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Compliance register submissions in a declaration module

Updated over 7 months ago

This article explains inserting the register submission table into declaration modules. Kindly note that you need to use Registers and have permission to access the Advanced survey elements and Edit content to achieve the below.

Compliance registers allow you to track and manage compliance obligations. Employees can create entries and track them in their submissions table.

Compliance declaration is a module in which employees affirm they have met (or not) specific compliance obligations. It can be assigned to users when needed or regularly.

A declaration module can include an affirmation that a compliance register submissions table is up to date. The setup below allows the employee to check and add to the submissions table directly in the declaration module without searching and viewing the relevant submissions table separately.

Register configuration

Decide which compliance register(s) you need to add to the compliance declaration module(s).

Then, determine what submissions are relevant to show in the module. You can choose to limit the number of submissions to a specific time period, such as the timeframe for which the user is making the declaration. Since the submissions can be backdated, you can choose to show only the submissions that occurred during that timeframe instead of were submitted.

For example, if your timeframe is for the year 2023, and you wish the employees who are making the declaration for that year should see only the submissions that occurred during that time, even if they were submitted in the year 2024, then you want to use the Declaration date instead of the Submission date.

Once you have decided which registers you need and whether and how you will use the timeframes, please contact your customer success manager at [email protected], and they will set it up for you.

Module configuration

When your customer success manager confirms that everything is set up on the Register side, you can work on the module configuration.

You are free to choose how you would like to set up your declaration module(s).

  • Have a separate declaration module for each submission table.

  • Have a page for each different submission table.

  • Have different submission tables on a single page.

A declaration module will need at least three pages: register submissions, review and submit, and complete.

NOTE: Please ensure your module is published in Flexible or Scrolling skin. If unsure, please contact your customer success manager.

Register submissions page

Find the declaration module you want to edit. You can follow the steps listed in the article about Finding a module.

Select Edit content on the right side of the page.

Module: Register

Select a page you want to add the Register submission table to, or add a new page. Ensure this page element has the Hide/Delay Next setting set to Hide Next. On that page, add the Module: Register element.

We recommend adding a new page for each different register submissions table.

Once you added the element, you can configure it on the Registers tab:

  • Registers
    Select one or multiple registers to be displayed in the submissions table. If you don't see the register you need, please contact your customer success manager at [email protected].
    ​

  • Starting Month, Starting Day, Time frame
    Limiting the number of displayed submissions by date is optional.
    ​
    If you would like to limit the shown submissions to the timeframe of the declaration, set it up here. Let's say that the employees must complete the declaration every quarter, and the first quarter starts on 1 January. Select the starting month January, starting day 1, and a timeframe of 3 months. You don't need to change this for every quarter. Employees making the declaration in June will see the second-quarter submissions automatically.
    ​

  • Current time frame
    Notes the timeframe of the currently displayed submissions, which are in the previous complete timeframe.
    ​
    Considering the quarterly example above, when in June, I would see the 2nd quarter dates because it is the latest complete timeframe.
    ​

  • User instructions
    Text above the submissions table. By default, the text is:
    ​
    Please review your submissions and make sure the list is complete. Approve or add new submissions if any are missing.

    Submissions starting from [timeframeStart] and ending before [timeframeEnd]
    ​
    You can choose to edit or remove this text. Tags [timeframeStart] and [timeframeEnd] will show the start and end times as noted in the Current time frame.

RegTech: Multiple choice question

Once you save your changes, add the RegTech: Multiple choice question element. You can read more about this element in the article titled Understanding surveys and declarations. The recommended setup:

  1. Enter the question, for example, Is the submission list complete?

  2. Enter option 1 text confirming it is complete.

  3. Set the Next button action to Show next button.

  4. Add the element.

Below is an illustration of the Register submissions page. The table will appear and behave the same way it is set up in the Registers.

Underneath the table is the Add submission button. If the submissions table has more than one register, a dropdown menu next to the button allows employees to select the register to which they are adding the submission.
​
​NOTE: The employee will see the registers they have access to. If you need the employee to see multiple registers or, on the contrary, see only one out of the multiple selected in the element, please check with your customer success manager that the user permissions are set up accordingly.

Review and submit page

All declaration modules must have a page where employees can review and submit their choices. Once an employee selects the Submit button, their selections in the RegTech elements are saved.

NOTE: This page should already exist if you are adding the Module: Register element to an existing declaration module. You don't need to change or add another Review and submit page.

Add two elements on this page - RegTech: Review submission, and the RegTech: Submit button below it.

RegTech: Review submission

Under the Content tab, add any Introduction text that will appear above the list of RegTech element choices the user selected in the declaration module.

RegTech: Submit

Configure the button as needed. The article titled Understanding surveys and declarations explains this element in more detail.

To the Completion actions field, add: SKILLCASTAPI.nextPage(); This function will take the employee to the next page.

Below is an illustration of how the Review and submit page appears for employees.

Complete page

You can set up this page as required, but feel free to use Module: Page templates. At the bottom of the Core templates, you will find a "Complete page" template. You can read more about it in the article Adding content templates.

If you have completed all the module changes, please refer to the article titled What do I do when I finish creating or editing my module?.

NOTE: If you think you have the incorrect permissions, please contact your company admin or Customer success manager at [email protected].

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