Important content can be marked as must read, requiring users confirm that they have read it. Making content "must read" is an easy way to help ensure the message you're communicating is received by users. When you tag content must read, your users will receive a polite reminder email every Monday (or immediately if you choose) to help encourage them to read and acknowledge the content you made.
Which content can be made must read?
Pages, albums or events from any public or private site and blog posts can be made must read.
Who can make content must read?
App managers can make any public site content, any content from private sites they are a member of and any users' blog posts must read. To enable must read ability for Site owners/managers, go to Manage > Manage application > Privileges, then scroll down to Must reads. Type in which site(s) you want to enable must reads for, then scroll down and click Save.
The Site owner, Site managers and Content managers of each site that's been granted must read privileges can make content must read by clicking the ellipsis (...) icon and choosing Make 'must read'. A notification will be sent out to all site members and/or followers, depending on what you choose.
Who is required to read must read content?
- App managers can make content from a public site must read for the entire organization (all employees) or only the members of that site.
- App managers can also make blog posts must read to the entire organization.
- App managers can make content from a private site which they are a member of must read for members of that site.
- Site owners/managers and Content managers can make content from sites they manage must read for members and/or followers of that site.
How can I see who's read my must read content?
You can monitor any must read content by who's read it and who hasn't. Clicking into the content in question and viewing its history allows you to download a CSV file so you can easily sort through users who have/have not read the content.
When a new employee joins your organization they will be required to confirm they have read all currently active must reads that apply to them. We recommend regularly checking active must reads to ensure they are still required.
How long will users be notified of must read content?
Until a user confirms that they've read a must read piece of content, the in-app notifications and weekly emails will be persistent. Updating or editing a piece of must read content will not 'reset' the amount of time a user has to read it. Unpublishing or removing the content will cause the must read to be removed as well.
Within the App Manager's permissions is there any way to mark a Must Read as Read on someone's behalf? I have several use cases where this would be extremely beneficial, such as individuals who are out on leave and systems accounts.
Hi Rose. While there is no way to do this natively in Simpplr, System admins are able to log in as other users via Salesforce and confirm the must read notifications. This Salesforce help article walks through the steps of logging in as another user. https://help.salesforce.com/s/articleView?id=sf.logging_in_as_another_user.htm&type=5
I noticed that when creating a page, it only allows a limited number of lines of text. We are trying to add a "must read" security policy. Is there a way to increase or remove the text limits? If there currently isn't a way, can you submit this as a feature/function request for an upcoming release?
Hi Jeanine. After testing, I bumped into a word limit of around 50,000 on one page. That equated to 333,000 characters on the page, or about a 250 minute read. We definitely don't recommend having any piece of content that long. I can talk to the Product team, but best practice across Simpplr is to have easy, quick to read, digestible content. For longer company policies and procedures, we recommend attaching a PDF or Word document to the content you're creating.
Is it possible to adjust the actual language when we mark a "must read" with a specific acknowledgment of a policy? We need to send out annual notices and collect acknowledgments from employees but our legal team requires specific language in that acknowledgment. If not, can we add this as a feature request?
Is there a way to filter content or generate a report to identify all pieces of content that are currently must-reads?
Hi Nicole. Great question! Unfortunately there's no way to do this within the Simpplr app itself. However, a System admin user can go into Salesforce and run a "Simpplr Content" report, then create a filter in the report labeled "is must read" and make sure it equals "true". Then add any columns to the report you'd like for sorting. "Title" is a necessary column to view the content's name.
It's a little complicated if you don't normally run Salesforce reports, so please reach out to your representative, and they can contact me to have a video created for you if needed.
Hi Teresa. Great question. Unfortunately we cannot change the language of the specific acknowledgement the author wrote. Only the content itself and the generic 'must read confirmation' will change languages. However, I've submitted an enhancement request for our Product team to look into for a future release.
Is there a way to make a piece of content "must read" but only for employees in a specific country? We'd like to have our US employees attest to receiving a new policy that only pertains to them. Or would this only be possible via segments?
Hi Jeanine! Thanks for the question. You could create a new segment only for US employees, or better yet, have this policy live on a site that's only relevant to US employees. That way when you make it must read, only US folks will receive the must read notice. But there is no way as of now to make must reads available to certain Audiences; only site members/followers or the whole org.
Is there a way for App Managers to view all content that is currently marked as "Must Read"?
Hi Kelly! Currently it's not possible for anyone to see ALL Must Reads from across the org. App managers are still limited to only the Must Reads that are applicable to them based on site membership.
Hi--if I remove the "must read" tag before the end of the timeframe I've set up, will I still have access to the analytics? Thanks in advance!
I'm trying to 'reset' this must-read for the annual refresh of an internal policy. In the past I've been able to do this by removing the must-read and then making it a must-read again. But the remove must-read is not available on all pages. Is there a way I can reset the must read without publishing a new page?
Hey Julie. This could be due to the App manager's permissions. App managers have to first grant must read access to owners/managers of sites before any individual can make the content must read. They don't choose specific people. So if the content lives on a site that has not been enabled for must reads, you wouldn't see the option, even if you are a Site owner or manager.
Thanks Matt! I am the app manager and still do not see this option. Do I need to also be a site manager or owner to see the option to remove a must-read?
Julie, this could be a bug. By default, App managers can make any public site content, any content from private sites they are a member of and any users' blog posts must read. The site itself does not need to be enabled in order for an App manager to do it. So unless it's a private site you're not a member of, you should be able to make any content must read.
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