User Disclaimer Notification

The Global Disclaimer settings can be used to set up a disclaimer which activates when users access the WorkPoint solution.

You can access these settings in the global settings in the WorkPoint Administration:

1. In the left side menu of the WorkPoint Administration, click "Global Disclaimer".

This opens the Global Disclaimer Settings page:

2. This checker sets whether the global disclaimer is enabled or disabled.
3. In the "Disclaimer Consent Scope" setting, you can specify who should be presented with the disclaimer upon entering the WorkPoint solution. The options are:
   • Specific Users And Groups: An extra field appears, letting you input specific users and/or groups who will then be presented with the disclaimer text.
   • External Users Only: Only external users will be presented with the disclaimer text. No further specification is needed (discount pt. 4).
   • All Users: All users will be presented with the disclaimer text. No further specification is needed (discount pt. 4).
4. Select one or more persons or groups that should be presented with the disclaimer, and whom also needs to consent before access is granted.
5. From the Acceptance Type menu, you can choose whether the target audience needs to consent to the agreement just once, or once per session.
6. In the "Insert Full Url" field in the "Disclaimer Document" section, provide the full URL to the document which has the text that should be displayed in the disclaimer. A good practice is to store this document in e.g. the Site Assets library of the root site. This is because all users have Read access to this library by default, and so they will be able to see the document, but not edit it. Supported document types are .docx, .pptx, and .pdf.
7. Click the "Save" button to save the settings.
8. The "Refresh cache" button can be used to refresh the memberships of groups selectable as target audience for the global disclaimer. WorkPoint caches the members of groups in order to improve performance. If a group is selected as target audience for a global disclaimer, and a new person is later added to the group, that user may not be presented with the disclaimer upon entering the WorkPoint solution. This is because that user may now be a member of the cached version of the group. Refreshing the cache will update the cached groups personnel, and the new user will then correctly be presented with the disclaimer.
9. Clicking the "Clear consent list" button will clear the list of who have previously consented to the disclaimer. This is useful e.g. if the disclaimer has changed, and people need to consent to the new disclaimer.

An example of a complete URL with a Tenant name of "workpoint365test" and a site name of "anm0014" would look like this:

The following image shows the consent list where a user called "Edward Dean" has consented to a disclaimer:

User Disclaimer can be set up individually on each business modules. This is done through the WorkPoint 365 Administration, which can be accessed by following these steps:

10. Click the Home button of the solution
11. Enter the WorkPoint 365 Administration by clicking the cog-icon at the bottom of the menu

From the WorkPoint 365 Administration you can enter the Disclaimer Consent Settings by clicking the header of the business module for which you want to set up the settings for user disclaimers and clicking “Disclaimer Consent Settings from the menu. Follow these steps:

12. Click the header of the business module
13. Click “Disclaimer Consent Settings from the menu

The interface of the Disclaimer Consent Settings interface provides all the options one needs in order to set up what the users should be presented with upon visit. Depending on what you choose as “Type”, different options are available from there on.

14. Check the “Enabled” checker if the user should consent to some agreement upon visiting the site
15. Select the scope of the disclaimer settings. This determines  who will be presented with the disclaimer text. The options are:
    • Specific Users And Groups: An extra field appears, letting you input specific users and/or groups who will then be presented with the disclaimer text.
    • External Users Only: Only external users will be presented with the disclaimer text. No further specification is needed.
    • All Users: All users will be presented with the disclaimer text. No further specification is needed.

16. Select a person or a group that should be presented with the disclaimer, and whom also needs to consent before access is granted.
17. From the Acceptance Type menu, you can choose whether the target audience needs to consent to the agreement just once, or once per session.
18. For “Type”, choose the type of setup you want to use for the disclaimer document. Depending on the type chosen, additional fields appear for the administrator to fill in (points 19 through 21). Supported document types are .docx, .pptx, and .pdf.

a. Entity List

Entity List grant you the ability to select a document from the entity site based on field values. The system goes to the specified Library (19), you choose a field for the system to look for (20) and type in a value (21). If the system finds a document under a field which matches the value specified, that document will be displayed as the disclaimer document.

b. Calm Query

If you choose a type of Calm Query the administrator can input a query to be executed to fetch the document from a specified library.

c. Absolute URL

If “Absolute URL” is chosen, the administrator can insert a full URL to the document that he wishes should be displayed as the consent document. Further, the administrator needs to input the full URL to the site that holds the document.

13. Clicking “Save” will finalize the setup, and the specified user(s) will now be presented with the specified consent document which will need to be consented to before they are granted access to the site.

Whenever a person has accepted a disclaimer and entered a site, this acceptance is logged in a hidden list on the site. You can access this list by appending the site URL with "/lists/disclaimerconsents/". An example where our tenant name is "workpoint365test" and our site is located at "/anm0014_Projects2" would be:

Entries of people who have accepted the disclaimer and entered the site look like the following: