u-17db64a99fa" style="text-align: center;">How to target and track your SharePoint content</h3></div><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad tcb-local-vars-root" data-css="tve-u-17db64a99fb" style=""> <div class="tve-content-box-background" style="" data-css="tve-u-17db64a99fc"></div> <div class="tve-cb"></div> </div><div class="thrv_wrapper thrv_text_element tve_empty_dropzone tcb-local-vars-root" style="" data-css="tve-u-17db64a99fd"><p data-css="tve-u-17db64a99fe">DocRead has been helping our customers target and track their Policies, Procedures and any other SharePoint content for over 12 years.</p></div><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad" style="" data-css="tve-u-17db64a99ff"> <div class="tve-content-box-background"></div> <div class="tve-cb" data-css="tve-u-17db64a9a00"><div class="thrv_wrapper thrv_icon tcb-icon-display tve_evt_manager_listen tve_et_tve-viewport tve_ea_thrive_animation tve_anim_slide_top tcb-local-vars-root tve-viewport-triggered" data-css="tve-u-17db64a9a01" style="" data-float-d="1" data-tcb-events="__TCB_EVENT_[{&quot;t&quot;:&quot;tve-viewport&quot;,&quot;config&quot;:{&quot;anim&quot;:&quot;slide_top&quot;,&quot;loop&quot;:0},&quot;a&quot;:&quot;thrive_animation&quot;}]_TNEVE_BCT__"><svg class="tcb-icon" viewBox="0 0 448 512" data-id="icon-arrow-down-light" data-name="" style=""> <path d="M443.5 248.5l-7.1-7.1c-4.7-4.7-12.3-4.7-17 0L241 419.9V44c0-6.6-5.4-12-12-12h-10c-6.6 0-12 5.4-12 12v375.9L28.5 241.4c-4.7-4.7-12.3-4.7-17 0l-7.1 7.1c-4.7 4.7-4.7 12.3 0 17l211 211.1c4.7 4.7 12.3 4.7 17 0l211-211.1c4.8-4.8 4.8-12.3.1-17z"></path> </svg></div><div class="thrv_wrapper thrv-button tcb-local-vars-root" data-css="tve-u-17db64a9a02" data-button-style="full_rounded" style="" data-button-size="s" data-tcb_hover_state_parent=""> <a href="https://www.collaboris.com/products/docread/" class="tcb-button-link" data-css="tve-u-17db64a9a03" style="" target="_blank"> <span class="tcb-button-texts" style=""><span class="tcb-button-text thrv-inline-text" 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  917. <div class="thrv_wrapper thrv-columns" data-css="tve-u-17ff4fc1147" style="--tve-font-size:13px; --tcb-col-el-width:338.594;"><div class="tcb-flex-row v-2 tcb-mobile-no-wrap m-edit tcb-medium-no-wrap tcb-resized tcb--cols--2" data-css="tve-u-17ff4fc1148"><div class="tcb-flex-col" data-css="tve-u-17ff4fc1149" style=""><div class="tcb-col"><div class="thrv_wrapper thrv_text_element" style=""><p data-css="tve-u-17ff4fc114a" style="font-size: var(--tve-font-size, 13px);"><span class="thrive-shortcode-content" data-shortcode="tcb_post_published_date" data-shortcode-name="Post date" data-extra_key="" data-attr-type="published" data-attr-date-format-select="F j, Y" data-attr-date-format="F j, Y" data-attr-show-time="0" data-attr-time-format-select="g:i a" data-attr-time-format="" data-attr-link="0" data-attr-target="1" data-attr-rel="0" data-option-inline="1">December 8, 2021 </span></p></div></div></div><div class="tcb-flex-col" data-css="tve-u-17ff4fc114b" style=""><div class="tcb-col"><a href="https://www.collaboris.com/policy-and-procedures-using-sharepoint-search-to-find-policies-quickly/#comments" class="tve-dynamic-link" dynamic-postlink="tcb_post_comments_link" data-shortcode-id="1371643"></a></div></div></div></div><div class="thrv_wrapper thrv_text_element" style="" data-css="tve-u-17ff4fc1153"><h2 class="" data-css="tve-u-17ff4fc1154" style=""><span class="thrive-shortcode-content" data-shortcode="tcb_post_title" data-shortcode-name="Post title" data-extra_key="" data-attr-link="1" data-attr-target="0" data-attr-rel="0" data-option-inline="1" data-attr-static-link="{&quot;className&quot;:&quot;&quot;,&quot;href&quot;:&quot;https://www.collaboris.com/link-to-a-document-office-365/&quot;,&quot;title&quot;:&quot;Using a ‘Link to a document’ in place of a real document in SharePoint Online / Office 365&quot;,&quot;class&quot;:&quot;&quot;}" data-attr-css="" data-css="tve-u-17ff4fc1155"><a href="https://www.collaboris.com/policy-and-procedures-using-sharepoint-search-to-find-policies-quickly/" title="Policy and Procedures : Using SharePoint Search to find policies quickly" data-css="" class="">Policy and Procedures : Using SharePoint Search to find policies quickly</a></span></h2></div><section class="tcb-post-content tcb-shortcode thrv_wrapper" data-css="tve-u-17ff4fc1156"><p>Policy and Procedures : Using SharePoint Search to find policies quicklyThis post is part <a class="more-link" href="https://www.collaboris.com/policy-and-procedures-using-sharepoint-search-to-find-policies-quickly/#more-311">...</a></p></section><div class="tcb-clear tcb-post-read-more-clear">
  918. <div class="tcb-post-read-more thrv_wrapper" data-css="tve-u-17ff4fc1157" data-tcb_hover_state_parent="">
  919. <a href="https://www.collaboris.com/policy-and-procedures-using-sharepoint-search-to-find-policies-quickly/" class="tcb-button-link tcb-post-read-more-link">
  920. <span class="tcb-button-texts">
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  923. </a>
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  930. </article><article id="post-639" class="post-639 post type-post status-publish format-standard has-post-thumbnail hentry category-docsurvey category-sharepoint post-wrapper thrv_wrapper thrive-animated-item " data-id="639" data-selector=".post-wrapper"><style class="tcb-post-list-dynamic-style" type="text/css"></style>
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  935. <div class="thrv_wrapper thrv-columns" data-css="tve-u-17ff4fc1147" style="--tve-font-size:13px; --tcb-col-el-width:338.594;"><div class="tcb-flex-row v-2 tcb-mobile-no-wrap m-edit tcb-medium-no-wrap tcb-resized tcb--cols--2" data-css="tve-u-17ff4fc1148"><div class="tcb-flex-col" data-css="tve-u-17ff4fc1149" style=""><div class="tcb-col"><div class="thrv_wrapper thrv_text_element" style=""><p data-css="tve-u-17ff4fc114a" style="font-size: var(--tve-font-size, 13px);"><span class="thrive-shortcode-content" data-shortcode="tcb_post_published_date" data-shortcode-name="Post date" data-extra_key="" data-attr-type="published" data-attr-date-format-select="F j, Y" data-attr-date-format="F j, Y" data-attr-show-time="0" data-attr-time-format-select="g:i a" data-attr-time-format="" data-attr-link="0" data-attr-target="1" data-attr-rel="0" data-option-inline="1">December 1, 2021 </span></p></div></div></div><div class="tcb-flex-col" data-css="tve-u-17ff4fc114b" style=""><div class="tcb-col"><a href="https://www.collaboris.com/sharepoint-survey-permissions-explained/#comments" class="tve-dynamic-link" dynamic-postlink="tcb_post_comments_link" data-shortcode-id="1371643"></a></div></div></div></div><div class="thrv_wrapper thrv_text_element" style="" data-css="tve-u-17ff4fc1153"><h2 class="" data-css="tve-u-17ff4fc1154" style=""><span class="thrive-shortcode-content" data-shortcode="tcb_post_title" data-shortcode-name="Post title" data-extra_key="" data-attr-link="1" data-attr-target="0" data-attr-rel="0" data-option-inline="1" data-attr-static-link="{&quot;className&quot;:&quot;&quot;,&quot;href&quot;:&quot;https://www.collaboris.com/link-to-a-document-office-365/&quot;,&quot;title&quot;:&quot;Using a ‘Link to a document’ in place of a real document in SharePoint Online / Office 365&quot;,&quot;class&quot;:&quot;&quot;}" data-attr-css="" data-css="tve-u-17ff4fc1155"><a href="https://www.collaboris.com/sharepoint-survey-permissions-explained/" title="SharePoint Survey Permissions Explained" data-css="" class="">SharePoint Survey Permissions Explained</a></span></h2></div><section class="tcb-post-content tcb-shortcode thrv_wrapper" data-css="tve-u-17ff4fc1156"><p>SharePoint Survey Permissions ExplainedSharePoint Permissions can be complex at the best of times. After <a class="more-link" href="https://www.collaboris.com/sharepoint-survey-permissions-explained/#more-639">...</a></p></section><div class="tcb-clear tcb-post-read-more-clear">
