Templates ============================================= Here you can work with templates for sign-off requests. A template can then be used in a type. When creating sign-off requests a type is always used, where pages, or published controlled documents (Omnia 7.7 and later) from the template can be removed, and additional pages/documents added, if needed. .. image:: sign-off-requests-templates-77.png To edit a template, click the pen, to delete, click the dust bin. Create a new template ************************* To create a new template, do the following: 1. click the plus. .. image:: sign-off-requests-templates-clickplus-77.png 2. Use these options: .. image:: sign-off-requests-templates-options-77-1.png and these: .. image:: sign-off-requests-templates-options-77-2.png 3. Add a name for the template. 4. Decide what settings should be possible to edit when the template is used to create a type, by activating/deactivating sections. .. image:: sign-off-requests-templates-sections-77.png 5. Use the following possible settings: + **Title**: A title can be shown for the request and if activated (default) you can add a suggested title. + **Descriptiopn**: A description can be shown for the request and if activated (default) you can add a suggested description. + **To be signed off**: Here you add pages or controlled documents that should be read and signed off. See below for more information. + **Sign-off type**: Select how the sign-off request will be handled. If you select “Individual”, all users added to “Request sent to” will receive a personal request. Everyone has to sign-off individually. If you select “Group”, it works as one group request, meaning it’s enough that any one of the recipients signs-off the request. All other recipients can see that the request was sent to them and can see if someone in the group has signed off, they can see if the task is done or not. + **Requested by**: Add one or more users, or groups, that will be shown as the “sender” of this request. Will be shown to the receivers. Your name will be pre populated but it can be removed. This field must always contain at least one person or group. To add several users or a group here can be useful, then all users, or the whole group, will be able to follow up on the request. + **Request sent to**: Select one or more users or groups to send to. Single users, security groups and Microsoft 365 groups can be added here (In Omnia on-prem, Microsoft 365 groups can’t be used). 6. Save when you're done. Add pages to be signed off --------------------------- Here's how to add pages to be signed off: 1. Click ADD. .. image:: sign-off-requests-pages-add-77.png 2. Choose "Current page" or a "Specific page". .. image:: sign-off-requests-pages-current-77.png If you select "Current page" the actual page where the sign-off request is placed can be signed off, wherever that is. No further settings are needed. When you select "Specific page", continue like this: 3. Navigate and pick (Browse) or search for pages, the same way as in the page picker (it's a part of the page picker that is used here). See this page for more information: :doc:`The Page picker ` 5. Click ADD when you have selected one or more pages to add to the sign-off request. The selected pages are now added to the section, for example: .. image:: sign-off-requests-pages-sections-77-frame.png To remove a page from the list, click the dust bin. 6. If you would like to add a message about a page, click the pen and add the message. .. image:: sign-off-requests-pages-section-message-77.png 7. Repeat adding pages the same way until all pages you want in the template are in place. 8. Click SAVE to save the template. Add documents to be signed off --------------------------------- In Omnia 7.7 and later, published controlled documents can be signed-off. A sign-off request can contain both pages and documents. **Prerequisites**: The tenant feature "Sign-off request for controlled documents" must be active. In the settings for the document type, the option "Enable sign-off request" must be selected. (Meaning sign-off requests can be available for some document types and not for others.) You use it this way: 1. Select "Published document" at the top. If it's the current document that should be signed-off, no further settings are needed, just click ADD. .. image:: sign-off-document-current-template-77.png 2. If it's one or more other documents that should be added to the list, select "Specific document". A list of all published controlled documents in the tenant is shown, for example: .. image:: sign-off-document-list-template-77-new.png 3. Browse the list or search for part of, or the whole document name. 4. Select one or more documents to be signed off. .. image:: sign-off-document-list-clickadd-template-new.png 5. Click ADD. (The ADD button is found at the bottom of the list). 6. Repeat the process til all documents for the sign-off request is added. 7. Set all other settings for the sign-off request as described for pages.