In this video we will show you how to create criteria. Criteria are the individual things to do, the parts which make up your whole process. They are applied to person or thing Target types that are the subject of your process. Criteria can be in the form of a question; a request for information, or a document; a request for a signature on a document, or they can be the provision of information and/or documentation.
Once you are logged in to your NowWeComply account; go to “Admin”, click on “Criteria” and then “add a New Criteria”.
The first thing you are presented with is a field called “Category”. Categories are used to navigate around Criteria. As you build more and more processes in NowWeComply your Criteria List has the potential to become huge - hence the need for Categories.
You can either select an option from the drop down menu or click add to add a new category. For this example I am going to create a category called Health & Safety.
The Criteria Title and Criteria Notes fields are for internal use only. For Criteria Title choose a name that defines the action or request contained in it.
For Criteria Notes you might want to give a brief description of the action required or you might want to let other system users know why we need the Target to complete the action.
Next is Criteria to display - this is the subject that will be displayed to your target, often this is the same as the criteria title.
The Notes to display field is where you give your Target instructions about what is required of them. They will see these when they log in to complete the Criteria. Ensure that the notes are brief and clear.
If you have additional information i.e website links or help articles that you want to supply to the target, you can add these under “help and information”. When you select yes, a new field appears. Click here and add or paste the information. If you are including a link, click here, add the address into the URL field and click Ok. To complete Hit save. This help item will appear on the Target’s Criteria Response page.
To remove, simply click Remove and this will be removed when you save your criteria. To add more help items click add more and add any additional information.
Include History Link and Include Contact Link are ticked by default:
The History Link will provide a link in the Criteria Response page where all history related to this specific Criteria can be viewed and the Include Contact Link will give the Target the ability to get in touch with their System Administrator from the Criteria Response page.
Response types are the ways in which your target can respond to criteria. NowWeComply has 12 different response types to choose from. These are covered in more detail in a separate video. For this example we are going to select Document Generation, as this will allows us to select and send the target a document for them to review or sign.
You will need to select the document you wish to send under Document Template and the interaction you require, select whether you require the target to view or sign the document. If you require the document to be printed, signed and uploaded you will need to select that there is a file attachment required and enter the minimum quantity expected. If you are using our online signing feature then you do not have to select file attachment required.
Next is review required - if the document is to be signed select yes because the system user will want to check that this has been done. Otherwise select no.
Shred on rejection is only used when the target is required to upload a document. It allows the system user to delete the document if it is not what is required.
You can assign criteria to a level by using the “associated with levels” field, simply select the levels you want to add this Criteria to. If you have yet to build the level, leave this field blank as you can always attach the criteria from the level.
The expiry and reminders section is where you can set expiry dates against responses and in addition set reminders to alert you to expiry dates becoming due.
The Complete By field determines when the response must be submitted. Select ASAP if the request is not urgent or doesn’t have a specific timescale for completion. However, if you need the action completed by a specific date select By Time. This opens further fields allowing you to set a timescale of a number of days, weeks or months OR to set a specific date for completion.
Next is response expiry. In this example, we require the target to read the health and safety document every year. Therefore we will select 12 months of the date it was completed.
By Selecting yes in the set reminder field, you can set a reminder prior to the expiry date to alert the Target or System User that it is due for renewal. This can be a number of days, weeks or months or a specific date before the expiry. The reminder is sent by email or SMS; a reminder will also be sent to the System Administrator if the action to complete the Criteria is for the Target.
The Nudge Time can be used in conjunction with the Set Reminder to send additional reminders via email or SMS a number of days, weeks or months prior to the expiry so that they have plenty of warning that something needs to be completed. You have the ability to select which message template you would like to send at this nudge points, if you have created custom message templates then these will appear in the drop down list. You can add multiple reminders simply by clicking save and add more.
Who to Action by Default? This is where you state who is responsible for completing this Criteria. Target instance if the Target is expected to complete the action or “Us” if the action is for a system user.
“Mandatory” is where you are asked whether this Criteria is a must do/must answer. Most of them are.
By selecting yes for “visible to targets”, this will display the criteria to the Target on their home page. There may be some criteria to be actioned by system administrators which you do not want the Target to be aware of - in this case select No.
“Show on Dashboard” allows you to determine whether this Criteria is to be displayed on the System Administrator’s Dashboard.
By selecting yes in the Unable to Complete field - the Target will be given the option to say they cannot complete this Criteria. They will be asked to give a reason and the System Administrator will have to decide whether to approve or reject the response.
When creating a Criteria you must establish whether it is a one time only action or if it needs to be renewed/updated. The Re-Validate On field is used to allow Criteria to be repeated.
The three options you have in re-validation are:
On false - select this for all Criteria.
Select Annually (date of compliance) if you want the Target to receive the Criteria every year on the date it was first completed.
On expiry due - use this if your Criteria has an expiry date. This means that the Criteria will be displayed to the Target again on the expiry date - they will of course have received any reminders you set before this date.
The But Only When fields allows you to set conditions on which Targets in a particular Target Group receive this Criteria on revalidation (it is a filter).
Select your Target Group from the drop down menu called “Target”
Select what you wish to filter by from the “Field” menu (this menu is made up of your Standard and Custom fields).
So for Live candidate you will need to select candidates in the target drop down and status in field dropdown and then enter live as the value.
If you have external data influencing in this particular Criteria then select No under Set Criteria As Read Only. If unsure select Yes (its the safe option, you can always edit it).
Once you have completed all the sections within this criteria - click save