  936. <div class="tcb-post-read-more thrv_wrapper" data-css="tve-u-17ff4fc1157" data-tcb_hover_state_parent="">
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  938. <span class="tcb-button-texts">
  939. <span class="tcb-button-text thrv-inline-text">Read More</span>
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  941. </a>
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  948. </article></div></div>
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  950. <p>The post <a href="https://www.collaboris.com/how-to-use-a-link-to-a-document-in-place-of-a-real-document-in-sharepoint/">How to use a ‘Link to a document’ in place of a real document in SharePoint.</a> appeared first on <a href="https://www.collaboris.com">Collaboris</a>.</p>
  951. ]]></content:encoded>
  955. </item>
  956. <item>
  957. <title>What is the difference between a SharePoint Group and a SharePoint Audience</title>
  958. <link>https://www.collaboris.com/what-is-the-difference-between-a-sharepoint-group-and-a-sharepoint-audience/</link>
  960. <dc:creator><![CDATA[Mark Jones]]></dc:creator>
  961. <pubDate>Tue, 11 Dec 2012 18:26:05 +0000</pubDate>
  962. <category><![CDATA[SharePoint]]></category>
  963. <guid isPermaLink="false">http://collaboriscom.wpengine.com/?p=501</guid>
  964.  
  965. <description><![CDATA[<p>What is the difference between a SharePoint Group and a SharePoint AudienceWhat is a SharePoint Group?A SharePoint group can be created by a user from within SharePoint and requires that user to manually add or remove users. A SharePoint group can also contain many Active Directory groups (which themselves can contain child AD groups).&#160;SharePoint groups [&#8230;]</p>
  966. <p>The post <a href="https://www.collaboris.com/what-is-the-difference-between-a-sharepoint-group-and-a-sharepoint-audience/">What is the difference between a SharePoint Group and a SharePoint Audience</a> appeared first on <a href="https://www.collaboris.com">Collaboris</a>.</p>
  967. ]]></description>
  968. <content:encoded><![CDATA[<div class="thrv_wrapper thrv_text_element"><p></p></div><div class="thrv_paste_content thrv_wrapper"><div class="thrv_wrapper thrv_text_element"><h1 class="" style="" data-css="tve-u-1828832e5a0">What is the difference between a SharePoint Group and a SharePoint Audience</h1></div><div class="thrv_wrapper thrv_text_element"><h2 class="" style="" data-css="tve-u-183d17dc500">What is a SharePoint Group?</h2><p>A SharePoint group can be created by a user from within SharePoint and requires that user to manually add or remove users. A SharePoint group can also contain many Active Directory groups (which themselves can contain child AD groups).</p><p>SharePoint groups are often used to make securing "things" in SharePoint easier. For example, if you want to secure 10 documents so that 300 users can see them, it's easier to put the 300 users into a group and give the group permissions to the 10 documents. This way new users can be added to the group, without having to worry about the 10 documents. They will immediately gain access by being a member of the group.</p><h4 class="">Want to know more?</h4><p>You may find these posts helpful:</p><p><a href="https://www.collaboris.com/how-to-create-a-sharepoint-user-group/" target="_blank" class="" style="outline: none;">How to create a SharePoint group</a><br><a href="https://www.collaboris.com/how-to-add-users-to-a-sharepoint-group/" target="_blank" class="" style="outline: none;">How to add users to the group</a></p><h2 class="" style="" data-css="tve-u-183d17dd6b2">What is a SharePoint Audience?</h2><p>SharePoint Audiences are dynamically created based on a set of rules. If users meet the audience criteria they will automatically become a member of the audience. Audiences can be compiled regularly using a background SharePoint job. Every time the schedule 'kicks off' the Active Directory will be searched for users who meet the criteria and will be included in (or excluded from) the audience.