Publish Documents and Manage Attestations
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      3. Publish Documents and Manage Attestations

      Manage Attestations

      Contents

      • Overview
      • Pre-conditions
      • Steps
      • Supplementary Information
      • Notes

      Overview

      To help ensure that your employees follow your organisational policies, you can create, edit, and export attestations.

      A created attestation may send out an attestation request email* to the specified users and if any particular user is reading a document with their attestation required, at the bottom of the document there will be a window for them to confirm that they've read and understood the document's information.

      Pre-conditions

      • System Level Permission: 'Portal Publisher', 'Portal Manager', 'System Administration'.
      • Document to have the attestation has been published on the Policy Portal module.
      • Document is neither a modification nor an original document.
      • Platform Configuration: The Attestations feature is enabled

      Steps

      Create Attestation:

      1. If starting in the Policy Management module:
        1. Click on the grid icon on the right hand side of the dashboard.
        2. Select Policy Portal.
      2. Select the Published collection in the left collection sidebar.
      3. Locate and click on the document (if needed, use the document search engine)
      4. Click on the attestation icon in the right sidebar.
      5. Click + Add a deadline.
      6. Add a title.
      7. Select a due date.
      8. Add users or user groups who will be attesting.
      9. Click Add*.


      Edit Attestation:

      1. If starting in the Policy Management module:
        1. Click on the grid icon on the right hand side of the dashboard.
        2. Select Policy Portal.
      2. Select the Published collection in the left collection sidebar.
      3. Locate and click on the document (if needed, use the document search engine)
      4. Click on the attestation icon in the right sidebar.
      5. Click on the pending attestation.
      6. Perform any of the following edits:
        1. Change the attestation name.
        2. Change due date.
        3. Add new users or user groups.
        4. Remove users or user groups*.
      7. Click Save.

      Supplementary Information

      Users can check all of their attestations, pending or passed, in the Attestations tab on Policy Portal.

      Export 1 or Multiple Attestations

      You can now export detailed attestation reports in CSV format for all or single attestations in the document.

      The reports include document attestation details and users' information, including their attestation status.

      This covers document information, attestation data, and user details. Additionally, you can see the latest modifications to your attestation, such as the attestation modification date and who made these changes.

      All these features are designed to meet your reporting needs and save you valuable time for important decisions.

      Notes


      Attestation Status Reports

      Editing/Deleting Overdue Attestations

      • Attestations can only be edited if users haven't performed any attestations yet.
      • Once attestations are overdue, they can no longer be edited. But the users who need to attest can still perform attestations.
      • Once attestations were added in the documents, they can no longer be deleted.

       Creating Attestations

      • Email notifications will prompt users to complete the attestation.
        • This occurs only if the users' personal Portal email setting, specifically the "Added to an attestation" setting, is enabled.

          By default, this setting can vary as a request from your platform administrators can be submitted to Clausematch support, in which this specific email setting, along with a practically similar email setting, "Added to a document", can be disabled to a selected group of users (can be all of Portal users).

          With this in mind, it would be worth being in sync with your platform administrators to know whether they are enabled or disabled by default. If the latter, and if for some reason your side needs to notify the users of their attestation requirement, an external email outside of the Clausematch platform is to be sent to those users from your side.

      Export

      • The columns that will be exported are not customisable. Columns in table:
        • Document Title
        • Document Id
        • Document Link
        • Document Version
        • Attestation Name
        • Attestation Due Date
        • Attestation Creation Date
        • Attestation Created By
        • Attestation Modified Date
        • Attestation Modified By
        • First name
        • Last name
        • Email
        • Attestation Status
        • Attestation Completion Date
      • Name of the files:
        • All attestations: document name v 1_0 attestations - july 22 2024 at 14-53.csv
        • Single attestation: attestation name - july 22 2024 at 14-54.csv
      • We do not show information about groups - only a plain list of their users.