Managing employee documents effectively is essential for HR processes, and Citation (Atlas) offers robust tools for ensuring compliance and managing acknowledgements. Reports in Atlas can extract all inputted data while also helping organisations track document acknowledgements and preserve historical compliance information.
How can I track document distribution and employee signatures in Atlas?
Atlas provides a straightforward method to track which documents have been assigned to employees and whether they have acknowledged or signed them. This is done through the 'Distributed Documents' report available in the reporting section of the application.
Steps to Create the Report
Navigate to Reporting
Go to: Reporting > New Reports
Select the Report Type
On the left-hand side, select Documents > Distributed Documents.
The report will run automatically.
Features of the Distributed Documents Report
The 'Distributed Documents' report provides key information, including:
List of documents assigned to employees.
Details on who the documents were distributed to.
Signature statuses, indicating whether employees have signed the documents or not. This report is particularly useful for monitoring compliance, managing document distribution, and ensuring acknowledgments are recorded correctly within the system.
Apply Filters
Click Apply Filters to choose the information you want to see in your report. 4. Select Columns 5. Set the Start Date
Use the Select Columns dropdown to pick which columns appear in your report.
The start date lets you choose the time range for your data.
For Distributed Documents, set the start date to when you joined Citation.6. Consider Date Filters
Date filters can refine your report results to focus on specific timeframes.
Using appropriate filters ensures no important historical acknowledgements are omitted.
Understand Distribution Settings
The "Distribute until" date affects document assignments in the reports.
Ensure existing employee records effectively reflect completed acknowledgements even if the document is no longer distributed.
Export the Report
Click the Export Report button to download your data as an Excel or PDF file.
Troubleshooting
If you do not see the expected information, check that all employees are assigned to a department and location/site in their employee record. These fields are required for reports to run correctly.
If the report outputs seem incorrect, ensure that date filters are set appropriately to capture the relevant period for acknowledgements.
Verify that acknowledgements for distributed documents are reflected properly by checking distribution end dates and user assignment status.
Common Use Cases and Recommendations
Compliance Tracking: Regularly run acknowledgment reports to identify completed and pending acknowledgements.
Historical Data Access: Use date filters to review documents acknowledged in the past, even after the distribution period has ended.
Controlled Distribution: Utilise the 'Distribute until' feature to manage new document assignments while maintaining access for existing employees.
Employee Accountability: Track who has acknowledged important documents to avoid misunderstandings.