</p><p>This means that the audience membership can change over time, however each time the audience is compiled, only users who meet the specified criteria will be included. By using rules or criteria (assuming that your base information is kept up to date) it means that you can be assured that the right users are contained in the audience and that manual maintenance of audience members is not required.</p><h2 class="" style="" data-css="tve-u-183d17dea82">What are the differences?</h2><ul class=""><li style="" data-css="tve-u-183d17d38e1">An Audience can scale to hundreds of thousands of users, a SharePoint group is limited to a few thousand and has scalability problems at the top end.</li><li style="" data-css="tve-u-183d17d38e3">A SharePoint group can be used to secure a site, document library, or document. A SharePoint audience cannot.</li><li style="" data-css="tve-u-183d17d38e4">The membership of a SharePoint group has to be manually managed. The membership of a SharePoint audience is automatically managed based on rules configured by your Central Administrator.</li><li style="" data-css="tve-u-183d17d38e6">A SharePoint audience can only be created in MOSS 2007 or SharePoint Server - Standard / Enterprise 2010. A SharePoint group can be used in all versions of SharePoint including WSS and Foundation.</li><li style="" data-css="tve-u-183d17d38e7">A change in membership to a SharePoint group is immediate. The membership of a SharePoint audience will only change when the next scheduled run happens. (In most large organizations this is usually nightly as it can be quite an intensive process).</li><li style="" data-css="tve-u-183d17d38e8">A SharePoint Central Administrator can create an audience. SharePoint site admins usually are responsible for creating groups.</li><li style="" data-css="tve-u-183d17d38e9">SharePoint audiences are globally-scoped, meaning they can be used in all site collections and sites. SharePoint groups are scoped up to Site Collection level.</li><li style="" data-css="tve-u-183d17d38ea">Both SharePoint audiences and groups can be used to target web parts and also content in lists. This means that if you are a member of a group or audience, content can be selectively shown to you. This adds some degree of personalization to SharePoint.<br><br><a href="https://www.collaboris.com/products/docread/" target="_blank">DocRead for SharePoint </a>is a policy management software that integrates straight into SharePoint and allows compliance professionals to distribute and track their policies and procedures.</li></ul></div><div class="tcb-post-list tve-content-list thrv_wrapper" data-type="grid" data-pagination-type="none" data-pages_near_current="2" data-dynamic_filter="{&quot;category&quot;:&quot;category&quot;,&quot;tag&quot;:&quot;tag&quot;,&quot;author&quot;:&quot;author&quot;,&quot;search&quot;:&quot;search&quot;}" data-css="tve-u-186c663fe18" data-no_posts_text="There are no posts to display." data-total_post_count="96" data-total_sticky_count="0" data-disabled-links="0"><article id="post-1374663" class="post-1374663 post type-post status-publish format-standard has-post-thumbnail hentry category-docread category-sharepoint post-wrapper thrv_wrapper thrive-animated-item " data-id="1374663" data-selector=".post-wrapper"><style class="tcb-post-list-dynamic-style" type="text/css"></style>
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  977. <div class="tcb-post-read-more thrv_wrapper" data-css="tve-u-186c663fe2d" data-tcb_hover_state_parent="">
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  989. </article><article id="post-1373375" class="post-1373375 post type-post status-publish format-standard has-post-thumbnail hentry category-policy-management category-sharepoint post-wrapper thrv_wrapper thrive-animated-item " data-id="1373375" data-selector=".post-wrapper"><style class="tcb-post-list-dynamic-style" type="text/css"></style>
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  1015. <div class="thrv_wrapper thrv-columns" data-css="tve-u-186c663fe1c" style="--tve-font-size:13px; --tcb-col-el-width:339.594;"><div class="tcb-flex-row v-2 tcb-mobile-no-wrap m-edit tcb-medium-no-wrap tcb-resized tcb--cols--2" data-css="tve-u-186c663fe1d"><div class="tcb-flex-col" data-css="tve-u-186c663fe1f" style=""><div class="tcb-col"><div class="thrv_wrapper thrv_text_element" style=""><p data-css="tve-u-186c663fe20" style="font-size: var(--tve-font-size, 13px);"><span class="thrive-shortcode-content" data-shortcode="tcb_post_published_date" data-shortcode-name="Post date" data-extra_key="" data-attr-type="published" data-attr-date-format-select="F j, Y" data-attr-date-format="F j, Y" data-attr-show-time="0" data-attr-time-format-select="g:i a" data-attr-time-format="" data-attr-link="0" data-attr-target="1" data-attr-rel="0" data-option-inline="1">February 10, 2022 </span></p></div></div></div><div class="tcb-flex-col" data-css="tve-u-186c663fe21" style=""><div class="tcb-col"><div class="tcb-clear" data-css="tve-u-186c663fe22"></div><a href="https://www.collaboris.com/how-to-find-out-who-has-completed-a-sharepoint-survey/#comments" class="tve-dynamic-link" dynamic-postlink="tcb_post_comments_link" data-shortcode-id="1373375"><div class="tcb-clear" data-css="tve-u-186c663fe23"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad" style="" data-css="tve-u-186c663fe24">
  1016. <div class="tve-content-box-background" style="" data-css="tve-u-186c663fe25" data-tcb_hover_state_parent="1"></div>
  1017. <div class="tve-cb" style="" data-css="tve-u-186c663fe26" data-tcb_hover_state_parent="1"><div class="thrv_wrapper thrv_text_element" style=""><p style="font-size: var(--tve-font-size, 13px);" data-css="tve-u-186c663fe27"><span class="thrive-shortcode-content" data-shortcode="tcb_post_comments_number" data-shortcode-name="Number of comments" data-extra_key="" data-option-inline="1" data-css="tve-u-186c663fe28">0</span> &nbsp;comments</p></div></div>
  1018. </div></div></a></div></div></div></div><div class="thrv_wrapper thrv_text_element" style="" data-css="tve-u-186c663fe29"><h2 class="" data-css="tve-u-186c663fe2a" style=""><span class="thrive-shortcode-content" data-shortcode="tcb_post_title" data-shortcode-name="Post title" data-extra_key="" data-attr-link="1" data-attr-target="0" data-attr-rel="0" data-option-inline="1" data-attr-static-link="{&quot;className&quot;:&quot;&quot;,&quot;href&quot;:&quot;#&quot;,&quot;class&quot;:&quot;&quot;}" data-attr-css="" data-css="tve-u-186c663fe2b"><a href="https://www.collaboris.com/how-to-find-out-who-has-completed-a-sharepoint-survey/" title="How to find out who has completed a SharePoint Survey" data-css="" class="">How to find out who has completed a SharePoint Survey</a></span></h2></div><section class="tcb-post-content tcb-shortcode thrv_wrapper" data-css="tve-u-186c663fe2c"><p>How to find out who has completed a SharePoint SurveyIf you would like to <a class="more-link" href="https://www.collaboris.com/how-to-find-out-who-has-completed-a-sharepoint-survey/#more-391">...</a></p></section><div class="tcb-clear tcb-post-read-more-clear">
  1019. <div class="tcb-post-read-more thrv_wrapper" data-css="tve-u-186c663fe2d" data-tcb_hover_state_parent="">
  1020. <a href="https://www.collaboris.com/how-to-find-out-who-has-completed-a-sharepoint-survey/" class="tcb-button-link tcb-post-read-more-link">
  1021. <span class="tcb-button-texts">
  1022. <span class="tcb-button-text thrv-inline-text">Read More</span>
  1023. </span>
  1024. </a>
  1025. </div>
  1026. </div>
  1027.  
  1028.  
  1029.  
  1030.  
  1031. </article><article id="post-2054" class="post-2054 post type-post status-publish format-standard has-post-thumbnail hentry category-docread-kb category-knowledgebase category-sharepoint post-wrapper thrv_wrapper thrive-animated-item " data-id="2054" data-selector=".post-wrapper"><style class="tcb-post-list-dynamic-style" type="text/css"></style>
  1032.  
  1033.  
  1034.  
  1035.  
  1036. <div class="thrv_wrapper thrv-columns" data-css="tve-u-186c663fe1c" style="--tve-font-size:13px; --tcb-col-el-width:339.594;"><div class="tcb-flex-row v-2 tcb-mobile-no-wrap m-edit tcb-medium-no-wrap tcb-resized tcb--cols--2" data-css="tve-u-186c663fe1d"><div class="tcb-flex-col" data-css="tve-u-186c663fe1f" style=""><div class="tcb-col"><div class="thrv_wrapper thrv_text_element" style=""><p data-css="tve-u-186c663fe20" style="font-size: var(--tve-font-size, 13px);"><span class="thrive-shortcode-content" data-shortcode="tcb_post_published_date" data-shortcode-name="Post date" data-extra_key="" data-attr-type="published" data-attr-date-format-select="F j, Y" data-attr-date-format="F j, Y" data-attr-show-time="0" data-attr-time-format-select="g:i a" data-attr-time-format="" data-attr-link="0" data-attr-target="1" data-attr-rel="0" data-option-inline="1">December 13, 2021 </span></p></div></div></div><div class="tcb-flex-col" data-css="tve-u-186c663fe21" style=""><div class="tcb-col"><div class="tcb-clear" data-css="tve-u-186c663fe22"></div><a href="https://www.collaboris.com/creating-sharepoint-audience-new-employees/#comments" class="tve-dynamic-link" dynamic-postlink="tcb_post_comments_link" data-shortcode-id="1373375"><div class="tcb-clear" data-css="tve-u-186c663fe23"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad" style="" data-css="tve-u-186c663fe24">
  1037. <div class="tve-content-box-background" style="" data-css="tve-u-186c663fe25" data-tcb_hover_state_parent="1"></div>
  1038. <div class="tve-cb" style="" data-css="tve-u-186c663fe26" data-tcb_hover_state_parent="1"><div class="thrv_wrapper thrv_text_element" style=""><p style="font-size: var(--tve-font-size, 13px);" data-css="tve-u-186c663fe27"><span class="thrive-shortcode-content" data-shortcode="tcb_post_comments_number" data-shortcode-name="Number of comments" data-extra_key="" data-option-inline="1" data-css="tve-u-186c663fe28">0</span> &nbsp;comments</p></div></div>
  1039. </div></div></a></div></div></div></div><div class="thrv_wrapper thrv_text_element" style="" data-css="tve-u-186c663fe29"><h2 class="" data-css="tve-u-186c663fe2a" style=""><span class="thrive-shortcode-content" data-shortcode="tcb_post_title" data-shortcode-name="Post title" data-extra_key="" data-attr-link="1" data-attr-target="0" data-attr-rel="0" data-option-inline="1" data-attr-static-link="{&quot;className&quot;:&quot;&quot;,&quot;href&quot;:&quot;#&quot;,&quot;class&quot;:&quot;&quot;}" data-attr-css="" data-css="tve-u-186c663fe2b"><a href="https://www.collaboris.com/creating-sharepoint-audience-new-employees/" title="Creating a SharePoint Audience for New Employees" data-css="" class="">Creating a SharePoint Audience for New Employees</a></span></h2></div><section class="tcb-post-content tcb-shortcode thrv_wrapper" data-css="tve-u-186c663fe2c"><p>How to create a SharePoint Global Audience for New EmployeesAutomatically identifying a 'new employees' <a class="more-link" href="https://www.collaboris.com/creating-sharepoint-audience-new-employees/#more-2054">...</a></p></section><div class="tcb-clear tcb-post-read-more-clear">
  1040. <div class="tcb-post-read-more thrv_wrapper" data-css="tve-u-186c663fe2d" data-tcb_hover_state_parent="">
  1041. <a href="https://www.collaboris.com/creating-sharepoint-audience-new-employees/" class="tcb-button-link tcb-post-read-more-link">
  1042. <span class="tcb-button-texts">
  1043. <span class="tcb-button-text thrv-inline-text">Read More</span>
  1044. </span>
  1045. </a>
  1046. </div>
  1047. </div>
  1048.  
  1049.  
  1050.  
  1051.  
  1052. </article><article id="post-311" class="post-311 post type-post status-publish format-standard has-post-thumbnail hentry category-policy-management category-sharepoint post-wrapper thrv_wrapper thrive-animated-item " data-id="311" data-selector=".post-wrapper"><style class="tcb-post-list-dynamic-style" type="text/css"></style>
  1053.  
  1054.  
  1055.  
  1056.  
  1057. <div class="thrv_wrapper thrv-columns" data-css="tve-u-186c663fe1c" style="--tve-font-size:13px; --tcb-col-el-width:339.594;"><div class="tcb-flex-row v-2 tcb-mobile-no-wrap m-edit tcb-medium-no-wrap tcb-resized tcb--cols--2" data-css="tve-u-186c663fe1d"><div class="tcb-flex-col" data-css="tve-u-186c663fe1f" style=""><div class="tcb-col"><div class="thrv_wrapper thrv_text_element" style=""><p data-css="tve-u-186c663fe20" style="font-size: var(--tve-font-size, 13px);"><span class="thrive-shortcode-content" data-shortcode="tcb_post_published_date" data-shortcode-name="Post date" data-extra_key="" data-attr-type="published" data-attr-date-format-select="F j, Y" data-attr-date-format="F j, Y" data-attr-show-time="0" data-attr-time-format-select="g:i a" data-attr-time-format="" data-attr-link="0" data-attr-target="1" data-attr-rel="0" data-option-inline="1">December 8, 2021 </span></p></div></div></div><div class="tcb-flex-col" data-css="tve-u-186c663fe21" style=""><div class="tcb-col"><div class="tcb-clear" data-css="tve-u-186c663fe22"></div><a href="https://www.collaboris.com/policy-and-procedures-using-sharepoint-search-to-find-policies-quickly/#comments" class="tve-dynamic-link" dynamic-postlink="tcb_post_comments_link" data-shortcode-id="1373375"><div class="tcb-clear" data-css="tve-u-186c663fe23"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad" style="" data-css="tve-u-186c663fe24">
  1058. <div class="tve-content-box-background" style="" data-css="tve-u-186c663fe25" data-tcb_hover_state_parent="1"></div>
  1059. <div class="tve-cb" style="" data-css="tve-u-186c663fe26" data-tcb_hover_state_parent="1"><div class="thrv_wrapper thrv_text_element" style=""><p style="font-size: var(--tve-font-size, 13px);" data-css="tve-u-186c663fe27"><span class="thrive-shortcode-content" data-shortcode="tcb_post_comments_number" data-shortcode-name="Number of comments" data-extra_key="" data-option-inline="1" data-css="tve-u-186c663fe28">0</span> &nbsp;comments</p></div></div>
  1060. </div></div></a></div></div></div></div><div class="thrv_wrapper thrv_text_element" style="" data-css="tve-u-186c663fe29"><h2 class="" data-css="tve-u-186c663fe2a" style=""><span class="thrive-shortcode-content" data-shortcode="tcb_post_title" data-shortcode-name="Post title" data-extra_key="" data-attr-link="1" data-attr-target="0" data-attr-rel="0" data-option-inline="1" data-attr-static-link="{&quot;className&quot;:&quot;&quot;,&quot;href&quot;:&quot;#&quot;,&quot;class&quot;:&quot;&quot;}" data-attr-css="" data-css="tve-u-186c663fe2b"><a href="https://www.collaboris.com/policy-and-procedures-using-sharepoint-search-to-find-policies-quickly/" title="Policy and Procedures : Using SharePoint Search to find policies quickly" data-css="" class="">Policy and Procedures : Using SharePoint Search to find policies quickly</a></span></h2></div><section class="tcb-post-content tcb-shortcode thrv_wrapper" data-css="tve-u-186c663fe2c"><p>Policy and Procedures : Using SharePoint Search to find policies quicklyThis post is part <a class="more-link" href="https://www.collaboris.com/policy-and-procedures-using-sharepoint-search-to-find-policies-quickly/#more-311">...</a></p></section><div class="tcb-clear tcb-post-read-more-clear">
  1061. <div class="tcb-post-read-more thrv_wrapper" data-css="tve-u-186c663fe2d" data-tcb_hover_state_parent="">
  1062. <a href="https://www.collaboris.com/policy-and-procedures-using-sharepoint-search-to-find-policies-quickly/" class="tcb-button-link tcb-post-read-more-link">
  1063. <span class="tcb-button-texts">
  1064. <span class="tcb-button-text thrv-inline-text">Read More</span>
  1065. </span>
  1066. </a>
  1067. </div>
  1068. </div>
  1069.  
  1070.  
  1071.  
  1072.  
  1073. </article><article id="post-639" class="post-639 post type-post status-publish format-standard has-post-thumbnail hentry category-docsurvey category-sharepoint post-wrapper thrv_wrapper thrive-animated-item " data-id="639" data-selector=".post-wrapper"><style class="tcb-post-list-dynamic-style" type="text/css"></style>
  1074.  
  1075.  
  1076.  
  1077.  
  1078. <div class="thrv_wrapper thrv-columns" data-css="tve-u-186c663fe1c" style="--tve-font-size:13px; --tcb-col-el-width:339.594;"><div class="tcb-flex-row v-2 tcb-mobile-no-wrap m-edit tcb-medium-no-wrap tcb-resized tcb--cols--2" data-css="tve-u-186c663fe1d"><div class="tcb-flex-col" data-css="tve-u-186c663fe1f" style=""><div class="tcb-col"><div class="thrv_wrapper thrv_text_element" style=""><p data-css="tve-u-186c663fe20" style="font-size: var(--tve-font-size, 13px);"><span class="thrive-shortcode-content" data-shortcode="tcb_post_published_date" data-shortcode-name="Post date" data-extra_key="" data-attr-type="published" data-attr-date-format-select="F j, Y" data-attr-date-format="F j, Y" data-attr-show-time="0" data-attr-time-format-select="g:i a" data-attr-time-format="" data-attr-link="0" data-attr-target="1" data-attr-rel="0" data-option-inline="1">December 1, 2021 </span></p></div></div></div><div class="tcb-flex-col" data-css="tve-u-186c663fe21" style=""><div class="tcb-col"><div class="tcb-clear" data-css="tve-u-186c663fe22"></div><a href="https://www.collaboris.com/sharepoint-survey-permissions-explained/#comments" class="tve-dynamic-link" dynamic-postlink="tcb_post_comments_link" data-shortcode-id="1373375"><div class="tcb-clear" data-css="tve-u-186c663fe23"><div class="thrv_wrapper thrv_contentbox_shortcode thrv-content-box tve-elem-default-pad" style="" data-css="tve-u-186c663fe24">
  1079. <div class="tve-content-box-background" style="" data-css="tve-u-186c663fe25" data-tcb_hover_state_parent="1"></div>
  1080. <div class="tve-cb" style="" data-css="tve-u-186c663fe26" data-tcb_hover_state_parent="1"><div class="thrv_wrapper thrv_text_element" style=""><p style="font-size: var(--tve-font-size, 13px);" data-css="tve-u-186c663fe27"><span class="thrive-shortcode-content" data-shortcode="tcb_post_comments_number" data-shortcode-name="Number of comments" data-extra_key="" data-option-inline="1" data-css="tve-u-186c663fe28">0</span> &nbsp;comments</p></div></div>
  1081. </div></div></a></div></div></div></div><div class="thrv_wrapper thrv_text_element" style="" data-css="tve-u-186c663fe29"><h2 class="" data-css="tve-u-186c663fe2a" style=""><span class="thrive-shortcode-content" data-shortcode="tcb_post_title" data-shortcode-name="Post title" data-extra_key="" data-attr-link="1" data-attr-target="0" data-attr-rel="0" data-option-inline="1" data-attr-static-link="{&quot;className&quot;:&quot;&quot;,&quot;href&quot;:&quot;#&quot;,&quot;class&quot;:&quot;&quot;}" data-attr-css="" data-css="tve-u-186c663fe2b"><a href="https://www.collaboris.com/sharepoint-survey-permissions-explained/" title="SharePoint Survey Permissions Explained" data-css="" class="">SharePoint Survey Permissions Explained</a></span></h2></div><section class="tcb-post-content tcb-shortcode thrv_wrapper" data-css="tve-u-186c663fe2c"><p>SharePoint Survey Permissions ExplainedSharePoint Permissions can be complex at the best of times. After <a class="more-link" href="https://www.collaboris.com/sharepoint-survey-permissions-explained/#more-639">...</a></p></section><div class="tcb-clear tcb-post-read-more-clear">
  1082. <div class="tcb-post-read-more thrv_wrapper" data-css="tve-u-186c663fe2d" data-tcb_hover_state_parent="">
  1083. <a href="https://www.collaboris.com/sharepoint-survey-permissions-explained/" class="tcb-button-link tcb-post-read-more-link">
  1084. <span class="tcb-button-texts">
  1085. <span class="tcb-button-text thrv-inline-text">Read More</span>
  1086. </span>
  1087. </a>
  1088. </div>
  1089. </div>
  1090.  
  1091.  
  1092.  
  1093.  
  1094. </article></div><section></section></div><div class="tcb_flag" style="display: none"></div>
  1095. <p>The post <a href="https://www.collaboris.com/what-is-the-difference-between-a-sharepoint-group-and-a-sharepoint-audience/">What is the difference between a SharePoint Group and a SharePoint Audience</a> appeared first on <a href="https://www.collaboris.com">Collaboris</a>.</p>
  1096. ]]></content:encoded>
  1100. </item>
  1101. </channel>
  1102. </rss>
  1103.  

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